How to Audit Your SaaS Spend

Pull every recurring software payment from your financial records, match each one to a contract and an owner, then compare what you're paying for against what's actually being used. That comparison, more than the total figure, is where the audit earns its keep. If nobody has the time, you can have the audit done for you.

Building the list

• Export recurring payments from accounts payable, corporate cards, and expense reports. No single source holds all of them, which is why tools go undiscovered.
• Build one list of vendors with the annual amount paid, deduplicating vendors that appear under different billing names.
• Match each vendor to a signed contract, and note where no contract can be found, those are the ones with unknown notice terms.
• Record renewal date, notice period, and internal owner for each vendor.
• Pull usage data where it's available and compare it against contracted quantities.
• Rank by annual value and by renewal proximity, then work the top of that list rather than the whole list.

Annually is the minimum, quarterly is better. Between full audits, the main thing to keep current is the renewal timeline, because a stale timeline is what turns a planned renewal into an automatic one.