Best SaaS management software

As businesses rapidly integrate various software solutions to supercharge operations and heighten user experiences, managing a growing number of SaaS applications becomes an intricate dance. The lifecycle of software licenses, renewal dates, and application usage needs a maestro.

Enter the SaaS management platform: an indispensable tool designed to centralize, oversee, and optimize your software assets. By harnessing the power of the right platform, businesses can quickly transition from juggling multiple software subscriptions to a harmonized, cost-effective, and efficient software ecosystem.

What is a SaaS management platform?

A SaaS management platform is a comprehensive tool designed for centralized oversight of an organization's software-as-a-service (SaaS) applications. Its core function is to provide a unified dashboard that tracks, manages, and optimizes all SaaS subscriptions, ensuring that businesses reap the maximum value from their software investments.

A SaaS management platform isn’t merely about keeping tabs. It's about empowerment. Through its refined lens, you can view the pulse of your entire SaaS ecosystem, from the tools that employees adore to those that are quietly gathering virtual dust. It's where your management processes become agile, decision-making sharpens, and SaaS renewals are no longer calendar reminders but strategic moves.

Beyond the glamorous tracking and monitoring, it's about dynamism. Want to gauge the real ROI of your software investments? Easy. Need to make lightning-fast decisions based on real-time data? Consider it done. Craving insights on license utilization or spotting potential cost savings? It's all there, wrapped up in a user-friendly interface that champions simplicity amid complexity.

These platforms are designed to make the IT world easier to manage across various IT needs, including IT asset management software, the Information Technology Infrastructure Library (ITIL), and IT service management (ITSM). With so many tools and services available, a SaaS management platform ensures you're not just surviving the chaos but thriving instead.

Use cases for SaaS management software

Businesses across sectors have jumped aboard the SaaS train, and for good reasons. Whether it's streamlining communications in healthcare or tracking inventory in retail, SaaS solutions are the backbone of modern industries. Here are a few illustrative examples:

Healthcare: Managing patient records and appointments can be daunting. With SaaS platforms, healthcare institutions can offer seamless patient experiences, reducing wait times and ensuring timely medical interventions.

Pacific Dental, with its relentless commitment to patient care, recognized the prowess of Freshworks. By integrating Freshservice, they now effortlessly manage thousands of instances across multiple departments. The result? Uninterrupted services, better insights for department leads, and, above all, satisfied patients and staff.

Retail: Inventory, sales, customer data—retailers juggle a lot. SaaS platforms let them integrate these elements, ensuring they never overstock or run out and always have a pulse on what the customer wants.

England's Whittard of Chelsea chose Freshdesk and Freshservice as their allies. Thanks to powerhouse features like workflow automation and canned responses, they've witnessed a tangible drop in ticket volumes and streamlined retail processes.

Education: From managing student data to offering e-learning solutions, educational institutions harness SaaS platforms to optimize administrative functions and learning outcomes.

Woodward Academy's pursuit of academic excellence found a partner in Freshservice. With meticulously detailed reports and transparent ticket assignments, managing the IT needs of an educational institution has never been this seamless. INTO University Partnerships, on their quest for global educational outreach, felt constrained by their previous ITSM tool and switched gears to Freshservice. The difference? A suite of features that added value and drove efficiencies.

Finance: Financial institutions, with their vast amounts of sensitive data, use SaaS platforms for everything from customer relationship management to regulatory compliance, ensuring data safety and efficient operations.

Chatham, a financial advisory company, banked on Freshservice to up their game. The result is a symphony of fluid workflows and intuitive interfaces, all dedicated to ironing out customer issues and delivering impeccable user experiences.

Challenges of SaaS management

As the adage goes, "With great power comes great responsibility." While SaaS platforms promise efficiency, they also introduce challenges:

• Overlapping tools: With a plethora of SaaS tools available, businesses sometimes find they have multiple tools with overlapping functionalities, leading to confusion and waste of resources.

• License management: Keeping track of licenses and their renewals and ensuring no unauthorized access can be a full-time job.

• Data security: SaaS platforms often hold sensitive data. Ensuring this data is safe from breaches is paramount.

• Cost overruns: Without proper tracking, businesses can find themselves bleeding money on unused licenses or redundant tools.

• Integration issues: Ensuring that different SaaS tools "talk" to each other and work in harmony can be challenging, especially if they weren't designed to integrate.

Key features of SaaS management platforms

If you're on the hunt for a top-tier SaaS management platform, here's what your checklist should include:

• Centralized dashboard: One-stop shop to view and manage all your SaaS subscriptions.

• Automated license management: Track, renew, or end licenses without breaking a sweat.

• Security protocols: Top-notch encryption and safety measures to protect your data.

• Integration capabilities: Easy compatibility with other tools to ensure smooth operations.

• Cost tracking: Keep an eagle eye on your expenses. Ensure you're not overspending on redundant or underused tools.

• User management: Easily add or remove users, ensuring the right people have access.

• Alerts and notifications: Stay in the know. Whether it's a breached license limit or a pending renewal, always be informed.

• Analytics and reporting: Understand your usage patterns, optimize your SaaS investments, and make data-driven decisions.

Remember, a great SaaS management platform isn't just about features—it's about how those features can transform your operations, empowering you to do business better, faster, and smarter.

Benefits of SaaS management systems

Having a SaaS management platform is crucial to ensuring you've got the best tools on your belt. Here’s why:

• Efficiency boost: Your operations don't have to resemble a jumbled puzzle. Instead, picture a harmonious symphony of tools, licenses, and automated tasks. Now, who wouldn't want that level of streamlined brilliance?

• Cost savings: The phrase "penny wise, pound foolish" might ring a bell. Stop those sneaky financial leaks in their tracks. With a clear snapshot of your subscriptions and licenses, you’ll be armed with the insight to spend only on what really drives value.

• Enhanced security: Your digital domain should be Fort Knox and then some. A top-notch SaaS management platform doesn't just lock the front door; it secures every window, back entrance, and potential loophole.

• Visibility and control: Ever wish you had a bird’s-eye view of all your tools? Well, now you can. You’ll have insights on who's dabbling in what, the frequency of use, and its purpose—total control and clarity.

• Streamlined onboarding and offboarding: Welcome new talent with open arms and provide a smooth exit for departing ones. No more manual checklists. Just a few clicks, and you're all set.

• Data-driven insights: The times of making decisions in the dark are long gone. Dive deep into usage patterns, extract meaningful insights, and forecast with precision.

• Integration synergy: Like an orchestra playing in tune, ensure your tools communicate seamlessly. Let data flow smoothly and optimize operations across various SaaS solutions.

• Scalability: Think big, start small, scale fast. As your ambitions grow, so should your SaaS platform. Flexibility is the name of the game.

SaaS management platform comparison: Find the best vendors in 2024

Navigating the vast ocean of SaaS management software can be challenging. We're here to offer a concise roundup of some standout platforms this year, helping you make an informed choice between vendors, tailored to your business needs. Whether you're hunting for a feature-rich behemoth or a nimble, specialized solution, there's something here for everyone.

Freshservice

Elevate your IT service management with Freshservice—a cloud-based powerhouse trusted by over 40,000 global businesses. Grounded in ITIL best practices, it promises a laser focus on superior service delivery and unparalleled customer satisfaction. Freshservice not only offers flexibility in customization but also boasts seamless integrations with other vital business and IT systems. As a part of the esteemed Freshworks product suite, it stands tall among an elite line of products serving a staggering 150,000+ businesses, including Cisco, Honda, and 3M.

Key features

• SaaS estate visibility: Get a panoramic view of your SaaS environment with integrations from leading identity providers. With over 1,000 auto-classified applications, managing your SaaS realm is a cinch.

• Usage tracking: Delve deep into application utilization metrics to identify and remedy any redundant or underused applications.

• Spend optimization: Say goodbye to unnecessary expenditures with actionable insights. Further streamline processes with orchestration apps directly within Freshservice.

• Intelligent renewals: Steer clear of last-minute renewal hassles with timely reminders and a unified view of all your subscriptions, enhanced by precise usage insights.

Why customers rave about Freshservice

With Freshservice, IT teams experience an unmatched blend of efficiency, integration, and forward-thinking automation, making their day-to-day operations not just manageable but exemplary.

Beamy

Beamy is a governance platform for the burgeoning realm of SaaS applications in large enterprises. Acting as a pivotal tool for the CIO, CISO, and IT governance teams, Beamy ensures compliance, optimizes technological costs, and crafts a forward-looking technological roadmap.

Key features

• Dynamic application directory: A constantly updated SaaS directory.

• GDPR actions: Monitors and ensures SaaS partner compliance declarations.

• Optimization alerts: Provides insights into potential optimizations and areas of focus.

• Evolutionary actions: Assists in crafting a future-proof digital strategy, avoiding software redundancy, and aligning software utilities with business imperatives.

Pros and cons

• Pros: Comprehensive SaaS governance platform, ensures GDPR compliance and application optimization, and offers a future-proof strategy creation.

• Cons: Some analytics can be overwhelming for beginners, integrations with niche SaaS apps could be improved, and the platform updates might require additional training sessions.

BetterCloud

BetterCloud empowers IT to take the reins of their SaaS ecosystem. Designed for those who demand the best, it offers unmatched monitoring, stringent policy enforcement, and dynamic remedial actions. Whether you're safeguarding your environment from threats or enforcing rigorous management protocols, BetterCloud ensures you're always in the driver's seat.

Key features

• Deep API connections: Keep tabs on user behavior, system configurations, and SaaS data activities.

• Advanced automation: Design and deploy intricate automation sequences that adhere to your custom policies, streamlining everything from user onboarding to admin access privileges.

Pros and cons

• Pros: Comprehensive SaaS monitoring, dynamic automation capabilities, robust policy enforcement.

• Cons: Might require a steep learning curve, and pricing may not be suitable for smaller businesses.

Quest On Demand

Quest On Demand is a SaaS dashboard designed to navigate the intricacies of a hybrid Office 365 environment. With Quest On Demand, IT teams, partners, and managed service providers can stay in command of their hybrid domains while ensuring smooth migrations, robust management, and airtight security. From real-time reports to data recovery, all tasks are just a click away.

Key features

• Hybrid management: Seamlessly manage both AD and Office 365 workloads across multiple tenants.

• Unified dashboard: A one-stop solution that provides insights, controls, and automated responses for all your hybrid Office 365 challenges.

• Security at its best: Protect your data with state-of-the-art security protocols tailored for hybrid environments.

Pros and cons

• Pros: One-size-fits-all dashboard, advanced security protocols, and efficient migration tools.

• Cons: Initial setup can be time-consuming and might be overwhelming for small IT teams.

Zluri

Zluri is a go-to enterprise SaaS management powerhouse. Driven by data, Zluri unveils your entire SaaS landscape and smartly slashes wastage by pinpointing duplicates, underused apps, and overlapping tools. It doesn't just stop at discovery—Zluri automates key IT tasks, ensuring streamlined SaaS procurement, seamless onboarding, and timely contract renewals. Concerned about security? Zluri's got you covered, flagging rogue apps and bolstering compliance.

Key features

• Application discovery: Scour the digital realm, unearthing every application in use.

• Vendor management: Streamline vendor relations with a handy monthly renewal calendar.

• Spend optimization reports: Receive meticulous breakdowns, identifying areas for financial finesse.

Pros and cons

• Pros: Precision-driven data, a holistic application insight, and efficient vendor liaison.

• Cons: Might be overkill for very small enterprises, and the interface could use simplification.

CoreSuite

CoreSuite seamlessly integrates with Microsoft 365, providing IT administrators with a unified admin interface that consolidates every piece of siloed data from your M365 tenants, including insights from on-premises via its Hybrid Connector. This integration ensures a centralized data hub, enhancing efficiency and security. While working in tandem with existing admin centers, CoreSuite elevates IT management, offering superior control and streamlined operations within M365.

Key features

• Virtual tenants: Carve out your domain, segmenting and delegating as your enterprise demands.

• Granular role-based access control: Elevate privilege precision, granting access only when and where due.

• Comprehensive reporting: Illuminate every corner and act quickly on discovered anomalies.

• PowerShell democratization: Introduce custom actions, making PowerShell more user-friendly.

• Task automation: Say goodbye to repetition, automating routine tasks.

• Audit trails and logs: Access in-depth logs and trails without a hitch.

Pros and cons

• Pros: In-depth Microsoft 365 management, customizable access controls, seamless integrations with popular platforms like ServiceNow.

• Cons: Learning curve for some features, and it might be overwhelming for smaller teams.

Torii

Torii offers a platform tailored for IT managers, facilitating the discovery, auditing, and control of SaaS apps. By empowering IT managers to optimize SaaS licenses and automate workflows, Torii paves the way for streamlined SaaS management.

Key features

• Visibility: Torii's enhanced dashboard provides real-time reports and turns metrics into actionable insights through easy-to-read visualizations.

• Workflow: Ensures no overlapping tool usage by employees, manages SaaS subscriptions, controls app access, and safeguards data from offboarded employees.

• Automation: Streamlines routine tasks like renewals, upgrades, and access changes using integrated bots.

Pros and cons

• Pros: Comprehensive shadow IT management, user-friendly dashboard for improved SaaS oversight, and effective automated workflows for recurring tasks.

• Cons: It may not cater to very small businesses, limited integrations compared to other platforms, and reporting can sometimes be overwhelming for newcomers.

Keepit

Keepit champions the cause of SaaS data protection, ensuring consistent data availability. Stemming from its roots as a hosting company, Keepit has over two decades of expertise, making its mark with the dedicated SaaS data protection of Keepit Cloud.

Key features

• Off-site, vendor-neutral backup location: Ensures your backup data is stored away from potential threats.

• Simple user interface: Designed for efficiency and ease of use.

• Granular search features: Innovative search functionalities for precise data retrievals.

Pros and cons

• Pros: Seamless integration with popular SaaS platforms, robust and reliable backup capabilities, and dedicated SaaS data protection.

• Cons: Limited support for non-cloud platforms, the interface might not be intuitive for all users, and recovery options could be more versatile.

AvePoint

AvePoint stands as a beacon for enterprises seeking digital transformation success. With over 16,000 customers and 6 million cloud users, AvePoint has an array of products designed to migrate, manage, and protect cloud, on-premises, and hybrid ecosystems, including AvePoint Fly migrator, AvePoint Cloud Backup, AvePoint Cloud Management, AvePoint Compliance Guardian, and AvePoint DocAve.

Key features

• Comprehensive data migration and protection for cloud and on-premises data.

• Simplified Microsoft 365 administration with role-based access controls.

• Real-time monitoring and analytics for user behavior and system performance.

• Integrated backup solutions for ensuring data availability.

• Efficient synchronization and management of global settings across multiple platforms.

Pros and cons

• Pros: Offers a holistic approach to Microsoft 365 management, seamless data migration capabilities, and a high level of customizability and user-defined configurations.

• Cons: Can be complex for smaller businesses, some modules may require additional licensing, and the learning curve for those unfamiliar with Microsoft 365 intricacies is high.

Lumos

With Lumos, you're equipped with a comprehensive suite designed for seamless app management. Lumos illuminates the path to optimizing IT operations, ensuring secure access, and streamlining audits.

Key features

• Automate IT operations: Streamlines IT tasks for enhanced efficiency.

• Implement least privilege: Ensures only necessary permissions are granted, boosting security.

• Streamline audits: Facilitates easy and effective audit processes.

• Subscription management: Keeps a tab on all your SaaS subscriptions, aiding in cost management.

Pros and cons

• Pros: Integrated solution for varied app management needs, enhanced security features, and efficient audit capabilities.

• Cons: The dashboard might be cluttered for some, the lack of some integration options with non-mainstream apps, and the subscription-based model might be pricey for smaller enterprises.

Zylo

For enterprises looking to harness the power of SaaS management, Zylo stands tall. With a focus on spend management and shadow IT, Zylo offers tools to optimize licensing, manage costs, eliminate unwanted software shadows, and even aid in renewal negotiations.

Key features

• Comprehensive SaaS optimization: Identifies underused licenses and potential cost savings.

• Spend and usage analytics: Detailed insights into individual and departmental SaaS spending.

• Centralized dashboard: Manages all SaaS applications from a single platform.

• Contract and renewal management: Keeps track of contract dates, renewal times, and associated costs.

Pros and cons

• Pros: Efficiently manages and optimizes SaaS licenses, offers clear visibility into SaaS spending, and streamlines contract and subscription renewals.

• Cons: Could be overwhelming for businesses new to SaaS management, limited third-party integrations, and custom reporting options might require a learning curve.

Vendr

Formerly known as Blissfully, Vendr is a comprehensive toolkit for SaaS operations, ensuring seamless employee transitions, fortifying SaaS security, and optimizing SaaS expenditure. It provides a panoramic view of your SaaS landscape, keeps it in perfect order, and brings workflows and automation to manage, control, and track organizational changes.

Key features

• Centralized management: Through its integrated dashboard, Vendr allows collaborative control, management, and tracking of your SaaS tools.

• Optimized SaaS expenditure: Monitors software expenses and usage metrics, ensuring you get the best bang for your buck.

• Security and compliance: Records permissions, authentication protocols, and pivotal compliance data, prioritizing security.

Pros and cons

• Pros: A holistic SaaS management approach ensures security and regulatory compliance and offers extensive workflows and automation.

• Cons: Some features may be more than smaller businesses need, integration limitations with niche SaaS products, and occasional slowdowns during high-volume tasks.

Productiv

Productiv is a leader in application engagement analytics. It gives enterprises deep insights into how their workforce interacts with various software tools for productive collaboration.

Key features

• Post-login analytics: Goes beyond mere login data, evaluating user actions post-login.

• Renewal and licensing: Facilitates smarter license allocations and more efficient renewals.

• Data-driven value: Focuses on maximizing the value derived from your SaaS investments.

Pros and cons

• Pros: Comprehensive application engagement analytics, optimizes SaaS licensing and renewals, and increases overall SaaS ROI.

• Cons: Limited functionalities for non-SaaS platforms, some advanced analytics require a steep learning curve, and custom integrations might be complex for certain applications.

Ampliphae

Ampliphae positions itself as a robust SaaS management platform for enterprises. It empowers organizations to identify SaaS apps on their networks, monitor adoption rates, and manage user engagements with various services.

Key features

• Comprehensive SaaS overview: Easily discover and monitor SaaS applications used across the network.

• Cost and compliance: Ensures SaaS expenses are kept in check and minimizes data compliance risks.

• User management: Seamlessly transition users from non-compliant to approved services.

Pros and cons

• Pros: Efficient cloud discovery and compliance platform, monitors and manages shadow apps, cost-effective SaaS management solution.

• Cons: Might not be suitable for businesses looking for in-depth analytics, limited customization options in the dashboard, and certain features may have a learning curve for new users.

Implementing SaaS management software

Embarking on the SaaS management journey? Let's dive into how to get started with implementing the ideal solution for your business:

1. Assess current software landscape: Begin with an audit. Understand which software and tools are currently in use, who’s using them, and how frequently.

2. Define your goals: Whether it's cost savings, better software utilization, or enhanced security, have a clear vision of what you want to achieve.

3. Choose the right platform: Based on your assessment and goals, select a SaaS management platform that aligns with your needs. Prioritize features, integrations, and scalability.

4. Engage stakeholders: Getting buy-in from IT, management, and even everyday users is crucial. Their feedback can provide valuable insights.

5. Plan and execute: Work out a timeline for deployment. Gradually integrate apps, track usage, and start optimizing.

6. Regularly review and optimize: Technology and business needs evolve. Regularly review the software in use, identify redundant tools, and continuously optimize for efficiency.

Partnering with Freshservice for your SaaS management needs

In today’s crowded market, Freshservice stands out as a cutting-edge, powerhouse solution for organizations seeking streamlined IT asset management. Discover how you can build a backbone for efficient service delivery and empower your teams to optimize their SaaS ecosystem—all from one platform. Between the innovative automation and analytics, unified asset lifecycle management, and intuitively plugged CMDB, learn why thousands of organizations choose Freshservice to revolutionize their IT asset management.