How to Streamline SaaS Vendor Management for Better Efficiency

SaaS tools are the driving force behind your business. 73% of organizations consider SaaS essential for achieving their business goals, with 38% deeming it “very important” and 35% “quite important”. 

But how do you manage SaaS vendors? What tools to use? What are the best practices? 

We cover all of this and more in this blog post. Let’s begin!

What Is SaaS Vendor Management?

SaaS vendor management is the process of selecting, onboarding, monitoring, and managing software-as-a-service (SaaS) providers to ensure they align with business goals. It involves:

• Keeping track of SaaS subscriptions in a centralized place
• Vetting vendors for security certifications (like SOC 2 or ISO 27001) and regulatory compliance (GDPR, HIPAA, CCPA)
• Monitoring uptime, response times, and service quality
• Getting the best deal, clear service level agreements (SLAs)
• Checking for integrations with existing systems to prevent tech silos

With more SaaS apps in use, strong vendor management keeps SaaS operations efficient, avoiding wasted spend, security risks, and tool redundancy.

Why Effective SaaS Vendor Management Matters

Before we talk further about SaaS vendor management process, let’s understand why effective SaaS vendor management matters:

Cost control and budget optimization

Effective SaaS vendor management achieves a savings of 16.49% on completed deals through negotiations, amounting to a total savings of $349 million. And it’s not surprising. The areas where you think cost-cutting isn’t possible are often where the biggest savings lie. Your SaaS stack is a prime example.

With solid SaaS software vendor management, you can always monitor the ROI and efficiency of your tools.

🌟 Regular check-ins using a SaaS vendor management solution help you cut out software that:

• No longer does what you originally got it for
• Has sneaky hidden fees eating away at your budget
• Isn’t being used because your team has moved on to something better

No matter the reason, a SaaS vendor manager will review your subscriptions and identify which ones to cancel, freeing up a budget for more valuable SaaS procurements.

Security, compliance, and risk mitigation

With SaaS applications handling sensitive business data, security and compliance aren’t optional—they’re essential. A lack of oversight can lead to major risks, from data breaches to regulatory fines. SaaS vendor management ensures every tool meets the necessary security standards and compliance requirements.

🌟 By continuously monitoring your SaaS stack, you can identify and mitigate risks, such as:

• Vendors lacking proper security certifications (SOC 2, ISO 27001, GDPR compliance)
• Unauthorized tools storing sensitive data without IT approval
• Shadow IT that makes your organization vulnerable to cyber attacks

A strong SaaS vendor management strategy ensures that every tool in your ecosystem meets security, compliance, and risk requirements—keeping your business always protected.

Improved performance and operational efficiency

Your business basically runs on SaaS. Customer service needs SaaS; purchasing needs SaaS; marketing needs SaaS—almost every department depends on it. How can you expect to achieve operational efficiency if you’re not managing these tools properly?

With SaaS vendor management, you ensure that every tool in your stack improves workflows rather than slowing things down.

🌟 By regularly optimizing your SaaS ecosystem, you can eliminate:

• Overlapping tools that do the same job but create confusion and inefficiencies
• Slow or unreliable software that disrupts daily operations
• Complicated workflows caused by tools that don’t integrate well

Elimination of redundant tools

Most companies don’t even realize how many duplicate SaaS tools they’re paying for. A recent report by Zylo found that, on average, 44% of businesses’ SaaS licenses are wasted or underutilized, leading to significant unnecessary expenses.

Marketing has one tool for automation, sales has another, and customer support might be using something entirely different—but they all do the same thing.

🌟 With a SaaS vendor management platform you can:

• Cut out overlapping tools that are doing the same job
• Reallocate licenses from inactive users instead of buying more
• Ensure teams are actually using the tools you’re paying for

Check login activity on SaaS apps—if people aren’t using a tool regularly, it’s time to cut or reassign the license.

Key Steps in Managing SaaS Vendors

A structured approach helps you avoid unnecessary steps and obstacles in SaaS vendor selection and management. Here’s a step-by-step guide to on effective vendor management.

Step 1: Identify business needs and vendor requirements

It all starts with knowing what tools you need and which plan makes the most sense. Without a clear picture, you’ll end up with too many tools, overlapping features, or paying for expensive plans with unnecessary add-ons.

🌟 Think about:

• Which tools are essential? Do you need a CRM, a project management platform, or an automation tool?
• How many licenses or seats do you need? Are you paying for 100 users when only 50 actually use the tool?
• Which pricing plan makes sense? Are you locked into an enterprise plan when a lower-tier plan would work just fine?
• What integrations are a must? Can the tool connect with your existing software to avoid workflow disruptions?

Each of these factors helps you figure out which vendor actually fits. Marketing might need automation, while IT cares more about security and compliance. The challenge? Finding a solution that checks all the right boxes without blowing the budget.

, the everything app for work, helps you streamline this process. It revolutionizes how you manage projects, documents, and communication—all in one unified vendor management system. 

You can use Tasks to map out the requirements. Create a checklist of must-have SaaS features, assign research tasks to relevant team members, and set deadlines to keep things moving. If compliance needs review from IT or budget approval from finance, assign them directly so everything stays organized in one place.

Step 2: Research and shortlist vendors

Once you know what you need, the next step is finding the right vendors. But with endless SaaS options, narrowing them down can be overwhelming. Instead of jumping in blindly, focus on the ones that truly align with your needs.

🌟 Here’s how to filter SaaS vendor options using a vendor management software:

• Compare pricing plans: Does the vendor offer flexible pricing, or are you locked into long-term contracts?
• Check security and compliance: Does the tool meet standards like SOC 2, ISO 27001, or GDPR?
• Look at integrations: Will it work seamlessly with your existing tools?
• Read reviews and recommendations: What do other businesses say about its reliability and support?

And what’s better than getting your team’s input on a tool before making a decision? To discuss different vendors, use Chat to collaborate in real time, finalize the vendor selection criteria, and get recommendations—without endless email threads.

Step 3: Negotiate contract terms and SLAs

Getting a great SaaS tool is one thing—getting a great deal on it is another. Vendors set their pricing, but that doesn’t mean it’s final. Negotiation is key to securing better terms, flexible vendor contracts, and service guarantees that actually benefit you.

🌟 Here’s what to focus on during SaaS vendor negotiation:

• Pricing flexibility: Can you get discounts for annual billing or multi-year contracts?
• User scalability: Can you scale seats up or down without penalties?
• Service Level Agreements (SLAs): What’s the guaranteed uptime? What happens if they don’t meet it?
• Support terms: Is priority support included, or does it cost extra?

Negotiating on things like these might seem trivial, but in the long term they serve a big purpose.

You can use Automations to stay on top of contract negotiations. Set reminders for renewal dates, automate follow-ups with vendors, and track SLA and key performance indicators over time. This way, you never miss an opportunity to renegotiate and optimize your SaaS KPI tracking.

Step 4: Onboard the vendor and integrate the SaaS tool

Once the contract is signed, the real work begins—getting the tool up and running smoothly. A poorly executed vendor onboarding process leads to low adoption, wasted licenses, and frustrated teams. If users don’t know how to use the tool or can’t integrate it into their daily workflows, it quickly becomes just another expense rather than a value-add.

🌟To ensure a seamless rollout of SaaS tools:

• Define user roles and permissions: Assign appropriate access levels to prevent security risks and keep data organized
• Provide training and documentation: Make sure teams know how to use the tool efficiently through structured onboarding sessions
• Monitor adoption and usage: Track engagement and gather feedback to address any bottlenecks early

A well-planned onboarding process ensures the tool becomes integral to your team’s workflow—not another forgotten subscription.

Step 5: Monitor performance and vendor relationship

Regularly tracking vendor performance ensures you get the value you paid for and helps you identify any issues before they impact operations.

For B2B SaaS enterprise software, keeping vendors accountable is critical. With Dashboards, you can track SLA adherence, monitor uptime, and keep an eye on user adoption trends—all in one place. If a vendor frequently misses performance guarantees or fails to provide timely support, it might be time to renegotiate or look for alternatives. 

With Custom Dashboards, you can monitor usage reports to see if teams are actively using the tool or if licenses are going to waste. Security updates and compliance changes should also be reviewed to ensure the vendor is staying up to date with industry standards.

Bonus: Use ’s Vendor Management Checklist Template

If you want to get started immediately, has just the right template for you. The Vendor Management Checklist Template lets you list vendors, track contract details, set renewal reminders, and monitor compliance—all in one place. 

Instead of juggling spreadsheets or scattered notes, you get a clear, structured way to manage every aspect of your vendor relationships. With built-in task assignments, you can ensure that approvals, negotiations, and performance reviews don’t fall through the cracks. 

Best Practices for SaaS Vendor Management

Here are the best practices you can follow for effective SaaS vendor management:

Centralize SaaS procurement

Scattered SaaS purchases lead to wasted budget, security risks, and duplicate tools. A centralized procurement process brings order and control.

❌ You’re eliminating:

• Overlapping software doing the same job
• Untracked spending across different teams
• Security risks from unvetted tools

✅ You’re gaining:

• Better pricing through vendor negotiations
• Clear oversight of renewals and cancellations
• A streamlined, secure SaaS ecosystem

Instead of every team buying what they want, a structured process ensures every tool is vetted, cost-effective, and necessary.

Set up auto-renewal alerts

SaaS contracts have a sneaky way of renewing automatically, locking you into another cycle of payments—even for tools you don’t use anymore. 

If you’re not keeping track, you’re probably wasting money on software your team has already moved on from.

🌟 Stay ahead by setting up renewal alerts. This gives you time to:

• Review whether the tool is still necessary
• Negotiate better terms before the contract renews
• Cancel subscriptions that no longer provide value

IT vendor management ensures you stay in control of your SaaS spending.

Consolidate vendors where possible

Perform a simple check: is your marketing team using a similar tool for automation than the one being used by automation. If the use case is the same, the SaaS tool does have to be different. 

Duplicate SaaS tools creep in when different teams make independent purchases. Consolidating vendors cuts costs, simplifies workflows, and strengthens negotiation power.

🌟 A simple check can help you:

• Identify overlapping tools across departments
• Standardize software to improve collaboration
• Reduce vendor management overhead

Less duplication means less complexity—and more value from the tools you keep.

For this, you can use Brain, ’s powerful AI assistant. It can help you create a list of all SaaS tools used across different departments in your organization so you can identify overlapping tools.

Enforce a SaaS approval workflow

Teams often buy SaaS tools without IT or procurement approval, leading to security risks, compliance issues, and unnecessary spending. Without a process in place, shadow IT takes over.

🌟 An approval workflow ensures:

• Every tool is vetted for security and compliance
• Redundant or overlapping tools aren’t added to the stack
• Procurement can negotiate better pricing and contract terms

With 65% of companies experiencing data loss due to shadow IT, controlling SaaS purchases isn’t optional—it’s necessary. A structured approval process keeps your stack secure, cost-effective, and efficient.

Streamline SaaS Vendor Management with

Managing SaaS vendors doesn’t have to be chaotic. gives you a centralized space to track contracts, monitor vendor performance, automate renewal alerts, and collaborate with your team—all in real time.

With features like Dashboards, Task Management, Automations, and Integrations, you can streamline every stage of the vendor lifecycle, from procurement to renewal. Ready to take control of your SaaS vendors? Sign up for and start managing smarter today.

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