Managing and Overseeing SaaS Subscriptions: A Guide



Managing and Overseeing SaaS Subscriptions: A Guide

Managing and Overseeing SaaS Subscriptions: A Guide


Admina Team


What is subscription software?

In the modern digital era, Software as a Service (SaaS) has become an integral part of business operations for organizations of all sizes. However, managing and overseeing these numerous SaaS subscriptions can be a challenging task. This informative guide aims to provide you with strategic insights and practical tips for effectively managing your SaaS portfolio. We delve into the dynamics of subscription models, how to manage subscriptions and optimize costs, best practices in managing your subscriptions, and much more. So, whether you're a business owner, IT manager, or a finance team member, this guide will help you maximize your SaaS investments while minimizing complexities.

Source: Adobe Stock

Software as a Service (SaaS), often known as a subscription software, is a trending digital distribution model. This model mandates that customers pay a regular licensing fee, either monthly or annually, for the software access. This payment model covers an impressive range of software capabilities from communication applications to human resources tools, and from financial analysis platforms to customer relationship management (CRM) systems, typically provided on a recurring billing structure.

Source: Adobe Stock

The SaaS model is no longer the unknown; it has woven itself into today's work fabric. Noticeably, several critical operational tools prevalent in most organizations, such as G Suite, Amazon Web Services, Dropbox, Microsoft Office 365, Slack, Salesforce, Canva, and Hubspot, function on a SaaS model. In exchange for the subscription fee, users receive uninterrupted access to their software with the additional benefit of zero maintenance hassles. All updates and upkeep are the responsibility of the software provider, relieving the user from potential stress.

It is the amalgamation of flexibility, scalability, and cost efficiency that this model offers which makes it a favored choice. The SaaS model caters to the varying needs of different individuals and businesses, providing them an efficient way to manage their software needs.

Source: Adobe Stock

Popular SaaS tools

Software as a Service (SaaS), an innovative and pivotal concept in this digital age, is witnessing burgeoning popularity due to its cost-effective, scalable, and adaptable solutions. These tools are ingrained as the backbone of businesses' enhancement, offering various functionalities crucial for competition in today's market. For instance, one can explore versatile communication solutions like Slack and Zoom, which stimulate effective interaction and collaboration.

Interestingly, businesses can have an edge in their customer relationship management via tools like Salesforce. With Salesforce, businesses can keep track and maintain harmonious relationships with their clients. Google Workspace also offers a comprehensive collection of productivity-enhancing applications that foster seamless operations.

Source: Adobe Stock

We also have Dropbox and Adobe Creative Cloud coming in handy for cloud-based storage and creative applications. Other notable SaaS tools encompass sales and marketing tools such as HubSpot, Marketo, and Close. For excellent customer service, businesses can leverage tools like Intercom, Zendesk, and Freshdesk.

For seamless internal management, options like Trello, Asana, Notion, and Google Suite are available, while developers can utilize tools like Atlassian, GitHub, and Docker. Robust communication tools like MailChimp and SurveyMonkey enhance business-client communication. Evidently, the SaaS industry is diverse and rich, boasting solutions that can streamline any business, regardless of its niche or size.

Source: Adobe Stock

What is SaaS management?

SaaS management, also termed as "software asset management", is the practice of meticulously governing and controlling the use, performance, and distribution of cloud-based software services. This process involves the comprehensive monitoring, management, and orchestration of myriad SaaS applications within a company's ecosystem. The objective is to ensure compliance and optimal utilization of resources while simultaneously safeguarding against potential risks and data breaches.

Among its many facets are maintaining service availability, executing data management, facilitating user support and, importantly, ensuring rigorous security measures are in place. It aims at minimizing risks associated with redundant applications, unjustified expenditure and potential security threats, thus improving efficiency and effectiveness.

The rampant growth of SaaS applications in business operations has made SaaS management even more essential for businesses. An effective and efficient SaaS management strategy is of pivotal importance in ensuring and enhancing productivity, while also ensuring cost-effectiveness.

Source: Adobe Stock

Given the burgeoning number of quality SaaS applications and the ease of signing up recurring billing software and for these services, businesses often grapple with overseeing the gamut of tools they use. Services like Admina, Zylo, BetterCloud, and Blissfully make it convenient for businesses to manage their software assets effectively. In fact, career opportunities like SaaS Operations (SaaSOps) are now emerging in this growing field.

Components of SaaS management

The management of Software as a Service (SaaS) hinges on key components for effective delivery over a network. It begins with good subscription management software, which keeps tracks of user access and costs. A comprehensive list of all software and cloud services is essential as roles and personnel might change - don't get caught out with monthly charges for a service no one in your company uses.

Source: Adobe Stock

Included in the perfect subscription management softwares are licenses, requiring understanding of the details of your agreement. Are you paying for individual user licenses or is pricing based on a user tier? Acknowledge when your licenses are up for renewal and establish whether they auto-renew or not. Consideration should also be given to variations of the product including free, premium, or ones that offer add-on features.

Another facet of SaaS management is security. It's tasked with safeguarding data and upholding privacy. Even issues such as performance management matter as they assure the software operates quickly and efficiently. Integration of the software within other systems is essential, as is compliance management, which ensures the software meets all legal standards.

The relationship with vendors is another major part of SaaS management. With countless SaaS vendors, deciding whether combining services might save costs and reduce confusion or whether switching to different free services could replace a costly subscription is crucial. Regularly updated knowledge on vendors and new service providers is recommended. Lastly, support and service provide necessary assistance to users. Making all these components work in harmony results in the smooth functioning and success of SaaS management.

Challenges in SaaS subscription management

Regulatory Compliance: As software use becomes more ubiquitous, regulatory guidelines have also evolved in parallel. These regulatory standards govern proper and legal software utilization, and breaches may have legal implications. This makes compliance a high-priority, yet challenging, aspect of managing software subscriptions.

Source: Adobe Stock

Streamlining Process: Automation assists in decreasing potential human errors during the management process. With limited automation in software subscription management, the likelihood of overlooking a process, committing errors, and losing finances is high.

Subscription Fraud: Cybersecurity isn't just about warding off attacks; it's also about mitigating the risk of subscription fraud. As the number of SaaS applications increases, so does the potential for fraudulent practices. Subsequently, establishing secure and payment gateway options along with maintaining customer trust are regular battles in this domain.

Source: Adobe Stock

Monitoring and Tracking: Capturing every detail of the large number of ever-growing subscriptions can be a daunting task. Complex tracking can exacerbate inefficiencies and unwanted omissions, causing hindrances in management efficacy of SaaS subscriptions.

In brief, overseeing SaaS subscriptions is a tough, multifaceted job. From recurring billing workflow dealing with complex tracking systems, prioritizing security, adhering to regulatory compliance, ensuring a seamless process, to fighting fraud and ensuring customer loyalty, the multitude of challenges can make this a daunting affair for businesses.

Source: Adobe Stock

Steps to improve your SaaS subscription management

Optimizing your SaaS (Software as a Service) management strategy involves a systematic approach. Begin by examining your current subscriptions to comprehend their usage and necessity. Automate repeat payments to avert interruptions in service. Secondly, maintain open and transparent communication with subscribers, providing regular updates or attractive deals to retain their interest. Thirdly, consistently audit performance analytics to decipher tactics that are most successful for consumer retention and growth, making suitable adjustments as needed. Conclude by incorporating a subscription management system, facilitating the tracking of subscribers, payments, and other pertinent subscription data thereby streamlining the supervising process. Always bear in mind, potent communication, consistent analysis, and judicious use of technology considerably enhance your SaaS subscription management.

Source: Unsplash

1. Effortless Payment Management:

Avoid the pitfall of automated credit card payments for your SaaS subscriptions. Erroneous auto-payments and renewals of virtual cards, particularly for underutilized services, can lead to enormous financial loss.

2. Vendor Management:

Make a comprehensive list of all subscriptions and vendors; track the offerings of each service, along with its usage within your organization. Avoid paying for underused services and review the need to renew or replace as the renewal date approaches, allowing ample time to migrate to another service.

3. ROI Calculation:

Gather usage and cost data of your services to assess return on investment. Eliminate expensive, underperforming programs and invest in software yielding high productivity returns.

4. Enhance Security:

Choose software services with robust security features including user tracking. Restrict SaaS access to critical employees and frequently monitor for potential weaknesses.

5. Streamlined Onboarding & Offboarding:

Automate the onboarding process with clear instructions and tutorials to reduce mistakes and delays. During offboarding, maintain a detailed list of services an employee had access to, in order to swiftly and securely remove access. Develop a workflow for rapid offboarding without any chaos or delay.

Source: Adobe Stock

Subscription management systems

Subscription management systems are digitally designed platforms that are pivotal in managing and automating tasks linked with a subscriber's lifecycle management. They are integral in assisting businesses to effectively handle recurring billing cycles and manage subscriber data. Through these systems, businesses can streamline sign-ups and cancellation procedures, as well as improve on data analysis and reporting. Businesses are therefore equipped with essential tools that not only enable them to enhance customer relationship management but also optimize their revenues.

Source: Adobe Stock

This shift towards digitally managed subscription models is driven by evolving global consumption patterns. These systems have proven to be valuable assets for businesses, as they ensure a seamless user experience for customers, leading to higher customer satisfaction and loyalty.

There are several online platforms available for subscription management. For instance, Zylo aids in managing all SaaS subscriptions for businesses and eliminates redundancies, while BetterCloud manages SaaS assets. Blissfully offers record-keeping, automations, and collaboration between your selected software platforms. Truebill pulls bank account information and aggregates recurring subscription payments into a simple, manageable dashboard. Other platforms like Bobby and Track My Subs allow you to manually enter and manage your subscriptions respectively. Subscro uses visuals for efficient subscription management and Trim highlights areas of overspending or overcharging across various categories.


In conclusion, SaaS subscriptions have become essential and ubiquitous in today's business operations. Proper management and oversight of these subscriptions are crucial in maximizing investments and reducing complexities. This guide provides you a compass for navigating the ever-changing landscape of SaaS subscription models, offering expert insights, practical tools, and successful practices. Ultimately, it equips you with valuable knowledge and skills to handle and optimize your organization's SaaS portfolio effectively, no matter your role or business size. Therefore, it's a must-read for anyone seeking to understand and master the intricacies of managing and overseeing SaaS subscriptions.

Topics & Questions

What does a subscription services manager do?

The role of a Subscription Services Manager, a key professional within a company, centers on the administration and management of products or services provided continually to a company's returning clientele. This poignant role involves not only overseeing subscription models but also ensuring smooth operation and achieving customer satisfaction, thus playing a significant part in fulfilling the company’s obligations.

The scope of tasks typically engages in diverse areas, from effectively supervising customer sign-ups and subscription renewals to managing billing procedures and cultivating robust pricing strategies. They are also responsible for addressing and promptly resolving any issues raised by customers.

With a comprehensive understanding of their role, Subscription Services Managers meticulously probe and evaluate subscription-related data. This process enables them to discern distinctive patterns or trends, which significantly helps in formulating strategic plans meant for business expansion and growth.

One of their primary objectives is to nourish enduring relationships with subscribers, focusing on retaining them for the long term. It is their persistent pursuit for customer contentment that marks them as vital players for the company.

In conclusion, a Subscription Services Manager acts as the crux of business operations, promoting recurring revenue generation, ensuring service consistency, and enhancing overall customer experience. Thus, their role exhibits profound implications for a company's financial health and relationship with its loyal clientele.

Is subscription considered SaaS?

In the context of the techno savvy ecosystem we live in, a subscription is commonly related to Software as a Service (SaaS). This is a dominant distribution model in which users opt for a subscription billing model to gain access to software stationed remotely, substituting the traditional outright purchase model. This new model introduces a sustainable income stream for providers, at the same time extending to customers the advantage of reduced initial costs.

Further reinforcing this new trend, the onus of updates, ongoing maintenance, and security of these softwares is handled by the providers, fostering an environment of convenience and assurance to the customers. SaaS also paves way for better scalability. Adjusting the service level, either by augmenting or diminishing it as per the contingencies, becomes an uncomplicated task for the users.

The subscription model in SaaS, thus, encapsulates a balance of flexibility, economical feasibility, and efficiency. These advantageous attributes make SaaS subscriptions a widely accepted choice in the contemporary milieu of the digital age, providing consumers unparalleled flexibility in managing their digital needs and software interactions, ultimately enhancing the entire user experience.

What does SaaS stand for?

Software as a Service, commonly known as SaaS, is a prominent branch of cloud computing that offers a new avenue for using software applications. Operating under this model, an end-user is not required to download the software onto their desktop or business network. Instead, SaaS facilitates access to applications via an internet browser, eliminating the need for continuous software updates and maintenance.

This service can host varied applications, from office software solutions to unified communications, encompassing a broad array of business applications available on-demand. Given its streamlined operational model, SaaS is notably being adopted by businesses across the globe. Its ease of access, combined with a lower initial cost compared to traditional software deployment, makes it attractive to businesses hoping to optimize their resources.

SaaS, together with Infrastructure as a Service (IaaS) and Platform as a Service (PaaS), make up the three primary categories of cloud computing. Each category corresponds to a unique aspect of computing: SaaS for applications, IaaS for hardware like storage or networks, and PaaS for the platform or operating system. In essence, SaaS offers a unique method of delivering software applications, shaping a future where services are more flexible, more accessible, and easier to use over the internet.

Is SaaS a license or subscription?

Software as a Service (SaaS) is a model that operates fundamentally on the premise of a subscription rather than the conventional licensing model. Unlike the traditional licensing model that necessitates a single, upfront purchase, a SaaS model leans towards a more flexible approach. Users subscribe for access to the software, usually cloud-based, and are charged a recurrent fee. This fee isn't just for the use of the software alone, it often encompasses access to continual, automated updates as well as dedicated support services.

In contrast, the conventional software licensing model, where a customer makes a one-time purchase, implies that the customer possesses the software product and is, thus, entrusted with the duties of installation, maintenance, and upgrades when necessary. Essentially, while the SaaS model offers users access to the software's functionality, the licensing model provides users with a owned copy of the software. Consequently, the subscription model central to SaaS offers a more serene, less tasking approach to the use of software, a stark contrast to the more hands-on requirements of the traditional licensing model.

How does an IT manager manage SaaS applications?

An Information Technology (IT) manager plays a critical role in managing Software as a Service (SaaS) applications by undertaking regular surveillance and performing necessary security maintenance tasks. The penetration of these preventive measures extends to user access controls, which they supervise meticulously to permit only authorized individuals to use the applications. To stave off latent security vulnerabilities, the IT manager schedules regular system enhancements and installations of patches.

Their responsibility also extends to building a rapport with the SaaS vendor, a relationship instrumental for troubleshooting needs, receiving system updates, and making scalability adjustments as required. Such an interaction ensures that the application's operation is at its prime. Contingency plans encompassing data backup and recovery are also under their wing, establishing a safety net for business continuity if system failure occurs.

In addition, they delve into the analysis of application usage data, thereby fostering comprehension of the value the application brings to the table. Therefore, as a result of this diligent management and tactical approach, an IT manager can assure secure, fluid, and effective operations of SaaS applications. Thus, their role in safeguarding the application's integrity and continuity is pivotal.

Is software subscription the same as SaaS?

The concepts of software subscription and Software as a Service (SaaS) commonly get muddled, notwithstanding the fact that they represent two separate structures within the realm of software utilization. To understand their distinctions, it's essential to grasp their individual definitions.

A software subscription is a usage blueprint which charges customers a recurring fee for the privilege of accessing specific software for a defined time span. Customers essentially pay for the use of the software, almost in a leasing-like scenario.

SaaS, on the contrary, combines software accessibility with an added layer of services. Not only does the SaaS model grant customers access to the software, but it also lays out a foundation of managed services, including the management of infrastructure, maintenance, and security - all remotely conducted over the cloud.

As such, one could accurately identify SaaS as a derivative of the software subscription model, as it encapsulates all key features of the latter while offering more encompassing services. The transformational nature of SaaS sheds light on its prevalent demand, particularly within businesses that are looking for an efficient outlet to use and manage software at the click of a button.

Which database is best for SaaS applications?

Choosing the right database for a Software as a Service (SaaS) application can be a tricky task, largely depending on the specific requirements of your particular business. Out of the various available options, PostgreSQL stands out as a distinct and often superior choice due to its combination of flexibility, robustness, and diverse capabilities.

A key strength of PostgreSQL lies in its harmonious integration with most programming languages, leading to seamless operations. This advantage is further bolstered by PostgreSQL's support for both relational and non-relational query types, thereby accommodating an extensive range of use-cases. Moreover, PostgreSQL shines in its strong performance and scalability, making it an excellent choice, particularly for business applications that anticipate growing in scale and complexity over time.

Another defining characteristic of PostgreSQL is its strict adherence to Structured Query Language (SQL) standards. This ensures consistency and contributes to its overall reliability as a database platform. In addition, PostgreSQL takes security seriously, offering robust defenses such as encryption, and authentication protocols. These measures offer an additional layer of protection, safeguarding your SaaS applications and sensitive business data from malicious attacks.

Therefore, while each business situation necessitates a tailored assessment when deciding on a database, the versatile and dependable features of PostgreSQL make it an outstanding contender to consider in most contexts.

Steps to Empower Your IT Team for Corporate Growth

Explore Insightful Resources
Access a wealth of documents and articles covering diverse IT management subjects. Gain clear insights into the latest IT management trends and receive practical guidance to propel your team forward.

Amplify Knowledge Sharing
If you find our resources beneficial, consider amplifying their impact. Share these informative articles across your social networks - Twitter, Facebook, or LinkedIn. Together, let’s foster a community of empowered IT leaders driving corporate growth.

Discover Admina’s Impact
Ready to take your IT team’s growth to the next level? Discover how Admina’s cutting-edge solutions can optimize your SaaS management, enhance security, and streamline processes. Explore Admina today and unlock new dimensions of success for your IT endeavors.

Explore more