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optimising your software portfolio.",{"type":97,"attrs":1166,"content":1167},{"textAlign":25,"key":443},[1168],{"text":1169,"type":103},"It also allows finance to answer important questions quickly: How much are we spending on software? Which departments account for the most expenditure? Which applications are due for renewal? And where are costs increasing?",{"type":229,"attrs":1171,"content":1172},{"level":425,"textAlign":25},[1173],{"text":1174,"type":103},"2. Identify unused licences and duplicate applications",{"type":97,"attrs":1176,"content":1177},{"textAlign":25,"key":460},[1178],{"text":1179,"type":103},"Once you have a complete inventory, compare what you're paying for with how employees actually use the software.",{"type":97,"attrs":1181,"content":1182},{"textAlign":25,"key":469},[1183],{"text":1184,"type":103},"Look for subscriptions with inactive users, licences assigned to former employees, overlapping functionality and applications with no clear owner.",{"type":97,"attrs":1186,"content":1187},{"textAlign":25,"key":478},[1188],{"text":1189,"type":103},"For every tool, consider three questions:",{"type":1191,"attrs":1192,"content":1194},"ordered_list",{"order":456,"key":1193},"ol-0",[1195,1202,1209],{"type":296,"content":1196},[1197],{"type":97,"attrs":1198,"content":1199},{"textAlign":25,"key":490},[1200],{"text":1201,"type":103},"Is the application being used regularly?",{"type":296,"content":1203},[1204],{"type":97,"attrs":1205,"content":1206},{"textAlign":25,"key":499},[1207],{"text":1208,"type":103},"Does it provide functionality that another existing tool already covers?",{"type":296,"content":1210},[1211],{"type":97,"attrs":1212,"content":1213},{"textAlign":25,"key":508},[1214],{"text":1215,"type":103},"Is its business value proportionate to its cost?",{"type":97,"attrs":1217,"content":1218},{"textAlign":25,"key":519},[1219],{"text":1220,"type":103},"For applications with poor utilisation, businesses may be able to remove unused seats, downgrade subscription tiers or cancel contracts entirely.",{"type":97,"attrs":1222,"content":1223},{"textAlign":25,"key":528},[1224],{"text":1225,"type":103},"For overlapping tools, involve department heads to understand whether the applications perform genuinely different functions.",{"type":97,"attrs":1227,"content":1228},{"textAlign":25,"key":536},[1229],{"text":1230,"type":103},"A useful principle is to consolidate where practical, but preserve software that delivers a clear business benefit.",{"type":97,"attrs":1232,"content":1233},{"textAlign":25,"key":547},[1234],{"text":1235,"type":103},"Eliminating every overlapping application can be counterproductive if it removes capabilities employees genuinely need.",{"type":229,"attrs":1237,"content":1238},{"level":425,"textAlign":25},[1239],{"text":1240,"type":103},"3. Introduce approval workflows for software purchases",{"type":97,"attrs":1242,"content":1243},{"textAlign":25,"key":556},[1244],{"text":1245,"type":103},"SaaS spend management is most effective when financial controls begin before a purchase takes place.",{"type":97,"attrs":1247,"content":1248},{"textAlign":25,"key":565},[1249],{"text":1250,"type":103},"Rather than allowing employees to buy applications independently and submit expenses afterwards, businesses should establish a clear process for requesting software.",{"type":97,"attrs":1252,"content":1253},{"textAlign":25,"key":571},[1254],{"text":1255,"type":103},"An effective approval workflow might involve:",{"type":293,"content":1257},[1258,1265,1272,1279,1286],{"type":296,"content":1259},[1260],{"type":97,"attrs":1261,"content":1262},{"textAlign":25,"key":574},[1263],{"text":1264,"type":103},"Employees submitting a purchase request explaining the software's purpose and expected cost.",{"type":296,"content":1266},[1267],{"type":97,"attrs":1268,"content":1269},{"textAlign":25,"key":580},[1270],{"text":1271,"type":103},"Department managers confirming the business need.",{"type":296,"content":1273},[1274],{"type":97,"attrs":1275,"content":1276},{"textAlign":25,"key":586},[1277],{"text":1278,"type":103},"IT or security teams assessing relevant technical and data protection requirements.",{"type":296,"content":1280},[1281],{"type":97,"attrs":1282,"content":1283},{"textAlign":25,"key":592},[1284],{"text":1285,"type":103},"Finance checking available budgets and existing supplier relationships.",{"type":296,"content":1287},[1288],{"type":97,"attrs":1289,"content":1290},{"textAlign":25,"key":598},[1291],{"text":1292,"type":103},"Approved purchases being recorded centrally with a named owner.",{"type":97,"attrs":1294,"content":1295},{"textAlign":25,"key":609},[1296],{"text":1297,"type":103},"The approval process should be proportionate to the purchase.",{"type":97,"attrs":1299,"content":1300},{"textAlign":25,"key":615},[1301],{"text":1302,"type":103},"A low-cost application used by one employee may require fewer checks than a company-wide platform involving sensitive data or a substantial annual commitment.",{"type":97,"attrs":1304,"content":1305},{"textAlign":25,"key":621},[1306],{"text":1307,"type":103},"Automating these workflows can help businesses retain control without creating unnecessary delays for employees.",{"type":229,"attrs":1309,"content":1310},{"level":425,"textAlign":25},[1311],{"text":1312,"type":103},"4. Use dedicated payment methods and spending limits",{"type":97,"attrs":1314,"content":1315},{"textAlign":25,"key":631},[1316],{"text":1317,"type":103},"SaaS subscriptions are easier to manage when every recurring payment can be traced to a specific application, department and budget.",{"type":97,"attrs":1319,"content":1320},{"textAlign":25,"key":643},[1321,1323,1329],{"text":1322,"type":103},"Dedicated ",{"text":1324,"type":103,"marks":1325},"virtual cards for subscription management",[1326],{"type":197,"attrs":1327},{"href":1328,"uuid":25,"anchor":25,"target":200,"linktype":82},"https://www.spendesk.com/product/cards/subscription-management/",{"text":1330,"type":103}," can make this process more transparent.",{"type":97,"attrs":1332,"content":1333},{"textAlign":25,"key":655},[1334],{"text":1335,"type":103},"For example, a business could assign a separate virtual card to each software subscription, with an approved spending limit and responsible cardholder.",{"type":97,"attrs":1337,"content":1338},{"textAlign":25,"key":667},[1339],{"text":1340,"type":103},"This provides a clearer record of recurring charges and makes it easier to identify unexpected price increases.",{"type":97,"attrs":1342,"content":1343},{"textAlign":25,"key":673},[1344],{"text":1345,"type":103},"Payment controls can also help businesses:",{"type":293,"content":1347},[1348,1355,1362,1369,1376],{"type":296,"content":1349},[1350],{"type":97,"attrs":1351,"content":1352},{"textAlign":25,"key":679},[1353],{"text":1354,"type":103},"Prevent unapproved spending increases.",{"type":296,"content":1356},[1357],{"type":97,"attrs":1358,"content":1359},{"textAlign":25,"key":685},[1360],{"text":1361,"type":103},"Monitor recurring software payments.",{"type":296,"content":1363},[1364],{"type":97,"attrs":1365,"content":1366},{"textAlign":25,"key":691},[1367],{"text":1368,"type":103},"Identify transactions that exceed agreed budgets.",{"type":296,"content":1370},[1371],{"type":97,"attrs":1372,"content":1373},{"textAlign":25,"key":697},[1374],{"text":1375,"type":103},"Manage subscriptions when employees leave or change roles.",{"type":296,"content":1377},[1378],{"type":97,"attrs":1379,"content":1380},{"textAlign":25,"key":703},[1381],{"text":1382,"type":103},"Restrict future payments when a subscription is no longer required.",{"type":97,"attrs":1384,"content":1385},{"textAlign":25,"key":714},[1386],{"text":1387,"type":103},"Importantly, stopping a card payment doesn't automatically terminate the underlying contractual obligation. Businesses should still follow the vendor's cancellation requirements.",{"type":97,"attrs":1389,"content":1390},{"textAlign":25,"key":720},[1391],{"text":1392,"type":103},"For usage-based tools, payment controls should complement monitoring within the software platform itself, particularly where usage can accumulate before charges are processed.",{"type":229,"attrs":1394,"content":1395},{"level":425,"textAlign":25},[1396],{"text":1397,"type":103},"5. Review contracts and benchmark vendor pricing",{"type":97,"attrs":1399,"content":1400},{"textAlign":25,"key":726},[1401],{"text":1402,"type":103},"Spendesk's 2026 research demonstrates why vendor pricing deserves closer attention.",{"type":97,"attrs":1404,"content":1405},{"textAlign":25,"key":732},[1406],{"text":1407,"type":103},"Companies purchasing the same software can pay substantially different amounts, creating opportunities for savings through more disciplined procurement.",{"type":97,"attrs":1409,"content":1410},{"textAlign":25,"key":738},[1411],{"text":1412,"type":103},"Before renewing a significant SaaS contract, review the current licence count, actual usage, subscription tier and available alternatives.",{"type":97,"attrs":1414,"content":1415},{"textAlign":25,"key":744},[1416],{"text":1417,"type":103},"Where possible, compare pricing against similar businesses or market benchmarks.",{"type":97,"attrs":1419,"content":1420},{"textAlign":25,"key":753},[1421],{"text":1422,"type":103},"Businesses may be able to negotiate better terms by consolidating licences, reducing unnecessary features, adjusting their contract length or demonstrating alternative supplier options.",{"type":97,"attrs":1424,"content":1425},{"textAlign":25,"key":761},[1426],{"text":1427,"type":103},"Annual contracts sometimes provide lower unit prices than monthly subscriptions, but they also create longer commitments. Any discount should therefore be weighed against expected usage and flexibility.",{"type":97,"attrs":1429,"content":1430},{"textAlign":25,"key":769},[1431],{"text":1432,"type":103},"The goal isn't necessarily to secure the cheapest possible contract. It's to make sure the company pays an appropriate price for software that meets its needs.",{"type":229,"attrs":1434,"content":1435},{"level":425,"textAlign":25},[1436],{"text":1437,"type":103},"6. Build a proactive subscription renewal calendar",{"type":97,"attrs":1439,"content":1440},{"textAlign":25,"key":777},[1441],{"text":1442,"type":103},"Renewals should be treated as opportunities to reassess software requirements, rather than routine payments.",{"type":97,"attrs":1444,"content":1445},{"textAlign":25,"key":783},[1446],{"text":1447,"type":103},"Establish a central calendar containing renewal dates, contractual notice periods and responsible budget owners.",{"type":97,"attrs":1449,"content":1450},{"textAlign":25,"key":789},[1451],{"text":1452,"type":103},"For significant contracts, a useful review schedule is:",{"type":293,"content":1454},[1455,1466,1477],{"type":296,"content":1456},[1457],{"type":97,"attrs":1458,"content":1459},{"textAlign":25,"key":795},[1460,1464],{"text":1461,"type":103,"marks":1462},"90 days before renewal:",[1463],{"type":240},{"text":1465,"type":103}," Review application usage, current costs and business requirements.",{"type":296,"content":1467},[1468],{"type":97,"attrs":1469,"content":1470},{"textAlign":25,"key":801},[1471,1475],{"text":1472,"type":103,"marks":1473},"60 days before renewal:",[1474],{"type":240},{"text":1476,"type":103}," Evaluate alternatives and begin negotiations where appropriate.",{"type":296,"content":1478},[1479],{"type":97,"attrs":1480,"content":1481},{"textAlign":25,"key":812},[1482,1486],{"text":1483,"type":103,"marks":1484},"30 days before renewal:",[1485],{"type":240},{"text":1487,"type":103}," Confirm the renewal, downgrade or cancellation decision, provided the contractual notice deadline has not already passed.",{"type":97,"attrs":1489,"content":1490},{"textAlign":25,"key":818},[1491],{"text":1492,"type":103},"For contracts with longer notice periods, the review must begin earlier.",{"type":97,"attrs":1494,"content":1495},{"textAlign":25,"key":829},[1496],{"text":1497,"type":103},"Each renewal should result in a deliberate decision rather than an automatic continuation.",{"type":97,"attrs":1499,"content":1500},{"textAlign":25,"key":835},[1501],{"text":1502,"type":103},"This approach also improves forecasting by giving finance greater visibility into upcoming commitments and potential cost changes.",{"type":229,"attrs":1504,"content":1505},{"level":425,"textAlign":25},[1506],{"text":1507,"type":103},"7. Manage AI spending differently from traditional SaaS",{"type":97,"attrs":1509,"content":1510},{"textAlign":25,"key":841},[1511],{"text":1512,"type":103},"AI introduces a different set of financial considerations.",{"type":97,"attrs":1514,"content":1515},{"textAlign":25,"key":847},[1516],{"text":1517,"type":103},"While traditional subscriptions are often priced per seat, AI services may combine monthly fees with usage-based charges for tokens, API requests, automated workflows and additional processing capacity.",{"type":97,"attrs":1519,"content":1520},{"textAlign":25,"key":858},[1521],{"text":1522,"type":103},"Businesses therefore need to monitor both what they're paying for and how much they're consuming.",{"type":97,"attrs":1524,"content":1525},{"textAlign":25,"key":864},[1526],{"text":1527,"type":103},"A more effective AI spend management approach includes:",{"type":97,"attrs":1529,"content":1530},{"textAlign":25,"key":870},[1531],{"text":1532,"type":103},"Monitoring usage regularly. Track consumption by application, department or project where vendor reporting allows. This helps identify which workflows contribute most to costs.",{"type":97,"attrs":1534,"content":1535},{"textAlign":25,"key":876},[1536,1540],{"text":1537,"type":103,"marks":1538},"Setting spending limits and alerts.",[1539],{"type":240},{"text":1541,"type":103}," Establish budgets for AI experiments and production workflows, with notifications when consumption exceeds expected levels. Where supported, use provider-side hard limits as well as payment-level controls.",{"type":97,"attrs":1543,"content":1544},{"textAlign":25,"key":887},[1545,1549],{"text":1546,"type":103,"marks":1547},"Evaluating overlapping tools.",[1548],{"type":240},{"text":1550,"type":103}," Review multiple AI subscriptions to determine whether they serve distinct purposes or duplicate existing capabilities.",{"type":97,"attrs":1552,"content":1553},{"textAlign":25,"key":893},[1554,1558],{"text":1555,"type":103,"marks":1556},"Measuring business outcomes.",[1557],{"type":240},{"text":1559,"type":103}," Consider the time saved, tasks automated, quality improvements or revenue supported by each AI investment.",{"type":97,"attrs":1561,"content":1562},{"textAlign":25,"key":899},[1563,1567],{"text":1564,"type":103,"marks":1565},"Updating forecasts.",[1566],{"type":240},{"text":1568,"type":103}," Use actual consumption patterns and appropriate contingency assumptions rather than relying exclusively on fixed subscription estimates.",{"type":97,"attrs":1570,"content":1571},{"textAlign":25,"key":910},[1572],{"text":1573,"type":103},"For example, an organisation using AI to automate customer support might measure cost per resolved enquiry alongside total AI expenditure.",{"type":97,"attrs":1575,"content":1576},{"textAlign":25,"key":916},[1577],{"text":1578,"type":103},"Similarly, a marketing team using AI-assisted content workflows could evaluate cost per completed deliverable, while accounting for quality and human review.",{"type":97,"attrs":1580,"content":1581},{"textAlign":25,"key":922},[1582],{"text":1583,"type":103},"The objective is to understand whether AI investment is producing sufficient value as usage increases.",{"type":97,"attrs":1585,"content":1586},{"textAlign":25,"key":933},[1587],{"text":1588,"type":103},"As Spendesk's research demonstrates, the cost of AI can scale considerably faster than traditional software subscriptions. Financial controls need to evolve accordingly.",{"type":229,"attrs":1590,"content":1591},{"level":425,"textAlign":25},[1592],{"text":1593,"type":103},"8. Make SaaS optimisation an ongoing process",{"type":97,"attrs":1595,"content":1596},{"textAlign":25,"key":939},[1597],{"text":1598,"type":103},"A one-off audit can identify immediate savings, but software spending changes continuously.",{"type":97,"attrs":1600,"content":1601},{"textAlign":25,"key":945},[1602],{"text":1603,"type":103},"New employees join, teams adopt different applications, vendors update their pricing and existing tools introduce additional capabilities.",{"type":97,"attrs":1605,"content":1607},{"textAlign":25,"key":1606},"p-92",[1608],{"text":1609,"type":103},"Without regular reviews, unnecessary spending can quickly return.",{"type":97,"attrs":1611,"content":1613},{"textAlign":25,"key":1612},"p-93",[1614],{"text":1615,"type":103},"Establish a quarterly SaaS review involving finance, procurement, IT and relevant department heads.",{"type":97,"attrs":1617,"content":1619},{"textAlign":25,"key":1618},"p-94",[1620],{"text":1621,"type":103},"Use the review to 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Billions of euros in potential savings remain tied up in software price differences and overlapping applications, while AI spending is growing at a pace that challenges traditional budgeting processes.",{"type":97,"attrs":2452,"content":2454},{"textAlign":25,"key":2453},"p-190",[2455],{"text":2456,"type":103},"The answer isn't to restrict access to technology or discourage innovation.",{"type":97,"attrs":2458,"content":2460},{"textAlign":25,"key":2459},"p-191",[2461],{"text":2462,"type":103},"It's to give businesses the financial visibility and control they need to invest confidently.",{"type":97,"attrs":2464,"content":2466},{"textAlign":25,"key":2465},"p-192",[2467],{"text":2468,"type":103},"Companies that understand what they spend, why they spend it and what they get in return will be better positioned to scale their technology investments sustainably.",{"type":97,"attrs":2470,"content":2472},{"textAlign":25,"key":2471},"p-193",[2473],{"text":2474,"type":103,"marks":2475},"Effective SaaS spend management is ultimately about spending smarter, not simply spending less.",[2476],{"type":240},{"type":97,"attrs":2478,"content":2480},{"textAlign":25,"key":2479},"p-194",[2481],{"text":2482,"type":103},"For a closer look at how European businesses are managing software and AI costs, explore Spendesk's 2026 European Business Software Spend Report.",{"type":229,"attrs":2484,"content":2485},{"level":231,"textAlign":25},[2486],{"text":2487,"type":103},"Frequently asked questions ",{"type":97,"attrs":2489},{"textAlign":25,"key":2490},"p-195",{"type":229,"attrs":2492,"content":2493},{"level":425,"textAlign":25},[2494],{"text":273,"type":103},{"type":97,"attrs":2496,"content":2498},{"textAlign":25,"key":2497},"p-196",[2499],{"text":2500,"type":103},"SaaS spend management is the process of monitoring, controlling and optimising spending on cloud-based software applications. 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Actual spending varies depending on company size, industry, technology requirements and software usage.",{"type":229,"attrs":2535,"content":2536},{"level":425,"textAlign":25},[2537],{"text":2538,"type":103},"How does AI affect SaaS spend management?",{"type":97,"attrs":2540,"content":2542},{"textAlign":25,"key":2541},"p-200",[2543],{"text":2544,"type":103},"AI introduces new cost-management challenges because many services use consumption-based pricing rather than fixed monthly subscriptions. Charges may depend on tokens, API requests or automated workflows. 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