Managing software subscriptions at scale can feel overwhelming. With new SaaS tools launching daily and employees quickly adopting them, the risk of software sprawl, budget overruns, and security vulnerabilities is ever-present. At Cledara, we've faced—and mastered—these challenges firsthand.
In our latest webinar, our Head of IT, Nikesh Ashar, shared invaluable insights into how Cledara uses its own platform to streamline SaaS management. Here are the key lessons we learned.
What is SaaS Operations, and Why Does It Matter?
Gone are the days when IT involved managing just a few static applications. Today, businesses rapidly adopt dozens, sometimes hundreds, of SaaS applications, leading to complex operational challenges. SaaS Operations (SaaSOps) is the discipline of maintaining visibility, security, and efficiency across these applications.
For companies scaling quickly, neglecting SaaSOps can lead to spiraling costs and significant security risks.
Lesson #1: Process and Collaboration Are Essential
Traditionally IT teams were challenged by the lack of defined processes to manage SaaS. Employees signed up for SaaS tools ad hoc, leaving IT and finance teams scrambling to keep track.
At Cledara, we’ve established a clear process: every SaaS subscription request is channeled through our platform, with mandatory approval from IT and finance. This collaborative workflow ensures we never face surprise invoices or security blind spots.
Lesson #2: Visibility and Control are Non-Negotiable
Visibility is key to effective SaaS management. By using Cledara, we achieve real-time insight into which applications are actively used and which are redundant or underutilized.
Through our browser extension, Engage, we quickly identify and address shadow IT—the software employees use without formal approval—thereby preventing data leakage and unnecessary costs.
Lesson #3: Security is Everyone’s Responsibility
Nikesh emphasized the importance of embedding security into company culture. Every employee at Cledara knows who to consult when choosing new software, and our platform’s structured onboarding ensures security checks are seamlessly integrated into every SaaS purchase.
This approach is crucial, especially as businesses increasingly adopt AI-powered tools, which bring additional layers of complexity and risk.
Lesson #4: Proactive Cost Optimization
Unused software licenses represent significant waste. At Cledara, we proactively monitor software usage, instantly identifying underutilized subscriptions. Our IT team regularly audits the tech stack, terminating or suspending accounts that aren’t delivering value, resulting in immediate cost savings.
Lesson #5: Automation Drives Efficiency
Manual SaaS management is neither scalable nor efficient. By automating onboarding and offboarding workflows through Cledara, we free up valuable IT and finance resources.
Automated workflows not only streamline routine tasks but also provide detailed audit trails—essential for SOC 2 compliance and regulatory audits.
Lesson #6: Leadership Buy-In Fuels Success
Effective SaaSOps requires executive sponsorship. At Cledara, our leadership prioritizes software governance and clearly communicates its value. This buy-in ensures adherence across the organization, making SaaS management a strategic priority rather than an afterthought.
Final Thoughts: Embrace SaaSOps Today
Our experience proves that proactive SaaS management delivers significant financial, operational, and security benefits. Whether you’re a finance leader striving for cost optimization or an IT manager aiming for operational excellence, investing in SaaSOps is no longer optional—it’s essential.
Interested in experiencing how Cledara can transform your SaaS operations? Reach out to our team for a personalized demo.
Watch the full webinar on Cledara's Youtube Channel
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