30% of your SaaS budget disappears into unused licenses and forgotten subscriptions. For an SME with 50 employees, that's €50,000 per year in wasted costs.

The solution isn't drastic cuts—it's strategic SaaS management. Here's where the biggest savings hide.

Why SaaS costs spiral out of control

A team tries a new tool. A free trial converts automatically. Someone creates an account for a project. Without central oversight, these subscriptions pile up.

Before you know it, you're paying for:

• Duplicate tools doing the same job

• Licenses for employees who left months ago

• Enterprise plans when basic would work fine

• Auto-renewals you forgot about

Real example: A 15-person marketing team had 8 Canva Pro licenses (€120/year each) but only used 3. The other 5 were created for freelancers who'd long since left. Cleanup saved €600 annually.

They also had both Mailchimp and HubSpot Marketing when one email tool would suffice. Consolidating saved another €1,200.

Sound familiar? Learn more about recognizing the signs of SaaS chaos in your organization.

Where the real savings hide

Most teams think about cutting tools first. But the biggest impact comes from three strategic moves:

1. Renegotiate contracts

Start negotiations 3-6 months before renewal. Vendors want to keep you and often offer:

• Volume discounts for multi-year deals (10-25% is realistic)

• Shorter notice periods

• Extra features at no cost

2. Optimize license tiers

Not everyone needs the same access:

• Power users get Pro licenses

• Occasional users get Basic

• View-only for those who just need visibility

3. Track renewal dates

Review contracts 2-3 months before they renew. This prevents getting locked into deals you no longer need.

The financial impact

Your 5-step action plan

Step 1: Create visibility List all active tools, users, license types, and renewal dates. Without knowing what you have, optimization is impossible.

Step 2: Analyze actual usage Review the past 90 days. Which tools are genuinely used? Tools used by less than 20% of your team deserve scrutiny.

Step 3: Set up renewal alerts Schedule reviews 90 days before each renewal. This gives you time to evaluate and negotiate.

Step 4: Consolidate duplicates Multiple tools for the same job? Choose the best and migrate to one platform.

Step 5: Review quarterly Make SaaS optimization ongoing, not one-time. Quarterly reviews catch new additions and flag upcoming renewals.

Frequently Asked Questions

How much can SMBs realistically save on SaaS costs?

Organizations that actively manage their SaaS spend typically save 20-35% of their software budget. For a company with 50 employees spending €35,000 annually, this means €7,000-€12,000 in savings. The key is gaining visibility and eliminating waste like unused licenses and duplicate tools.

When should I start renegotiating SaaS contracts?

Start 3-6 months before renewal. This window gives you leverage to compare alternatives and negotiate better terms. Vendors often offer 10-25% discounts for multi-year commitments or additional features at no extra cost.

What's the biggest source of SaaS waste?

Unused licenses account for roughly 30% of total SaaS spending. This includes licenses for departed employees, duplicate accounts from temporary projects, and subscriptions that converted from free trials but are never used.

How often should we review our SaaS stack?

Quarterly reviews are ideal. They catch new additions, identify changing needs, and flag upcoming renewals. Also audit whenever team size changes significantly or during budget planning cycles.

Can we cut costs without disrupting our team?

Yes. Most savings come from eliminating waste, not cutting tools your team uses. Focus on removing unused licenses, consolidating duplicates, and optimizing tiers. Only consider removing active tools after checking if existing software can do the same job.

The bottom line

SaaS optimization isn't about deprivation—it's about discipline. Companies that master this free up 20-35% of their software budget. That's strategic capital you can redirect to tools that drive genuine value.

The first step is always visibility. Once you know what you're paying for, you can make informed decisions.

Curious about the broader trend? Read about how SaaS spending is growing globally and what it means for Dutch SMBs.