SaaS management platforms: A complete guide

From productivity tools to collaboration platforms, SaaS applications help businesses stay agile, innovative, and connected. But with more apps come new challenges, like managing security risks, tracking expenses, and keeping SaaS sprawl in check. 

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That’s where a SaaS management platform becomes invaluable. 

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What is a SaaS management platform? 

A SaaS management platform is a solution that provides organizations with centralized visibility, control, and security for all their SaaS applications. The platform streamlines the process of app discovery, security assessments, spend management, and identity governance. With a SaaS management platform, businesses can reduce risks, eliminate waste, and improve operational efficiency across their SaaS ecosystem.

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Here’s a look at how SaaS management can transform your organization’s approach to security, spend, and overall efficiency.

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Why SaaS management matters more than ever

Every new app brings benefits—but also potential complications. Especially when apps are adopted without IT’s oversight (shadow IT), unused licenses lead to wasted spend, and data security policies become harder to enforce.

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Without a system in place to monitor all this, SaaS ecosystems can quickly grow chaotic.

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A dedicated SaaS management platform brings clarity to the chaos—providing a complete view of all SaaS applications in use across the organization, automated security insights, and tools to control costs.

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What to look for in a SaaS management platform

Gain full visibility with SaaS discovery.

As SaaS adoption increases, so does the challenge of managing it. Shadow IT is an intractable challenge, and it not only makes it difficult to track usage and costs, but worse, introduces potential security risks. 

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It's important to choose a SaaS management platform that can provide full visibility of your entire SaaS footprint, even emerging genAI tools you've never heard of before.

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Here’s what you should look for in SaaS discovery capabilities:

• Detect shadow IT: Automatically discover all apps used across the organization, even those you’ve never heard of. This comprehensive view ensures that every tool—used by everyone from HR to marketing—is accounted for.
• Analyze usage patterns: Beyond merely listing your apps, the platform should provide insights into how frequently each app is used, by whom, and for what purpose. This visibility helps identify apps that aren’t contributing enough value and may be candidates for cost savings.
• Optimize licensing: Once you know who’s actively using each tool, you can reassign or eliminate licenses for users who don’t need them. This means reducing waste and maximizing your investment in SaaS. 
• Identify gaps and opportunities: The discovery process can also reveal redundancies in your tech stack. If multiple teams are using different apps for similar tasks, this may open the doors to streamlined processes and better collaboration with a unified tool.

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Improve SaaS security and IT compliance through automation.

With every new app that enters your environment, another layer of potential security risk is added, especially when sensitive data is involved. Manual security checks are time-consuming and not exactly practical in fast-paced environments where new tools are frequently adopted. 

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A SaaS management platform can automate security and compliance assessments, providing a more proactive and comprehensive approach to SaaS security. 

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Here’s how it works: 

• Automated risk scoring and assessments: The platform evaluates apps based on key security criteria—such as access permissions, data-sharing capabilities, and compliance certifications (e.g., SOC 2, ISO 27001). Each app is assigned a risk score, helping you quickly identify and prioritize high-risk applications that may need additional oversight or restrictions.
• Access control management: Many data breaches happen as a result of over-permissive access or sharing settings. A SaaS management platform lets you set and enforce access policies for different applications, ensuring that only the right people have access to sensitive data.
• Continuous security monitoring: As your SaaS ecosystem evolves, so do the security risks associated with it. Continuous monitoring means you’re always updated on potential risks as they emerge, allowing you to take preventive measures and avoid reactive crisis management.
• Simplified compliance: Organizations in regulated industries must comply with various data security standards. Today, as more regulations are introduced, many unregulated industries are also dealing with IT audits and compliance challenges. With centralized visibility and automation, compliance becomes easier to manage and document, reducing the likelihood of costly compliance failures.

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Most importantly, automating these security measures reduces the burden on IT and security teams. 

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Take control of SaaS spend with cost optimization.

With the convenience of cloud-based apps, it’s easy for SaaS spending to spiral out of control. 

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From unused licenses to redundant applications, a significant portion of SaaS spend is often wasted. A SaaS management platform enables finance and IT teams to take a data-driven approach to spend management, identifying areas where costs can be optimized without sacrificing productivity.

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Here are the key cost benefits to seek in a SaaS management platform: 

• Usage insights: This means understanding exactly how each app is being used. With usage data, you can decide whether to downgrade, consolidate, or even discontinue underutilized services so you’re only paying for what you truly need.
• Eliminate redundant apps: In many cases, teams within the same organization may be using different tools for similar tasks (e.g., multiple project management platforms). A SaaS management platform identifies these overlaps, enabling you to consolidate apps and cut down on unnecessary spending.
• Spend transparency and forecasting: Access visual dashboards that break down your SaaS expenses by department, category, or application. With clear reporting, finance teams can better manage budgets, forecast future needs, and plan for renewals without any surprises.
• Automated renewal reminders: Nobody wants that surprise renewal notice; the costs associated with unplanned renewals can easily get out of hand. By setting alerts for contract end dates, you’ll have time to assess whether a tool is worth renewing or if you should consider renegotiating terms.

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Cut down on SaaS Sprawl.

SaaS sprawl occurs when too many applications are adopted without a cohesive strategy. While these tools can make individual teams more productive, SaaS sprawl ultimately complicates IT management, drives up costs, and creates security blind spots. 

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A SaaS management platform helps address sprawl by centralizing app management and streamlining processes across the organization. 

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Here’s how a SaaS management platform should reduce SaaS sprawl: 

• Track new app adoptions in real-time: Every time a new app is added, the platform automatically detects it, providing you with insights into adoption rates and usage trends. With a clear view of what’s entering your ecosystem, IT can maintain control over access and minimize shadow IT risks.
• Reduce tool redundancy: When multiple teams are using different apps for similar purposes, there’s room for consolidation. By identifying redundant tools and merging them into standardized solutions, you can reduce costs and create a more streamlined tech stack.
• Centralize vendor and license management: With automated tools for managing vendor contracts, renewals, and licenses, you’ll save time and eliminate the administrative headaches of tracking each app manually. License reassignments, renewals, and vendor negotiations can all be managed from one place.
• Improve collaboration and productivity: With a more streamlined app ecosystem, employees can work more collaboratively and efficiently. Standardizing tools across departments can create smoother workflows and make it easier to share information and insights.

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Ready to simplify SaaS management?

Managing SaaS doesn’t have to be complicated. With Nudge Security, you can simplify oversight, improve security, reduce costs, and keep your organization agile. Nudge Security offers the insights and automation you need to stay in control of your SaaS ecosystem, without compromising productivity.

Interested in seeing what Nudge Security’s comprehensive SaaS management platform can do for your organization?

Book a demo today or check out our interactive tutorials on how Nudge Security can discover and secure every cloud and SaaS asset ever created—without network changes, endpoint agents, or browser extensions.