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Optimize SaaS Contracts: How to Save 20-30% on Software Costs

Most companies overpay for software. How to save 20-30% with systematic contract management.

·2 min read
Marcus Smolarek

Marcus Smolarek

Gründer von finban

Zuletzt aktualisiert

Cutting SaaS Costs: The Systematic Approach

An average SME uses 50-100 different SaaS tools. Monthly costs? Often €5,000-15,000 — and most companies don't even know exactly what they're paying for.

The SaaS Cost Problem

  • 20-30% of licenses aren't actively used
  • Automatic contract renewals at higher prices
  • Duplicate tools for similar tasks
  • Employees use free alternatives while the company pays for premium licenses

Step 1: Inventory

Create a complete list of all SaaS tools: name, costs, number of licenses, actual usage, contract terms.

Step 2: Usage Analysis

For each tool: How many paid licenses are actually used? Any overlap with other tools? Business-critical or nice-to-have?

Step 3: Optimization

  • Cancel unused licenses (immediate effect)
  • Consolidate tools (replace two similar tools with one better one)
  • Negotiate prices (data-backed negotiations are stronger)
  • Optimize payment rhythm (annual payment often gives 15-20% discount)

Step 4: Monitoring

Monthly SaaS review, deadline reminders, approval workflow for new tools, quarterly cost review.

Example Calculation

ActionMonthly Savings
Cancel 5 unused licenses€250
Consolidate 2 tools€150
Renegotiate 3 contracts€300
Switch to annual billing€200
Total€900/month = €10,800/year

Track your SaaS costs with finban — see all recurring expenses in your cash flow planning.