Managing multiple software-as-a-service (SaaS) applications can be a real challenge for you and your organisation.

Many teams use between 40 and 60 different applications, but studies from productiv.com show that only about 45% of those licences are actively used. This inefficiency can lead to wasted resources, higher costs, and potential security risks.

For IT managers and business owners like you, effectively managing this software portfolio is essential for optimising expenses and maintaining compliance.

SaaS Operations Management Software can help you tackle these challenges by organising and analysing software usage, leading to better decision-making and more efficient operations.

So, what is SaaS Operations Management, and what kind of features to look for when selecting that software?

Let’s deep dive into that.

What is SaaS Operations Management?

SaaS Operations Management (SaaS Ops) is all about overseeing, managing, and securing your company’s SaaS applications.

The main goal of SaaS Ops is to reduce spending on unused software while maximising the value of all your SaaS tools. SaaS Operations Management Software acts as a central hub that tracks usage, spending, and compliance, making it easier for you to manage your software effectively.

Why is SaaS Operations Management Important?

As your business grows, keeping track of various SaaS applications can become complicated.

Without proper oversight, you may face shadow IT, where employees use unauthorised applications.

This can lead to security gaps and unnecessary expenses. SaaS Ops aims to create a secure environment by providing visibility into all your SaaS tools and operations. By implementing a SaaS Ops solution, you can control access, manage costs, and maintain security.

More in Nexalab’s blog: SaaS Management Tools Guide for Better Control Over Software Investments

Key Use Cases for SaaS Operations Management

If your organisation uses multiple SaaS tools, you can benefit from SaaS Operations Management Software in several ways:

Managing SaaS Tools

SaaS operations management software helps you keep track of your SaaS tools in one place. Key functions include:

• Monitoring who is using which software.
• Granting or revoking access to various applications.
• Preventing unauthorised software use (shadow IT).
• Managing vendor relationships effectively.

A good SaaS management software provides a clear overview of all your SaaS applications, organising licences, vendors, users, and compliance data. It should also include workflows and automation to enhance productivity and maintain compliance.

Optimising SaaS Spending

SaaS Operations Management Software allows you to track and analyse your spending on software. This capability helps you determine whether you are getting the best value from your SaaS tools. By identifying unnecessary costs, such as rogue applications or duplicate licences, you can optimise your SaaS expenditures.

Simplifying Employee Onboarding and Offboarding

SaaS management software can automate the onboarding and offboarding processes for employees, improving efficiency.

When a new employee joins, the software can automatically assign them to their department and set up a tailored onboarding workflow. This ensures they have access to all necessary SaaS applications specific to their role.

The offboarding process is equally important. Revoking access for departing employees is crucial to preventing security risks, such as data breaches or unauthorised access to sensitive information.

Increasing Security and Compliance

Implementing a SaaS Operations Management system simplifies adherence to regulatory requirements.

It serves as a unified platform for your IT team and business units, acting as a central source of truth for all SaaS-related information. This approach reduces security threats and ensures that all applications meet necessary regulations.

For example, during a SOC 2 audit, you need to ensure all SaaS applications are compliant. A SaaS Ops system can automatically organise security licence agreements and compliance processes, making audits more efficient.

Important Features to Look Into in SaaS Operations Management Software

Selecting the right SaaS Operations Management software can significantly influence an organisation’s ability to manage its software environment effectively.

There are several features that you need to consider. Some of it is like the SaaS administration feature, role-based access control, and automatic SaaS discovery.

Here are the details of some features that you need to consider when choosing SaaS operations management software:

SaaS Administration

An effective SaaS management tool should allow for seamless administration of applications. Key functionalities include:

• Running workflows for vendor approvals, renewals, or terminations.
• Obtaining a complete view of all tools in use and their associated costs.
• Identifying duplicate or unused applications through user interaction monitoring.
• Facilitating employee onboarding and offboarding processes.

Role-Based Access Control (RBAC)

RBAC simplifies managing user permissions. By defining roles and departments, the software can automatically create workflows for granting or revoking access to applications. This ensures employees have the necessary tools while maintaining security.

Automatic SaaS Discovery

The best SaaS operations management software should automatically identify all SaaS tools in use without requiring manual input. This feature gathers relevant pricing and licencing data from applications, simplifying software management and reducing the time you spend tracking software usage.

Policy Management

Effective policy management is key to maintaining compliance and security. SaaS Operations Management Software should allow you to create and integrate usage policies, ensuring employees follow guidelines when using SaaS tools.

Reporting

Robust reporting features offer insights into software usage, adoption rates, and user changes throughout their lifecycle. This centralised information helps you optimise your software usage and make informed decisions regarding future investments.

7 Best SaaS Operations Management Software

1. Octobits by Nexalab

With Octobits, you can take control of your SaaS operations right from the start.

Octobits is a SaaS management platform that simplifies onboarding for new users, making it a breeze to get them set up with the applications they need. You’ll also gain insights into your software expenses through its spending analysis feature, helping you track costs effectively.

Plus, compliance tracking keeps you on the right side of regulations. Overall, Octobits gives you a complete view of your software environment, making it easier to make smart decisions.

2. Vendr

If saving money on software purchases is a priority for you, check out Vendr.

This platform specialises in procurement and spend management, providing visibility into the SaaS buying process. You can feel confident making financial decisions. armed with the insights Vendr offers. In fact, clients have saved over $400 million on software thanks to this tool. It’s a smart solution for anyone looking to manage costs without sacrificing quality.

3. Blissfully

Blissfully can help you effectively manage your SaaS portfolio.

The platform tracks application usage and helps you manage vendor relationships while focusing on spending optimisation. Its user-friendly interface makes it easy for you to navigate your software landscape, identify potential savings, and determine if you have the right tools to support your business goals.

4. Spendbase

With Spendbase, you’ll get a central hub for managing all your SaaS applications.

The software focuses on spend management and compliance, giving you vital reporting features that allow you to analyse your software spending. Armed with this data, you can make informed decisions about your software investments, enhancing cost efficiency and improving overall operations.

5. Torii

Torii helps automate the discovery and management of SaaS applications, which means you can lighten your team’s workload. The platform simplifies tasks like onboarding and ongoing management, making your processes smoother.

You’ll also benefit from reporting features that let you monitor software performance and identify trends, giving you the tools to make adjustments for better efficiency.

6. Cleanshelf

Cleanshelf is designed to optimise your SaaS spending. This platform provides insights into how applications are used and their associated costs, highlighting areas where you can improve.

With detailed reporting capabilities, Cleanshelf helps you make informed adjustments to your software subscriptions based on real usage data, ensuring you maximise value from your investments.

7. BetterCloud

BetterCloud equips you with effective tools for managing your SaaS applications. It tracks usage, manages vendor relationships, and helps you stay compliant across your software landscape. The platform’s intuitive design allows you to navigate and oversee your SaaS operations easily. BetterCloud supports workflow automation and data protection, ensuring you get the most out of every SaaS investment.

Those software options are worth exploring as you are looking for SaaS operations management solutions. One thing to remember is that while all the software is trying to be the “best,” the truly best software is the one that fits your needs.

More in Nexalab’s blog: SaaS Application Management Explained, Best Practices and Insights

Conclusion

SaaS Operations Management Software acts as a valuable tool for organisations that want to optimise software usage, reduce costs, and enhance security. A well-considered SaaS Ops solution offers greater visibility into your SaaS landscape, streamlining processes and improving the management of your software portfolio.

Octobits by Nexalab is software that can make your SaaS operations better. This SaaS management platform includes features that automate onboarding, track spending, and support compliance efforts, simplifying the management of multiple applications. With Octobits, you gain better control over your software stack, eliminate unnecessary expenses, and enhance your team’s productivity.

Contact Nexalab today to see how Octobits can improve your SaaS management processes!