7 Best Tools for SaaS Management to Reduce SaaS Waste in 2025 

SaaS has become the backbone of modern business. From HR to finance, sales to support, there’s a tool for everything. SaaS has become mission-critical for the modern enterprise, powering agility, collaboration, and scale like never before. 

But with great software comes great complexity. 

As teams move fast and stack up new tools, subscriptions multiply, renewals slip through the cracks, and suddenly, you’re paying for tools no one’s using. Then, shadow IT creeps in. When software usage creeps beyond the control of IT or procurement, it creates security risks and blows up budgets. 

That’s where SaaS management platforms come in. These tools help you take back control by tracking usage, eliminating waste, managing renewals, and keeping your stack in check. 

In this blog, we’ll explore 7 of the best SaaS management tools in 2025 to help you reduce waste and regain visibility. Let’s dive in! 

What is SaaS Management? 

SaaS Management is the process of tracking, optimizing, and governing all the software-as-a-service tools your company uses. Think of it as the command center for your tech stack, with dozens or even hundreds of apps running across different departments. In that case, keeping tabs on usage, spend, compliance, and renewals can be overwhelming. 

What is SaaS Waste? 

SaaS waste happens when your company spends money on software that isn’t being used effectively, or at all. As businesses adopt more cloud-based tools, it’s easy for spending to spiral out of control without anyone noticing. 

A department signs up for a tool, a team forgets to cancel a free trial, or someone switches platforms but leaves the old subscription running. Over time, this leads to bloated budgets and zero ROI. 

And it’s not just about the money; unmanaged SaaS comes with risks of security gaps and IT compliance risks. If no one knows who owns a tool, who has access, or when it renews, things do get messy. 

Common Types of SaaS Waste 

• Unused Licenses: Paying for users who never log in. 
• Duplicate Tools: Multiple teams using similar apps that do the same job. 
• Forgotten Renewals: Auto-renewals on tools that no longer serve your business. 
• Shadow IT: Tools purchased without IT’s knowledge or approval. 
• Over-provisioned Plans: Paying for features or seats you don’t need. 

Spotting and eliminating these wastes is key to keeping your SaaS stack lean, efficient, and cost-effective. 

What are SaaS Management Tools 

SaaS management tools are platforms designed to help businesses gain visibility and control over their growing software stack. They don’t just track what tools you’re paying for; they show you how those tools are actually being used. 

These tools also centralize your SaaS data, so instead of chasing down spreadsheets or invoices, you get a clear dashboard view of your entire ecosystem. Whether it’s identifying inactive users, spotting overlapping tools, or managing permissions securely, SaaS management platforms help you move from guesswork to insight. 

Key Features to Look for in SaaS Management Platforms 

Not all SaaS management tools are created equal. When choosing the right platform for your business, it’s important to look beyond just tracking subscriptions. 

The best tools offer a blend of visibility, control, and actionable insights. It should have: 

1. Application Discovery: A good platform should automatically detect all SaaS tools being used across your organization, even those purchased outside of IT. This helps uncover shadow IT and brings everything under one roof. 
2. Usage Analytics: Look for detailed usage data, such as login frequency and active users. This helps identify underutilized tools and optimize license distribution. 
3. Access Management: Role-based access control and the ability to easily provision or deprovision users across tools are essential for both security and cost efficiency. 
4. Renewal & Contract Tracking: Timely alerts for upcoming renewals and contract details help you renegotiate, cancel, or optimize plans before it’s too late. 
5. Spend Insights: Centralized dashboards that show real-time SaaS spend for optimization by department, team, or tool make budget management easier and more transparent. 
6. Integration Capabilities: Ensure the tool integrates with your existing systems like SSO, HRIS, finance, and IT procurement platforms. 

Choosing the right features ensures you get maximum ROI while keeping your SaaS ecosystem clean and efficient. 

7 Best SaaS Management Platforms for 2025 

Here are some of the best SaaS management platforms you can consider adding to your stack: 

1. ZenAdmin 

ZenAdmin is more than just a SaaS management tool. It’s your one-stop command center for everything IT. It gives businesses complete visibility into their entire SaaS ecosystem, helping eliminate waste from duplicate tools, unused licenses, and shadow IT. 

With over 130 integrations, ZenAdmin brings every app under one roof, so you can track usage in real time, streamline app access, and make smarter software decisions. 

But here’s what sets it apart, ZenAdmin doesn’t just manage digital subscriptions, it also helps you track and manage your physical IT assets like laptops, phones, and monitors. 

From employee onboarding to end-of-life hardware retrieval, it’s a double win for IT teams looking for a unified solution. 

Why ZenAdmin is Over Others

• Complete SaaS Visibility: Track real-time app usage, adoption, and redundant tools across teams. 
• Smart Access Requests: Employees can request app access directly via Slack or Teams, no IT tickets needed. 
• Automated Access Reviews: Speed through audits with built-in review workflows and detailed reports. 
• License Optimization: Allocate app licenses based on real-time needs and usage data. 
• Physical Asset Management: Manage both software and hardware in one unified platform. 
• 130+ Integrations: Connect with tools like Google Workspace, Jira, Notion, AWS, Slack, and more. 

ZenAdmin is the smarter, more efficient way to manage your entire IT ecosystem. 

2. Zylo 

Zylo is a powerful SaaSOps platform built to give enterprises full visibility and control over their software ecosystem. It acts as a centralized hub for managing your SaaS inventory, optimizing licenses, and staying ahead of renewals. What sets Zylo apart is its AI-powered insights, which help organizations reduce waste, identify underutilized tools, and maintain strong IT governance.

With Zylo, IT and operations leaders can monitor software spending and application usage in real-time, making budgeting and forecasting far more accurate. The platform helps you establish better procurement workflows, track contract terms, and ensure that every dollar spent on SaaS delivers measurable value.

Key Features of Zylo

• Centralized SaaS Inventory: Get a single dashboard view of all apps in use. 
• AI-Powered Insights: Surface underused licenses and predict renewal costs.
• Renewal Alerts: Get automated reminders before contract deadlines.
• License Optimization: Identify and remove inactive users to reduce waste.
• Security Risk Scores: Prioritize tools based on potential vulnerabilities.
• IT Governance Tools: Build custom workflows for procurement and compliance. 

3. BetterCloud 

BetterCloud is designed to simplify and secure SaaS operations across the entire user and app lifecycle. It’s particularly strong in automation, helping IT teams eliminate routine admin tasks, improve IT compliance, and monitor security vulnerabilities. Whether it’s onboarding new hires, revoking access for leavers, or cleaning up unused licenses, BetterCloud takes the manual work off your plate.

One of its standout features is automated user lifecycle management, which syncs with your HR systems to adjust app access based on employee status. It also includes powerful content scanning capabilities to identify sensitive company data stored across your SaaS apps. 

Key Features of BetterCloud

• Lifecycle Automation: Automate onboarding, offboarding, and role-based access.
• Security Monitoring: Detect risky apps and scan for sensitive data leaks.
• Admin Task Automation: Eliminate repetitive IT workflows across tools.
• Self-Service Portals: Empower employees to manage their own access.
• HRIS Integration: Sync with HR systems to dynamically assign app access.
• ITSM Compatibility: Works with Jira, ServiceNow, and more for ticket resolution. 

4. Zluri 

Zluri is a feature-rich SaaS management platform trusted by large enterprises to manage sprawling software environments. With over 800 integrations and access to 250,000+ apps, Zluri helps IT teams stay in control of their software lifecycle while enforcing security protocols. It’s ideal for organizations juggling high volumes of tools across departments.

Zluri shines in automation and governance. From onboarding and access provisioning to license forecasting, the platform streamlines it all. You can automate employee access changes based on their role, department, or status in the company, significantly reducing manual IT work. 

Key Features of Zluri

• Massive App Directory: Supports 800+ integrations and 250,000+ app records. 
• AI-Powered Cost Forecasting: Predict licensing costs and optimize software budgets.
• Identity Governance: Automate access based on joiners, movers, and leavers.
• No-Code Workflows: Easily automate audits, reviews, and software provisioning.
• Real-Time Visibility: Monitor software usage and access across all teams. 
• Enterprise-Grade Security: Stay compliant with access control and audit trails. 

5. Torii 

Torii is a robust SaaS management platform designed to give businesses total control over their software stack. From discovering applications to monitoring spend and managing licenses, Torii covers every step of the SaaS lifecycle. 

It’s ideal for businesses looking to build a flexible, developer-friendly SaaS infrastructure. Torii’s open API and plugin ecosystem allow teams to deeply integrate it with their existing tech stack, or build custom solutions tailored to internal workflows. Whether you’re a startup scaling fast or an enterprise managing hundreds of apps, Torii helps you do more with less waste. 

Key Features of Torii

• SaaS Discovery: Automatically detect all software apps in use. 
• Spend Monitoring & Budgeting: Track, benchmark, and reduce SaaS costs. 
• Automation Engine: Auto-downgrade, deactivate, or clean up unused licenses. 
• Savings Recommendations: Get proactive suggestions based on usage trends. 
• Open API Access: Build custom integrations and internal plugins.
• Flexible Workflows: Automate user lifecycle and governance across apps. 

6. Productiv 

Productiv is a SaaS intelligence platform focused on real-time analytics, license optimization, and compliance tracking. It helps IT, finance, procurement, and security teams align on software decisions by surfacing actionable insights from app usage data. From renewal forecasting to compliance checks, Productiv ensures every decision is grounded in clear data. 

Its AI-powered insights help reduce costs and minimize risks by flagging tools that are non-compliant or overlapping with existing apps. You’ll also get alerts and recommendations on whether to keep, consolidate, or negotiate software, making it much easier to stay ahead of renewals.

Key Features of Productiv

• Real-Time App Usage Analytics: Track who’s using what and how often. 
• License Optimization Recommendations: Forecast exact license needs. 
• Compliance Checks: Identify apps that meet or fail your security standards. 
• Renewal Intelligence: Get alerts with usage data before renewal periods.
• Cross-Department Visibility: Align IT, finance, and security on software spend. 
• Workflow Automation: Create approval paths and renewal processes. 

7. CoreView 

CoreView is purpose-built for managing Microsoft 365 environments at scale. If your business heavily relies on Microsoft tools, CoreView gives you deep visibility and granular control over everything from user permissions to security alerts. 

With CoreView, you can delegate Microsoft 365 administration by team or region, automate access reviews, and detect security risks in real time. The platform simplifies governance across distributed teams and remote workforces, especially useful for enterprises that need decentralized control with centralized oversight. 

Key Features of CoreView

• Microsoft 365 Optimization: Manage and monitor all Microsoft apps from one place. 
• Delegated Administration: Allow local teams to manage their own user access. 
• Security & Policy Automation: Receive alerts and automate security workflows. 
• Compliance Reporting: Generate audit-ready reports with ease. 
• Self-Service Workflows: Let users handle basic tasks without IT tickets. 
• Remote Team Management: Streamline SaaS governance across branches or geographies. 

Why Businesses Must Implement SaaS Management Platforms 

Implementing a SaaS management platform has a positive ripple effect across departments – from IT to HR to finance. Here’s why you must add it: 

1. Eliminate SaaS Waste and Redundant Spending

Without proper oversight, businesses often end up paying for multiple tools that serve the same function, or worse, licenses that no one uses. SaaS management platforms provide real-time visibility into all SaaS spend across departments, helping companies cut down on duplicate tools, unused subscriptions, and shadow IT. This leads to significant cost savings, especially for growing companies with evolving tech stacks. 

2. Improve App Usage and License Optimization

Buying software is just the beginning. The real value comes from how effectively it’s used. SaaS management tools help track real-time usage, monitor adoption rates, and identify tools that are underutilized. With this insight, companies can make smarter decisions—whether that means downgrading a license, reallocating it to someone else, or replacing the tool altogether. 

3. Strengthen IT Governance and Security

Shadow IT, when employees use unapproved apps without IT’s knowledge, is a growing risk. It exposes businesses to data breaches, compliance issues, and security threats. SaaS management platforms help detect unauthorized tools, enforce app approval workflows, and ensure that access rights are given (and revoked) appropriately. This creates a secure and compliant SaaS environment. 

4. Streamline Employee Onboarding and Offboarding

Provisioning and deprovisioning software access during employee transitions is often a manual and error-prone process. A SaaS management platform automates this, ensuring employees have the tools they need from day one, and lose access when they leave. This reduces the risk of orphaned accounts and speeds up IT operations, especially in remote or hybrid teams. 

5. Enable Data-Driven Decision-Making

Instead of guessing which tools work or relying on team feedback alone, SaaS management platforms give you data. From usage trends to renewal alerts and ROI tracking, they enable finance, IT, and operations teams to align on what tools to keep, upgrade, or retire. This data-driven approach leads to smarter budgeting and more impactful software investments. 

Use ZenAdmin to Manage Your Entire IT Inventory 

As SaaS continues to power every corner of modern business, managing it should no longer be a manual task. Without the right tools in place, software sprawl, shadow IT, and wasted spend can silently eat into your budget and productivity. 

That’s where SaaS management platforms come in, offering the visibility, control, and automation needed to take charge of your software ecosystem. 

Among the tools we’ve explored, ZenAdmin stands out as the most comprehensive solution. Not only does it offer deep insights and control over your SaaS stack, but it also extends that visibility to your entire IT inventory, including hardware, access, and employee workflows. 

It’s the all-in-one platform that gives you double the ROI. You get smart with software spend and streamlined with IT operations.

If you’re ready to stop the waste and simplify your IT stack, book a demo today!