The Problem
- 40–60 tools across 6–10 teams with no centralised inventory
- Mixed billing currencies and billing cycles — no normalised annual view
- Redundant tools active across the same category (e.g. 2–3 automation platforms, 2 video tools)
- No renewal calendar, no named owners per tool
- Tools paid by individuals on personal cards with no visibility to finance
What Was Built
01
Full tool registry
Owner, cost, renewal date, billing method, status, and category captured per tool — one canonical source.
02
Redundancy analysis
Overlapping tools flagged in each category, with a recommendation to sunset, consolidate, or renegotiate.
03
Currency-normalised annual spend
All contracts converted to a single currency at a fixed rate so leadership sees total annual commitment in one view.
04
Executed sunset & renegotiation
3–5 tools cancelled or consolidated; 2 major contracts renegotiated with renewal leverage.
05
Accountability model
Each live tool assigned to a named team owner — no more orphaned subscriptions.
Outcomes
- $8–15K/yr eliminated from a single video conferencing contract renegotiation or cancellation
- $5–10K/yr saved on a design tool via renewal leverage and seat rationalisation
- 10–20% overall SaaS budget headroom freed — maintained even after new AI tooling added
- Single source of truth eliminates ad-hoc spend discovery at renewal time
Key Metrics
| Metric | Result |
|---|
| Annual savings identified | $40–60K |
| Budget headroom reclaimed | 10–20% |
| Tools cancelled or consolidated | 3–5 |
| Outcome | 1 doc replaces scattered tracking |
Next-Level Improvements
- Auto-flag renewals 60 days out via Slack or email
- Seat utilisation tracking per tool to right-size licenses
- Quarterly audit cadence with diff from prior quarter
- Finance integration: map tools to cost centres
Ideal For
Professional services firms, agencies, scale-ups, and any organisation paying for SaaS without a formal procurement process.
Stack & Methods
Tool registryRenewal leverageGovernance protocolFinance integration
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