SAAS STRATEGY
How to reduce SaaS costs without breaking your operations
Most teams overspend on SaaS because they pay for workflows they never fully adopted—and manual workarounds the tools never eliminated.
01
The average team uses less than half the features they pay for across their stack.
02
Consolidating three tools into one owned workflow often saves more than renegotiating discounts.
03
Track cost per workflow, not cost per tool—that reveals what is actually worth keeping.
Run a subscription audit
List every SaaS product, its monthly cost, seat count, and the specific workflow it supports. Flag anything with low login frequency, overlapping functionality, or a parallel spreadsheet that proves the team works around it.
Cut shelfware first
Unused seats and forgotten trials are the easiest savings. Next, downgrade tiers where teams only use basic features. These are quick wins that do not require rebuilding anything.
Replace the workflow, not just the vendor
Renegotiating a bloated contract helps temporarily. The durable fix is building or buying a narrower system that covers the 20% of features your team actually uses, wired to your real process instead of a generic template.
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Questions
How much SaaS spend is normal for a small business?
It varies widely, but teams with 10 to 50 people often spend $3K to $15K per month across their stack. The issue is less the total and more how much of it supports workflows that still require manual glue work.
Should I build or renegotiate first?
Renegotiate and cut shelfware first—it is fast. Build when a specific workflow justifies the investment and no off-the-shelf tool fits without expensive contortions.
What tools should we almost never replace?
Core infrastructure like email, payments, cloud hosting, and standard accounting. Replace the workflow-specific layer built on top of them.
Next step
Find the subscription that should be software
Send us your SaaS stack. We will identify the highest-cost workflows and whether they should be consolidated or replaced.
Book time.
Reserve diagnostic time toward a written spec and next-step plan.