Software (SaaS) Vendor Management for Dummies


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Software Vendor Management for Dummies

In an era where cloud-based solutions are becoming ubiquitous, IT Managers must orchestrate their various Software as a Service (SaaS) vendors effectively. According to Gartner, by 2025, over 85% of organizations will embrace a cloud-first principle. This blog post dives into the multi-faceted process of SaaS vendor management, underlining why it’s a necessary practice and how to implement a robust framework that aligns with your company’s goals.

Overview of Software Vendor Management

As you’ve learned, SaaS Management encompasses more than just tracking software usage or expenditures; it’s a strategic approach covering the entire SaaS vendor lifecycle—from the initial evaluation stages to the approval, implementation, scaleup, ongoing management, and contract management and renewals.

The challenges vary across the different stages of the SaaS vendor lifecycle and require strategic planning, proactive communication, and continuous monitoring to ensure a smooth and efficient process.

Before tackling each unique challenge IT teams encounter in reducing their SaaS Sprawl and optimizing their SaaS vendors, let’s begin with the fundamentals.

What is SaaS Vendor Management?

As we’ve already discussed, SaaS vendor management oversees and optimizes the vendor relationship between a company and its SaaS vendors. It involves identifying, evaluating, selecting, negotiating, implementing, managing, and renewing SaaS contracts to ensure optimal usage and value for both parties.

Tip: To effectively manage your SaaS vendors, you should have a comprehensive understanding of your company’s goals, requirements, and budget. This will help you align your vendor management strategy with your business objectives.

Now, let’s examine the SaaS vendor lifecycle and the common challenges and opportunities present during each stage.

The SaaS Vendor Lifecycle

The SaaS vendor lifecycle has six stages, each with unique challenges and opportunities. These stages include the SaaS application development, launch, growth, maturity, decline, and renewal or exit. Let’s examine each stage and how to successfully navigate it, understanding the key strategies and best practices that can ensure long-term success and sustainability for your SaaS business.

1. Evaluation

During the SaaS vendor evaluation stage, companies embark on a crucial journey to find the ideal software solution that aligns with their business needs. This process goes beyond ticking boxes; it’s an opportunity to improve the business strategically. Whether it’s a new marketing CRM that facilitates multi-channel campaigns or implementing an authentication tool like Okta, which allows users to securely access multiple applications and services with a single set of credentials, the benefits are substantial.

Step 1: Define Your Business Needs

Start by creating a comprehensive list of your business requirements. What problems are you aiming to solve? What features are non-negotiable? What’s your budget? Clearly defining these needs lays a strong foundation for your search.

Step 2: Research Potential Vendors

Dive into the market and explore various SaaS vendors. Examine their offerings, read reviews, and reach out to current users for feedback through sites such as G2 and Reddit. This research will help you narrow down your options.

Step 3: Evaluate Through Demos or Trials

Once you’ve shortlisted a few vendors, it’s time for hands-on evaluation. Schedule demos or sign up for trial periods to test the software’s capabilities. Focus on user experience, feature set, and system integration.

Challenges and Opportunities During the Evaluation Stage

The evaluation stage is fraught with challenges that can make selecting the right SaaS vendor daunting. One primary obstacle is the overwhelming number of choices available. With countless vendors offering many features, narrowing down the most suitable option can seem insurmountable. To help reduce analysis paralysis, try calculating the potential ROI of each vendor using a simple formula: Potential ROI = (Estimated Savings/Revenue – Cost of Vendor) / Cost of Vendor. This will help you make a more informed decision, considering the potential value and cost implications.

Additionally, evaluating each vendor’s features, pricing models, and contract terms can be time-consuming and intricate, requiring keen attention to detail and a strategic approach.

However, this stage also presents several key opportunities pivotal for your business:

  1. Refine Your Needs: The evaluation process provides a golden opportunity to define your business needs and goals clearly. This clarity aids in selecting the right vendor and sets the stage for successful implementation and long-term use.
  2. Leverage Negotiations: With multiple vendors vying for your business, there is often room to negotiate more favorable terms. This might include securing discounts or obtaining flexible pricing models aligned with your financial planning.

By strategically approaching this stage, you can turn inherent challenges into advantages that position your company for growth and efficiency.

2. Approval

Securing approval for a new vendor is the next pivotal step in the SaaS lifecycle. This stage is crucial as it involves gaining stakeholder buy-in, ensuring the proposed solution aligns with corporate strategy, and thoroughly vetting vendor compliance and legal requirements. Successfully navigating this process not only formalizes vendor selection through agreements and contracts but also sets the foundation for a strong partnership, ensuring long-term value and strategic alignment.

Step 1: Stakeholder Alignment and Buy-In

Communicate the benefits and potential impacts of the selected SaaS solution to relevant stakeholders. Present clear data and expected outcomes to support your case, focusing on how the solution will address existing challenges and contribute to achieving business goals.

Step 2: Financial Justification

Ensuring that the financial aspects align with your company’s budget and projected ROI is crucial. Begin by preparing a detailed cost-benefit analysis that includes initial setup costs, subscription fees, potential savings, and the overall value the SaaS solution will bring to the company. This thorough analysis will aid in gaining approval from financial stakeholders.

At this juncture, it is essential to have a comprehensive understanding of your existing application portfolio and to follow contract management best practices. This ensures that you avoid proposing a vendor with features that duplicate those of your current solutions.

Step 3: Contract Review and Negotiation

Closely examine the vendor’s contract terms, paying special attention to service level agreements (SLAs), data security policies, and vendor compliance requirements. Engage with legal and procurement teams to negotiate favorable terms that protect your organization and provide flexibility for future modifications.

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Challenges and Opportunities During the Approval Stage

The approval stage introduces distinct challenges, such as aligning diverse stakeholder perspectives, landing technical support if it requires engineering to help implement, and securing budget allocation. Different departments might have varying priorities, making it essential to build a consensus. Additionally, scrutinizing contract details can be time-intensive but necessary to avert potential legal and financial pitfalls.

Despite these challenges, there are significant opportunities:

  1. Strengthen Cross-Functional Collaboration: Successfully navigating the approval process often requires collaboration across multiple departments, fostering a holistic approach to vendor management.
  2. Optimize Vendor Terms: This stage allows you to negotiate terms that better fit your organization’s long-term strategy, ensuring that the agreement is fair and beneficial.

The approval process can facilitate a seamless transition to the implementation stage by methodically addressing each step and leveraging the opportunities.

3. Implementation

Once approval is secured, the focus shifts to implementation. This phase involves integrating the SaaS solution into the company’s existing systems, processes, and workflows.

Step 1: Develop an Implementation Plan

Create a detailed implementation plan outlining the timeline, resource allocation, and key milestones. Designate a project manager and team responsible for overseeing the implementation process.

Step 2: Configure and Customize

Work with the SaaS vendor to configure the software according to your business needs. Customization may be required to tailor the solution to specific workflows and integrate it seamlessly with other systems.

Step 3: User Training and Vendor Onboarding

Ensure that employees are properly trained to use the new software. Conduct training sessions, provide resources, and offer ongoing support to facilitate user adoption and minimize disruptions.

Challenges and Opportunities During the Implementation Stage

Implementation can present several challenges, including potential employee resistance to change, data migration issues, and integration complexities with legacy systems. Effective change management and clear communication can mitigate many of these risks.

On the upside, there are numerous opportunities:

  1. Process Improvement: Implementation is a chance to re-evaluate and streamline business processes, making them more efficient through the new SaaS tools.
  2. Increase Employee Engagement: Involving employees in the implementation process can increase their engagement and acceptance of the new system, making the transition smoother.

Navigating this stage with diligence and planning can ensure that the SaaS solution is effectively embedded within the organization, setting the stage for successful utilization and growth.

4. Scaleup

After successful implementation, the focus shifts to scaling the SaaS solution across the organization. This phase is critical to maximizing the software’s value and ensuring it supports the company’s growth objectives.

Step 1: Monitor Performance and Usage

Continuously monitor the software’s performance and usage across different departments. Use analytics and reporting tools to assess adoption rates and identify areas needing improvement or additional support.

Step 2: Optimize and Refine Processes

As usage scales, continuously refine and optimize business processes to fully leverage the SaaS solution’s capabilities. This might include automating repetitive tasks, improving data flows, or enhancing user experience based on feedback.

Step 3: Plan for Expansion

Develop a strategic plan for expanding the scope of the SaaS solution. This may involve onboarding additional teams, integrating with more systems, or extending its functionality to new business areas. Ensure that the infrastructure and support are in place to handle increased usage.

Challenges and Opportunities During the Scaleup Stage

Scaling up can present several challenges, such as maintaining system performance with increased load, ensuring consistent user experience, and managing increased workflow complexity. Proactive management and regular system audits can help mitigate these issues.

On the flip side, there are significant opportunities:

  1. Drive Innovation: Scaling the SaaS solution can drive innovation within the organization by enabling new ways of working and opening up possibilities for process improvements.
  2. Achieve Greater ROI: By extending the use of the SaaS solution across the enterprise, the initial investment can yield higher returns through increased efficiency and productivity gains.

By thoughtfully managing the scaleup phase, organizations can ensure that the SaaS solution continues to deliver value and supports long-term strategic goals.

5. Maintenance and Optimization

Once the SaaS solution has been scaled successfully, ongoing maintenance and optimization become crucial to ensuring its sustained success and relevance.

Step 1: Regular Updates and Upgrades

Keep the software updated with the latest features and security patches. Coordinate with the vendor to schedule regular updates that will minimize disruption to business operations.

Step 2: Continuous Improvement

Encourage a culture of continuous improvement by regularly soliciting feedback from users and making necessary adjustments. Utilize performance metrics to track improvements and identify areas for further enhancement.

Step 3: Support and Training

Maintain robust support mechanisms to assist users with any issues or questions. Periodically update training materials and conduct refresher sessions to ensure all users are proficient with the software and aware of new features.

Challenges and Opportunities During the Maintenance Stage

Ongoing maintenance can bring challenges such as managing change fatigue among users, addressing evolving business needs, and ensuring continued alignment with organizational goals. However, these challenges also come with opportunities:

  1. Enhance User Satisfaction: Proactive maintenance and responsive support can significantly enhance user satisfaction and engagement.
  2. Sustain Competitive Advantage: Continuous optimization ensures that the SaaS solution remains valuable, sustaining the company’s competitive advantage over time.

By prioritizing maintenance and optimization, organizations can ensure the longevity of their SaaS investment, continuously drive value and keep pace with industry advancements.

6. Review and Evaluation

Regular review and evaluation are essential to measure the success of the SaaS implementation and guide future improvements. This phase involves assessing the overall impact of the software on business operations and ensuring alignment with strategic goals.

Step 1: Performance Metrics and KPIs

Define and track key performance indicators (KPIs) that align with the organization’s objectives. These metrics might include user adoption rates, productivity improvements, cost savings, or customer satisfaction scores. Regularly reviewing these metrics provides insights into how well the SaaS solution performs and highlights areas for enhancement.

Step 2: Stakeholder Feedback

Gather feedback from all stakeholders, including employees, managers, and customers. Their insights can provide valuable perspectives on how the SaaS solution impacts day-to-day operations and overall business performance. Utilize surveys, interviews, and focus groups to collect this feedback comprehensively.

Step 3: Benchmarking and Best Practices

Compare the organization’s performance with industry benchmarks and best practices. Identifying gaps and leveraging industry standards can drive continuous improvement and ensure the SaaS solution remains competitive and effective.

Challenges and Opportunities During the Review and Evaluation Stage

Reviewing and evaluating the SaaS solution can present challenges such as data accuracy, stakeholder alignment, and the need for continuous updates to benchmarks. However, overcoming these challenges presents significant opportunities:

  1. Informed Decision-Making: Regular evaluation ensures that decision-makers have the necessary data and insights to make informed decisions about future investments and improvements.
  2. Increased Agility: Organizations can quickly adapt to changing market conditions and customer needs by continuously assessing and fine-tuning the SaaS solution.

A thorough review and evaluation process ensures that the SaaS solution meets the organization’s needs and supports ongoing success and growth.

Why You Need to Manage SaaS Vendors

There is a mass migration to cloud-based operations, as over 67% of enterprise infrastructure is now cloud-based. This amplifies the need for a comprehensive approach to SaaS vendor management. Here are five compelling reasons why apt vendor management can be a gateway to increased visibility, cost management, and risk mitigation within your enterprise:

  1. Shed Light on Shadow IT: Effective management mitigates the repercussions of shadow IT by promoting authorized SaaS solutions.
  2. Tighten Security Posture: It empowers businesses to keep pace with secure vendor risk management as part of credential data and privacy protection measures.
  3. Optimize Spending: You can direct your budget toward impactful solutions by filtering out redundant applications.
  4. Strengthen Compliance: Stay in line with regulatory standards through diligent vetting of vendors.
  5. Enhance Vendor Relationships: Build robust communication channels for ongoing vendor management software solutions and future collaborations.

SaaS Vendor Management Best Practices

Proper SaaS vendor management is vital for organizations to optimize software value and reduce risks and costs. As reliance on cloud solutions grows, a structured management approach boosts security, efficiency, and compliance. This section covers best practices like vendor selection, contract negotiation, performance monitoring, and relationship building. Implementing these ensures a strategic, proactive approach to managing the SaaS ecosystem and achieving better business results.

  1. Centralize Contracts and Documentation: Maintain a central repository for all vendor contracts, service level agreements (SLAs), and related documentation. This ensures easy access and reference during audits, renewals, or when addressing service issues.
  2. Regular Vendor Audits: Conduct periodic audits of your SaaS vendors to ensure they adhere to agreed terms and performance standards. Regular reviews help identify areas for improvement and ensure the vendor continues to meet your organization’s expectations.
  3. Performance Monitoring: Establish clear metrics for evaluating vendor performance, such as uptime, response times, and issue resolution efficiency. Regularly monitor these metrics and address any deviations promptly to maintain service quality.
  4. Risk Management: Assess and manage the risks associated with each SaaS vendor, including financial stability, security practices, and data handling procedures. Implement contingency plans to mitigate potential disruptions to your service.
  5. Vendor Collaboration: Foster strong, collaborative relationships with your vendors. Engage in regular communication, share feedback, and involve vendors in strategic discussions to ensure their services align with your long-term objectives.
  6. Renewal and Negotiation Strategy: Plan your renewal and negotiation strategy well in advance of contract expiration. Analyze current usage, performance, and market trends to negotiate favorable terms and conditions that benefit your organization.
  7. End-of-Life Management: Manage the end-of-life (EOL) process for SaaS solutions systematically. This includes data migration, account termination, and ensuring no residual data risks. Have a clear strategy for transitioning to new solutions if necessary.
  8. Training and Support: Continue to offer training and support for employees using SaaS applications. Keeping users informed and comfortable with the tools can lead to higher efficiency and satisfaction.

Top 5 SaaS Management Tools SaaS Management Tools is a top tool for effective SaaS spend management. It promises to reduce your SaaS spending by 2x within 90 days, or your service is free. It identifies redundant or underutilized software, providing robust analytics and reporting for better software usage insights and cost management.


Zylo offers centralized SaaS management, giving real-time visibility into usage data, expenditures, and vendor relationships. It streamlines renewals, contract negotiations, and budget tracking with advanced analytics for benchmarking against industry standards.


Torii helps organizations manage SaaS subscriptions with automated workflows, integration capabilities, and detailed analytics. It provides visibility into software usage, costs, and compliance, making software management more efficient.


Cleanshelf focuses on reducing SaaS waste by identifying unused or underutilized applications. It provides dashboards for tracking usage and spending, helping organizations optimize their software investments and reduce costs.


Intello provides a robust platform for SaaS discovery, management, and compliance. It automatically identifies all SaaS applications across an organization, tracks usage and spending, and helps ensure compliance with security and data protection regulations. Intello’s comprehensive approach enables better insight into software utilization and facilitates strategic decision-making.

Additional Resources


Implementing a comprehensive SaaS vendor management strategy is essential for maximizing software efficiency, reducing costs, and mitigating risks within your organization. You can ensure a streamlined and effective SaaS ecosystem by following the best practices outlined in this guide—centralizing contracts, conducting regular audits, establishing performance metrics, managing risks, fostering vendor collaboration, planning renewals, managing end-of-life processes, and providing ongoing training. Utilizing top SaaS management tools like, Zylo, Torii, Cleanshelf, and Intello further enhances your ability to monitor and optimize software usage. Equip your enterprise with these insights and tools to drive better business outcomes and maintain a competitive edge in an ever-evolving digital landscape.

Frequently Asked Questions

  • What is the difference between SaaS management and SaaS vendor management?

SaaS management involves overseeing all aspects of an organization’s Software as a Service application, including usage, subscriptions, and compliance. SaaS vendor management focuses on managing relationships with the vendors supplying these SaaS applications, including contract negotiations, performance evaluations, and ensuring service levels.

  • How do you assess a SaaS vendor?

To assess a SaaS vendor, evaluate its security measures, scalability, pricing model, integration capabilities, customer support quality, and user reviews. Additionally, consider its compliance with industry standards and track record for reliability and uptime.

  • What is a SaaS management system?

A SaaS management system is a platform or set of tools designed to manage and optimize the use of SaaS applications within an organization. It helps track application usage, manage subscriptions, ensure compliance, and streamline vendor interactions.

  • What are the four stages of vendor management?

The four stages of vendor management are:

  1. Selection: Identifying and choosing the right vendors based on specific criteria.
  2. Contracting: Negotiating and finalizing agreements and terms with the chosen vendors.
  3. Monitoring: Regularly assessing vendor performance to ensure they meet the agreed-upon standards and service levels.
  4. Renewal/Termination: Deciding whether to renew, renegotiate, or terminate contracts based on performance and evolving business needs.
  • What is SaaS user management?

SaaS user management involves overseeing users’ access and permissions within SaaS applications. This includes provisioning and de-provisioning user accounts, monitoring usage, ensuring security, and managing user roles and permissions.

  • What is SaaS operations management?

SaaS operations management encompasses the day-to-day management of SaaS applications, ensuring their smooth operation and alignment with business objectives. This includes monitoring performance, managing updates and patches, handling user support, and maintaining overall system health.