The way we work with software is constantly changing. Cloud-based software dominates the current market, and with so many SaaS solutions out there—an average of 112 per company—they quickly become hard to track. That’s why choosing a SaaS management tool is important, as it helps you optimize your ever-growing and changing tech stack.
This article covers the top 12 SaaS management tools, along with their pros, cons, and pricing.
What are SaaS management tools?
SaaS management platforms are essentially online solutions that let you track and manage all of your subscriptions from a single place.
They compile your tech stack’s most important data, often providing you insights on redundancies or better options. For example, youl could be paying for two tools that do virtually the same thing or seats that nobody is using.
SaaS management tools help organizations deal with the sheer, overwhelming volume of software available. Without these solutionsl, it becomes difficult to answer key questions, like:
- How many SaaS applications do we subscribe to today?
- How much are we paying for each SaaS app?
- Do they auto-renew—and when? And for how much?
- Which team members requested and purchased these SaaS apps?
- What is the ROI on these SaaS applications?
- Are we actually using the software we subscribe to?
What is SaaS sprawl?
SaaS sprawl is the uncontrolled expansion of software within an organization. It happens when different departments adopt more tools to address their business needs, resulting in a bloated tech stack. Think of when everybody wants to try out the new shiny toy, but then they forget to cancel the subscription before the trial expires.
In 2011, software luminary Marc Andreesen famously posited that “software is eating the world,” and looking at the fragmented, chaotic SaaS landscape today, it was a pretty prescient prediction. SaaS application sprawl is widespread, and companies are reaching a point where it becomes difficult or impossible to manage and control them effectively.
As of 2024, there are approximately 30,800 SaaS applications globally. According to a Cledara survey, 59% of finance and IT leaders say their company uses an average of 93 SaaS subscriptions that management isn’t even aware of.
Companies look to SaaS management platforms to track vendors and tools to address sprawl head-on, and avoid the pitfalls that can eat into growth and employee engagement. Here are some signs that it may be time to address it and get organized:
- Different teams leverage different tools that have similar features
- SaaS applications get purchased without a clear process
- Vendor invoices are constantly chased down
- Budget owners are not clearly identified across teams
- A single corporate card is used to purchase most subscriptions
- SaaS budgets are not set, and costs tend to increase month-over-month
Cloud-based services have evolved the role of IT. From the days of deploying and maintaining on-premise software, IT now helps monitor access controls, compliance and security risks, and sometimes overall software adoption and usage.
IT teams in fast-growing companies also often find themselves unprepared to deal with the challenges that come with rapid SaaS adoption. Application sprawl and shadow IT can lead to:
- Compromised employee and customer data
- Wasted budget on unnecessary tools
- Team frustration and misalignment
- Significant security and compliance issues
Why You Need a SaaS Management Tool: 7 Benefits
Luckily, Cledara and other SaaS management platforms provide team members with the right level of autonomy to use the software they need to be successful.
Here are the main benefits of SaaS management software tools:
- Reduce costs: According to a recent report, companies wasted an average of $18 million on unused software in 2023. SaaS can become a compounding issue without proper oversight. A SaaS management platform can address this and help you identify software you don’t need, and cut the expense altogether.
- Improve security and compliance: With companies constantly adopting new SaaS applications, security and compliance have become an increasing concern. Without proper management, employees may unwittingly start using apps that can compromise an organization. Improving security and compliance isn’t possible if teams don’t know which tools to audit and control. Many SaaS management platforms notify you of all SaaS tools they should track.
- Access to reporting: It’s in your best interest to choose a SaaS management software that offers real-time reporting to accelerate your insights. License renewal and usage data ensures your team has the necessary tools and helps you decide which software is worth the investment.
- Rely on cloud-based technology: All SaaS management platforms are cloud-based, which means your team members can access a SaaS management platform from anywhere. You won’t need to invest precious resources on in-house solutions or customizations.
- Take advantage of regular updates: A modern SaaS management platform like Cledara releases updates regularly. It’s vital that you use a tool that continues to innovate and address customer needs with the latest feature enhancements, process improvements, and usability.
- Streamline contract subscription renewals: With a hefty tech stack, it’s often difficult to monitor and keep track of subscription renewals. A SaaS management platform gives you insight into incoming payments so you can update, change, or cancel your plans on time.
- Higher productivity with a centralized view: SaaS management tools aggregate your tech stack and SaaS operations into one place, meaning you can save time on time-consuming tasks like chasing people for invoices or manual SaaS purchase requests.
12 Top SaaS Management Tools for Tracking Your Software Spend
Not all rankings are the same. For this list, we used the following criteria to narrow a crowded field and help you make an informed decision:
- Best for: We found the best use case for each tool, so you immediately know if it can help your business.
- Features: All the solutions on our list help you manage your SaaS apps, but some offer advanced features. Workflow automation, security compliance, and SaaS spend management software are just some things that an advanced platform should have.
- Pricing: Even the best tool isn’t helpful if it's out of your budget. We’ve laid out each tool’s plans to help you find the right fit.
- Reviews: All 12 tools mentioned in the article are present on user review websites. We examined these sites, and of course, we found both pros and cons.
Now, let’s go over our 12 choices and see why they stand out!
1. Cledara
Best for: Companies that want complete control of their software spend with a comprehensive dashboard, alerts, and virtual debit cards
Cledara is a SaaS management tool that gives you control over every aspect of software spend. From monitoring your tech stack with a comprehensive dashboard to virtual debit cards for each subscription, Cledara makes it easy to monitor, streamline, and manage your SaaS solutions with ease.
Users can also integrate Cledara with finance tools like Xero and Quickbooks to automate workflows, capture invoices, and match them to Cledara payments.
Pros:
- The centralized dashboard gives you visibility into your entire tech stack
- Usage tracking and analytics give you in-depth insights into usage levels so you can decide which apps to keep and which to cut
- Automatically finds software redundancies, overlapping features, and alternative options
- Alerts you to oncoming software renewals
- Approval flows let users request budget changes and new application creation from admins
- Find and manage unapproved software for full tech stack visibility, stopping shadow IT in its tracks
Cons:
- It can be time-consuming to update card details for each user account
Plans and Pricing
What Do Customers Say about Cledara?
Capterra rating: 4.5/5
G2 rating: 4.6/5
Many Cledara customers emphasize how much the platform simplifies software management:
“Cledara has been a game-changer for how we manage our software subscriptions. Before we started using it, we struggled to keep track of renewals, usage, and overall spend—it always felt like we were scrambling to figure out where our money was going. With Cledara, everything is now in one place. I love how easy it is to issue virtual cards for specific tools, which has made expense tracking and controlling budgets so much simpler. The real-time insights into our SaaS usage have helped us identify tools we weren’t even using, saving us a ton of money over time.”
2. Zylo
Best for: Teams that need quick and easy SaaS visibility
Zylo is a platform designed to streamline SaaS management for IT and finance departments. It has a wide range of features that help companies discover, manage, and optimize SaaS, along with spend management and governance to mitigate risk. Typically used by enterprises, Zylo gives full visibility into tech stacks for efficient and streamlined management.
Pros:
- Reminder emails for subscription renewals
- Ability to track important data for each software, including contract terms and number of licenses
- Comprehensive SaaS discovery and inventory management
Cons:
- Relies on integrations
- Only detects SaaS activity ad hoc, doesn’t prevent it
- Doesn’t integrate SaaS purchasing
Plans and Pricing
Zylo offers customized pricing.
What do Customers Say About Zylo?
Capterra rating: 4.5/5
G2 rating: 4.8/5
According to many users, Zylo’s main advantage comes from giving teams quick and comprehensive visibility into SaaS platforms. It’s an easy-to-use platform, as one user suggests:
“Zylo allows for a singular interface to pull in all of our spend data for software. I can get notifications when new software is expensed, which allows me to keep a tight grip on software spend.”
However, one customer notes that Zylo could use more integrations:
“Love to see more integrations available - short of that - nothing else!”
3. BetterCloud
Best for: Companies that want to streamline employee onboarding and offboarding processes
BetterCloud is a SaaS management tool looking to help companies eliminate SaaS sprawl. It’s similar to other SaaS management solutions in that it gives you a centralized view of your SaaS apps. However, it also onboards new team members, automates workflows, and offers security features like access and entitlement controls.
Pros:
- Streamlines the onboarding and offboarding processes
- Ensures compliance with organizational policies through monitoring and securing user interactions
- Easy to use and intuitive interface give it an easy learning curve
Cons:
- Relies on integrations
- Only detects SaaS activity ad hoc, doesn’t prevent it
- Some users report lagging features
Plans and Pricing
BetterCloud offers a free plan, a BetterCloud for Google plan, a Pro plan, and a Complete plan—all with custom pricing.
What do Customers Say About BetterCloud?
Capterra rating: 4.0
G2 rating: 4.4
Most users who are satisfied with BetterCloud emphasize its quick and easy onboarding and offboarding processes. One user notes:
“I love how it helps our team save teams onboarding and offboarding. The time it gives back to work on projects is amazing.”
However, multiple customers have also noticed that BetterCloud can often take too much time when syncing up with Google, which can stall important processes:
“The time it takes to sync with Google. This causes issues with employee onboarding and any changes made to distribution list that are being implemented and need access as soon as possible”
4. Productiv
Best for: Companies that need detailed insights into their software
Productiv is a SaaS management tool for the modern CIO, or anyone who needs to maintain application oversight. With SaaS management data insights and analytics, Productiv helps your team make more informed decisions on which apps to keep, replace, and cut. With automated workflows, users can take advantage of faster, more efficient renewal decisions.
Pros:
- Shadow IT management
- Security and compliance to detect tools that follow various regulations such as GDPR
- Bridges procurement, IT, and finance teams together with AI-powered insights
Cons:
- Automation requires third-party systems
- Doesn’t integrate SaaS purchasing
- High learning curve
Plans and Pricing
Productiv offers custom pricing.
What Do Customers Say About Productiv?
Capterra rating: N/A
G2 rating: 4.6/5
Customers that have worked with Productiv emphasize its core features and insights. One user notes:
“Productiv is most helpful in providing a comprehensive view and control over our SaaS applications. It offers valuable insights into application usage, spending, and compliance in a centralized platform.”
While it definitely yields insights, others note that Productiv has a high learning curve:
“Productiv can be overwhelming given the amount of data in the tool. The learning curve is a bit high when we onboard our new team members and after using it for two years, I still do not feel confident in how to use the tool for more in depth analysis (much due to my limited time to practice).”
5. Torii
Best for: Companies that need to automate SaaS license management processes
Torii is a cloud software and a SaaS management tool that lets members view active apps, track usage, monitor spending, and check available resources. The tool also allows you to automate recurring tasks, including contact renewal notifications and onboarding workflows. Rather than waste your time on these activities, Torii will do them for you.
Pros:
- Robust automation options make managing renewals easy and efficient
- Easy to use and intuitive interface
- Great automation and workflow functionality
Cons:
- Sometimes difficult to cancel or revert workflow changes
- Only detects SaaS activity ad hoc, doesn’t prevent it
- Doesn’t integrate SaaS purchasing
Plans and Pricing
What Do Customers Say About Torii?
Capterra rating: 4.9/5
G2 rating: 4.6/5
Torii mainly receives customer praise because of its comprehensive dashboard of subscriptions, which helps users quickly get insights:
“Torii allows us to identify and understand all the SaaS applications used within our environment, the scope of their use, and their associated costs. Now we don't just know that they are being used, but we better understand how and why they are being used.”
However, other users have noted that the platform could be more intuitive:
“The product needs some additional refinement added to it in some areas. Some things feel limiting or are not as intuitive as they could be.”
6. Zluri
Best for: Enterprises that need holistic SaaS management
Zluri takes a holistic approach to SaaS management with a wide range of solutions, including discovery, subscription centralization, spend optimization, and security. This makes Zluri a common choice amongst enterprises looking to tame large and diverse tech stacks while scoping out shadow IT applications.
Pros:
- Provides detailed, in-depth insights on software use so organizations can make data-backed decisions
- All-in-one SaaS management makes Zluri a one-stop shop for many companies
- Built-in security features help monitor compliance and ensure regulations are being followed
Cons:
- Not necessary for smaller companies that need only a few aspects of SaaS management
- Zluri’s wide feature set gives it a steep learning curve, especially for IT teams not used to SaaS management platforms
Plans and Pricing
Zluri offers custom pricing.
What Do Customers Say About Zluri?
Capterra rating: 4.9/5
G2 rating: 4.6/5
Many customers remark on how responsive and helpful Zluri’s customer support team is:
“The platform's automation features significantly reduce manual tasks, saving us both time and resources. Setting up Zluri was initially time-consuming, but the support from their team made the process smooth and efficient.”
At the same time, others remark just how difficult Zluri can be to set up:
“Depending on the size of the SaaS estate at your organisation, it can also be a gargantuantask to implement Zluri, especially so if you're moving from a fairly disorganised and unreliable source such as Excel or Google Sheets.”
7. Lumos
Best for: Companies that need security posture management for their tech stack
Lumos is a SaaS management tool that brings access management, identity governance, and SaaS management under one platform. It lets companies manage all their applications, check identities, and streamline access controls for optimal security. Besides identifying and eliminating breaches, Lumos also helps decrease software expenditure with a range of SaaS management features.
Pros:
- Offers a centralized platform for software access to bridge security and IT departments
- Platform emphasis on security posture management access ensures that companies maintain compliance
- Automates full-cycle integration of tools, saving time on manual tasks
Cons:
- While focusing on security and compliance, Lumos lacks the breadth of productivity insights that companies may need for SaaS management
- As one of the newer platforms on the market, Lumos’s features and integrations are still expanding
Plans and Pricing
Lumos does not share its plans publicly. The platform offers a customized quote.
What Do Customers Say About Lumos?
Capterra rating: N/A
G2 rating: 4.8/5
Many customers who implement Lumos into their workflows emphasize how efficient it makes manual IT processes. Others praise it for its straightforward and easy-to-use interface:
“Lumos is pretty user friendly, we are using this in our organisation and it has been super useful, very convenient and simple which makes our job a lot easier, the friendly user interface makes it better.”
The downside? Lumos is another one of those platforms that need to expand their integration capabilities, as one user notes:
“Some apps need support when it comes to integration so we are looking forward to Lumos to make it available for more apps in the future.”
8. Substly
Best for: Small- to medium-sized businesses that need quick and streamlined insights into software spend
Substly is a SaaS management tool made especially for small- and medium-sized businesses looking to reduce SaaS sprawl. It provides users with a centralized, transparent overview of solutions and spend. Substly also helps manage onboarding and offboarding with permissions and workflows to enhance security.
Pros:
- Simple and easy-to-use interface for gathering quick insights on software spend
- Aggregated view of data usage makes it easy to find redundant tools
- Ensures timely revocation of software access in the case of offboarding
Cons:
- Lacks more advanced analytics, which might be important for large enterprises
- Lacks integration with fairly popular tools like Zapier, meaning teams might need to manually bridge functionality gaps
Plans and Pricing
What Do Customers Say About Substly?
Capterra rating: 5.0/5
G2 rating: 4.9/5
Most customers note how simple and straightforward Substly is to use. One such customer emphasizes:
“The ability to clearly visualize all our SaaS subscriptions in a single, user-friendly platform is invaluable. I can easily see where our money is going, identify redundant licenses, and make more informed decisions about our tech budget. Substly's renewal reminders and straightforward reports make it easy to optimize SaaS spending without any hassle.”
However, Substly’s simplicity isn’t always a good thing:
“I appreciate the simplicity, but sometimes I wish Substly offered more detailed reporting options, particularly for exporting data to share across teams. Additionally, more integration options with our other tools would help us streamline subscription SaaS tracking even further.”
9. Cloud Eagle
Best for: Companies that want to automate their compliance and spend
CloudEagle is an AI platform that specializes in managing compliance and spend. The tool offers multiple automations for procurement teams who want to optimize expenditure, streamline their procurement processes, and gain visibility into their software applications.
Pros:
- Provides visibility into unauthorized and unmanaged software tools, helping users stop shadow IT in its tracks
- Automated renewal and procurement workflows to automate procurement, manage renewals, and streamline employee onboarding and offboarding
- AI-driven SaaS spend optimization tools and benchmarking help reduce costs
Cons:
- Initial setup can be time-consuming
- The mobile version has fewer features compared to the desktop version
Plans and Pricing
What Do Customers Say About Cloud Eagle?
Capterra rating: 4.9/5
G2 rating: 4.7/5
Many users emphasize CloudEagle’s advantage of simplifying their SaaS management processes and finding shadow IT. One customer notes:
“Without a proper license management tool, we often got confused during renewals and missed deadlines. Its automated tracking system keeps an eye on all our licenses.”
Others note difficulties getting the software to start, along with incomplete features:
"It's not complete. There are a lot of areas (at least for us) that are blank. Some guidance on fields would be an additional feature we would like..”
10. Trelica
Best for: Medium-sized businesses that need control over software usage with a focus on security and compliance
Trelica is a SaaS management tool designed to give users full visibility and control over software data usage. With a heavy focus on security and compliance, it reduces risk by managing user access, giving you control of permissions, and enforcing compliance regulations across all your subscriptions.
Pros:
- Comprehensive suite of SaaS discovery tools that can be used for shadow IT detection
- Detailed insights into SaaS expenditure
- User-friendly interface makes Trelica intuitive
Cons:
- Integration limitations with more niche SaaS tools
Plans and Pricing
Trelica does not share prices publicly. Instead, you’ll need to schedule a demo.
What Do Customers Say About Trelica?
Capterra rating: N/A
G2 rating: 4.8/5
Overall, customers note Trelica’s intuitive features for detecting shadow IT and helpful customer support, along with a wide range of detailed features. As one user states:
“Easy to integrate and get a visual on Shadow IT. Customer support from their team really helped with creating workflows. It's definitely a product I am going to consider using in the future.”
But some users have mentioned that they could do with more integrations:
“There's little to dislike about Trelica. If I had to mention one area for improvement, it would be to continue expanding their feature set and integrations to cover an even broader range of SaaS solutions and management tasks.”
11. Josys
Best for: Medium and large businesses looking to streamline extensive tech stacks
Josys is a Saas management tool designed to give teams a 360-degree view of their software assets. It provides multiple helpful features like centralized visibility on usage, onboarding and offboarding automation workflows, and tools for cost optimization. Josys is one of the more comprehensive SaaS management tools out there, making it a frequent option for businesses with wide-ranging SaaS management needs.
Pros:
- Combines SaaS management with IT oversight, meaning companies can manage software and hardware assets from one platform
- Strong security and compliance features that help teams identify shadow IT
- Made especially for Managed Service Providers
Cons:
- Restricted form customization, making it difficult for teams to tailor workflows
- Not all tools can be automatically integrated
Plans and Pricing
Josys does not share its pricing publicly. They offer custom pricing.
What Do Customers Say About Josys?
Capterra rating: N/A
G2 rating: 4.5/5
All in all, customers favor Josys because of its extensive range of features and easy-to-use interface. One customer notes:
“I also work in the information systems department, so I use it two or three times a week, and I like how flexible and easy it is to use. Being able to check the usage status of employees, IT devices, and SaaS makes it easy to check various things that occur during work.”
At the same time, others remark that many SaaS applications don’t integrate with Josys, which can make seamless management challenging.
12. LicenceOne
Best for: Small- and medium-sized businesses that need software spend visibility
LicenceOne is a SaaS management tool especially tailored to small- and medium-sized businesses (SMBs). Some of its main features include a centralized dashboard to overview software expenses, spend, and application usage.
Pros:
- User-friendly interface and centralized dashboards make it easy to get insights
- Easy and quick integration with accounting tools like Xero and Quickbooks
- Built-in capabilities automate the offboarding process for departing users
Cons:
- Limited advanced features and customization options for larger enterprises
- Depends on browser extension for correct data collection and usage
- Does not let you unsubscribe from platforms directly through the interface
Plans and Pricing
What Do Customers Say About LicenceOne?
Capterra rating: 5/5
G2 rating: 5/5
Overall, customers tend to praise LicenceOne because of its well-rounded, intuitive set-up and interface. Once up and running, users note that it’s relatively easy to get actionable insights on their software.
For example, one customer notes:
“LicenceOne was set up in minutes using their self-service onboarding. Data streams come either from the company bank accounts or its finance/accounting software, and can be done without any technical knowledge.”
However, LicenceOne does have a few hiccups. According to users, it can be slow when it comes to gathering data rather than providing real-time usage.
The best SaaS management tool for your business
So which is the best SaaS management tool for your business?
Well, it depends on your company’s goals and requirements. Choose your software management platform based on the features and capabilities that you have prioritized, as well as thinking through your long-term goals.
As you can see from the above list, choosing the right solution involves thinking through your requirements and vetting vendors based on their capabilities. One thing is certain: The proliferation of SaaS applications demands that your company and teams, especially IT and finance teams, take a hard look at getting the visibility and control you need to keep your software assets organized and delivering ROI.
Cledara is the perfect tool for the job. With a centralized dashboard and insights, you have full visibility of your software tools and their usage rates. Receive insights on software spending, notifications for incoming renewals, and even opportunities for consolidation. Cledara makes optimizing your tech stack almost effortless.
Note: When choosing your own SaaS tools, it’s always a good idea to benchmark. Cledara’s Top SaaS Tools of 2024 guide ranks the best solutions by popularity, shows you average pricing for each of them, and more.
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