What is SaaS management? Top 7 platforms [2024]

Picture this: Your finance team just discovered you're paying enterprise-level subscriptions for 2000 seats when your entire workforce is just 600 people. Three departments are unknowingly using different project management tools. And somewhere in your organization, a forgotten admin account from an ex-employee is still active, putting your data at risk.

Sound familiar? As organizations increasingly embrace cloud-first strategies, the number of SaaS applications in use has exploded. In fact, a recent survey of IT leaders found that 59.2% of respondents said their teams use 7 or more tools in a given month, highlighting the tool sprawl many organizations are grappling with. Without proper SaaS management, companies are throwing money into a digital black hole while exposing themselves to preventable security threats.

For today's IT leaders and executives, managing your organization's growing software ecosystem isn't just about keeping track of licenses—it's about maximizing ROI, ensuring security, and empowering teams to work efficiently. 

This comprehensive guide will walk you through everything you need to know about SaaS management: from implementing cost controls and securing your tech stack, to choosing the right platform for your needs. Whether you're drowning in unused subscriptions or building your SaaS governance from scratch, you'll find actionable strategies to transform your software chaos into a well-oiled machine.

What is SaaS management?

SaaS management is the practice of overseeing and controlling an organization's portfolio of cloud-based software applications. It involves tracking SaaS subscriptions, managing user access and permissions, optimizing costs by identifying unused or underutilized licenses, and ensuring security and compliance across the SaaS ecosystem. Effective SaaS management enables businesses to maximize the value of their software investments while minimizing risks and inefficiencies.

5 benefits of SaaS management

Implementing a robust SaaS management strategy offers several key benefits for organizations:

1. Increased visibility and control

One of the primary advantages of SaaS management is the ability to gain a comprehensive view of your organization's software portfolio. Instead of spending countless hours manually updating spreadsheets, checking individual admin portals, and chasing department heads for usage data, a centralized dashboard provides instant insights into which apps are being used, by whom, and how often. This visibility enables IT teams to make informed decisions about license allocation, renewal, and consolidation.

2. Cost optimization and license management

SaaS management platforms provide detailed insights into your software spend, helping you identify areas of waste and inefficiency. Instead of blindly renewing enterprise licenses year after year or relying on department managers' best guesses about usage, these tools show you exactly where your money is going. Through effective vendor management and automatically tracking usage patterns across your entire software portfolio, you can spot everything from duplicate subscriptions and abandoned accounts to enterprise features that no one uses—finally giving you the power to eliminate unnecessary spending.

3. Enhanced security and compliance

With the increasing adoption of SaaS applications comes a heightened risk of security breaches and data leaks, as each new application represents another potential entry point for cyber attacks. Instead of hoping managers remember to revoke access when employees leave or trying to track sensitive data access through dozens of admin panels, SaaS management tools give you centralized control over user permissions across your entire software stack. These platforms automatically flag security risks like dormant admin accounts and shadow IT, while ensuring compliance with regulations like GDPR and HIPAA.

4. Streamlined user provisioning and deprovisioning

As employees join, leave, or change roles within an organization, companies need to update their access to SaaS applications accordingly. SaaS management platforms automate the user provisioning and deprovisioning process, ensuring that users have access to the tools they need from day one during onboarding and that access is revoked promptly upon departure.

5. Improved user experience and productivity

SaaS management solutions often include single sign-on (SSO) capabilities, allowing users to access all their applications with one set of credentials. Instead of watching employees juggle dozens of passwords, reset forgotten logins, and waste time switching between apps, you can give them instant access to every tool they need through a single, secure portal. By eliminating these daily friction points and automatically provisioning the right tools to the right people, teams can finally focus on their actual work rather than managing their software access.

Challenges SaaS management helps solve

SaaS management platforms address several common challenges organizations face in managing their software ecosystem:

Addressing shadow IT and reducing unauthorized software use

The proliferation of SaaS applications has made it easier than ever for employees to sign up for and use tools without the knowledge or approval of the IT department. This phenomenon, known as shadow IT, can introduce security risks, compliance issues, and unnecessary costs. SaaS management tools help identify and eliminate rogue apps, ensuring that all software in use is vetted, approved, and properly managed.

Eliminating wasted software spend and optimizing license allocation

Organizations often struggle with unused or underutilized software licenses, leading to significant waste in their SaaS spend. SaaS management platforms provide usage insights that help optimize license allocation, identify redundancies, and ensure that the right users have access to the tools they need while minimizing unnecessary expenses.

Strengthening security and meeting compliance standards

The decentralized nature of SaaS applications can make it difficult for organizations to enforce consistent security policies and monitor compliance with industry regulations. SaaS management software provides centralized control over user access and permissions, helping to mitigate the risk of data breaches and maintain compliance with relevant standards.

Enhancing visibility into software usage and adoption

Without a centralized view of their SaaS portfolio, organizations often struggle to understand how their software investments are being used and whether they are delivering the desired business value. SaaS management tools provide detailed app usage analytics, helping IT teams identify opportunities for optimization and make data-driven decisions about future investments.

7 best SaaS management platforms

Here are some of the top SaaS management platforms to consider:

1. Rippling

Rippling is an all-in-one platform that unifies SaaS management with identity and access management, device management, and HR capabilities. Its centralized dashboard provides visibility into your entire software stack.

Features

• Automatic user provisioning and deprovisioning
• Single sign-on and multi-factor authentication (MFA)
• Granular access controls and permissions management
• Behavioral-based security rules and alerts
• Seamless integration with HR and IT systems

Pros

• Unified platform for SaaS, identity, devices, and HR
• Robust security and compliance features
• Customizable workflows and automations
• Extensive pre-built integrations with popular SaaS applications
• User-friendly interface and excellent customer support

2. Zylo

Zylo is an AI-powered platform that focuses on SaaS discovery, optimization, and governance for enterprise organizations. The platform combines automated discovery tools with license management and renewal tracking to help companies control their software spend.

Features

• License optimization and usage tracking
• Renewal management and cost optimization
• Benchmarking data for software spend

Pros

• Easy to understand cost allocation across departments
• Helpful for large enterprises with complex SaaS portfolios
• Strong integration with financial systems

3. BetterCloud

BetterCloud is a SaaS management platform that focuses on lifecycle management, combining spend optimization, operations automation, and security governance. BetterCloud offers no-code automation tools to help IT teams manage their entire SaaS ecosystem from a single console.

Features

• No-code workflow automation builder
• SaaS discovery and spend tracking
• 90+ pre-built integrations

Pros

• Automation capabilities for routine IT tasks
• Great for Google Workspace management
• Works well for lean IT teams

4. Vendr

Vendr is a dedicated SaaS buying platform that specializes in price benchmarking and procurement automation. The platform helps companies secure better deals on their software investments while streamlining the procurement process.

Features

• Contract analysis and renewal management
• Procurement automation and approval workflows
• Integrations with SSO, ERP, and contract management tools

Pros

• Simplifies the software purchasing process
• Potential cost savings through negotiation
• Renewal tracking and reminders

5. Torii

Torii takes a distributed approach to SaaS management, focusing on comprehensive discovery and team collaboration. Through AI-powered discovery and automation, Torii helps IT teams find more applications than typically expected while enabling cost optimization across the organization.

Features

• AI-powered SaaS discovery and mapping
• Cost optimization and spend tracking
• Customizable automation workflows

Pros

• Shadow IT discovery capabilities
• Good for distributed team collaboration
• Open platform with extensibility options

6. Trelica

Trelica is another SaaS management platform designed specifically for modern IT teams to handle discovery, optimization, and automation. It positions itself as a straightforward solution that combines continuous discovery capabilities with practical automation tools.

Features

• Spend optimization and tracking
• Employee lifecycle automation
• Access management controls

Pros

• Saves time on employee offboarding
• Shadow IT discovery capabilities
• Good for distributed team collaboration

7. Productiv

Productiv differentiates itself as an AI-driven platform that helps organizations make data-informed decisions throughout the SaaS lifecycle. Productiv connects IT, procurement, and finance teams to optimize software investments and streamline operations.

Features

• No-code workflow automation
• Renewal and vendor management
• Custom alerts and benchmarking

Pros

• Helps with employee onboarding
• Good procurement process automation
• AI-driven recommendations

What to consider when choosing a SaaS management platform

When evaluating SaaS management solutions, look for these essential features:

Application discovery and visibility

The platform should automatically discover all SaaS applications in use across your organization, providing a comprehensive inventory and usage insights. This visibility is crucial for making informed decisions about license allocation, renewal, and consolidation.

User access and permissions management

Granular access controls and automated user provisioning/deprovisioning are essential for maintaining security and compliance. Look for a platform that offers role-based access control (RBAC) and integrates with your identity provider (IdP) for seamless user management.

Security and compliance features

To protect your organization's data and meet regulatory requirements, choose a SaaS management platform that offers robust security features, such as SSO, MFA, and real-time user and device monitoring. The platform should also provide compliance reporting and auditing capabilities.

Integration with existing systems

The SaaS management platform should integrate seamlessly with your existing IT and HR systems, such as your identity provider, expense management tools, and HRIS. This integration ensures a unified view of your software ecosystem and enables automated workflows across systems.

See how Rippling simplifies SaaS management

Rippling takes a unique approach to SaaS management by unifying it with HR and identity management in a single platform. Instead of treating software management as a standalone function, Rippling connects employee data, device management, and software access to create a seamless IT infrastructure.

Key benefits include:

• Automated lifecycle management: From day one, new employees get instant access to the right tools based on their role, department, and location. When employees leave or change roles, Rippling automatically adjusts their software access and recovers licenses.
• Enhanced security controls: Rather than managing permissions across dozens of admin panels, IT teams can set granular access rules based on employee attributes. Dynamic security policies automatically adapt as roles change, while behavioral detection helps prevent unauthorized access.
• Unified HR and IT operations: By combining HR data with IT management, Rippling eliminates the traditional friction between departments. Changes in employment status automatically trigger the right IT workflows, reducing manual work and security risks.
• Native integration capabilities: With over 600 pre-built integrations, Rippling connects directly to your essential software tools. This native integration means you can manage user provisioning, access controls, and license optimization from a single dashboard.

The result is a more efficient, secure, and cost-effective approach to managing your organization's software ecosystem—all without the complexity of juggling multiple management platforms.

SaaS management FAQs

What is SaaS user management?

SaaS user management involves controlling user access and permissions across an organization's SaaS applications. This typically includes user provisioning, deprovisioning, and configuring access controls. Effective SaaS user management ensures that teams have access to the tools they need while minimizing the risk of unauthorized access.

What does a SaaS manager do?

A SaaS manager oversees both the strategic and operational aspects of an organization's cloud software. Their role spans from SaaS asset management to ongoing SaaS maintenance, including tasks like tracking subscriptions, managing user access, monitoring security compliance, and evaluating new tools. The goal is to maximize the value of software investments while minimizing risks and inefficiencies.

What does SaaS stand for?

SaaS stands for Software-as-a-Service, a software licensing and delivery model in which applications are hosted by a vendor and made available to customers over the internet. SaaS applications are typically accessed through a web browser, with the vendor managing the underlying infrastructure, security, and maintenance.

What differentiates PaaS from SaaS?

While SaaS provides ready-to-use applications over the internet, PaaS (Platform-as-a-Service) offers a cloud-based platform for developers to build, run, and manage applications without the complexity of maintaining the underlying infrastructure. PaaS provides a framework and tools for app development, whereas SaaS delivers fully functional software to end-users.

This blog is based on information available to Rippling as of December 4, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.