[2025 Update] Automation SaaS Updates: Automate Your Stack — No More Spreadsheets

Revolutionize Your SaaS Management: Ditching Spreadsheets for Smart Automation and Operational Efficiency

Running a tech company means juggling a bunch of SaaS tools. The SaaS model has driven the rapid growth and adoption of cloud applications across organizations, making it common for mid-sized companies to use on average 212 software tools. Even smaller companies often use dozens and dozens of different apps. But how do you keep track of them all? Some rely on clunky spreadsheets or Notion pages, but manual processes like spreadsheet management are inefficient and prone to error. There’s a better way to finally get visibility on your software stack and automate the management of all the apps. In this post, we’ll explore why automated solutions like the Corma tool beats manual tracking and how we can supercharge your software licence and access management. For that, different departments between IT, Operations, Finance and maybe even HR need to work together. Integrating with project management tools is crucial, as automation supports project management by creating a cohesive ecosystem, improving collaboration, and supporting project delivery efficiency across departments.

The Spreadsheet Struggles:

Using spreadsheets to track your SaaS stack might work at first, but as your company and tool collection grows, so do the headaches. Here’s why spreadsheets fall short:

• Oops! Human Error: Mistakes happen when you’re manually inputting data, leading to misinformation and bad decisions. Manual processes also increase the risk of security risks and data breaches due to inaccurate or outdated information.
• Communication Chaos: Every tried to plan a trip with more than 3 people? Good luck maintaining a spreadsheet with lots of people across departments. You have been warned! Poor integration can also lead to data silos, making collaboration and data access more difficult.
• Time Sink: Updating spreadsheets steals precious time from your team, distracting them from important work. Spreadsheets force teams to spend time on repetitive tasks and routine tasks instead of higher-value work. And let’s face it, it is an incredibly boring and repetitive job. Whoever is doing it at your company, invite them for lunch and bring flowers to thank them for keeping up with this thankless task - or better, get an automated solution!
• Stuck in the Past: Spreadsheets can’t keep up with real-time changes in licenses, subscriptions, user access, and actual usage. Give it a month and your sheet will have little to do with reality.
• Reporting Woes: Generating meaningful reports from spreadsheets is a pain, making it tough to optimize your SaaS stack.

Example

One of our clients used spreadsheets for years to track the company’s SaaS stack. But as the company grew it was difficult to stay ahead of the fast changes, highlighting the need for a comprehensive assessment to understand the full scope of their SaaS environment. He resorted to the “pray and hope” method, turning a blind eye to his SaaS stack. It eventually caught up to him and the recurring charges were a large cause of concern. We identified almost double the amount of services he assumed his company used and was able to relieve this massive headache in just a few weeks. By analyzing usage patterns, we identified redundancies and optimized resource allocation across the SaaS stack. In total we have discovered 185 software apps for a company of just 250 people. Automation not only streamlined management but also significantly improved cost management for the client. Imagine managing that number of apps per hand!

The Magic of Automation: Eliminating Repetitive Tasks

Automated solutions swoop in to save literal days, revolutionizing your SaaS stack management like superheroes:

• Centralized Bliss: Say goodbye to scattered info. Automation creates a single source of truth for all your tools, from descriptions to costs and existing similar tools.
• Real-time Updates: With automation, your data stays fresh, capturing every license change, subscription update, and usage per tool in real-time.
• Efficiency! Ditching manual entry frees up your team’s time, so they can focus on what they do best. Automation empowers teams to focus on more strategic initiatives and enhances productivity by reducing time spent on routine tasks.
• Smooth Workflows: Automation tools enable streamlined workflows and automated workflows by identifying all your tools, automating repetitive tasks and routine tasks, reducing manual steps, eliminating redundant services, and boosting collaboration across the board.
• Supercharged Insights: Advanced reporting and analytics give you the power to optimize tool usage, trim operational costs, and spot overlaps or redundancies. The key benefits of automation efficiency, process automation, and streamlining processes include reducing operational costs and enhancing operational efficiency.
• No human error: the hard truth is that computers outperform as at many tasks. For this one we should not feel bad about it and rather enjoy the better results (and newly won the free time!)

Predictive Analytics: Unlocking Proactive SaaS Management

Imagine if your SaaS stack could predict what’s coming next—before you even know you need it. That’s the power of predictive analytics in modern SaaS management. By harnessing advanced analytics and machine learning, SaaS companies can move from reactive to proactive, enabling businesses to streamline operations and boost operational efficiency like never before.

Must-Have Features for Automation: Seamless Integration

When picking an automated solution, start by evaluating the essential features and key features that will best support your organization. Keep an eye out for these game-changing features:

• Tailor-Made Flexibility: Look for customization options that fit your unique needs, from user roles to data fields, and prioritize intuitive interfaces and user-friendly interfaces for ease of use and streamlined onboarding.
• Built to Scale: As your SaaS stack grows, you need a solution that can handle it without breaking a sweat.
• Safety First: Prioritize solutions that prioritize security, privacy, and compliance with regulations to keep your data safe. Multi factor authentication and robust reporting features are also critical for maintaining compliance and tracking audit trails.
• Integration Capabilities: Ensure the solution offers seamless integration with existing systems and popular tools (such as CRM, project management, and analytics platforms). This supports smooth data flow, centralized management, and aligns with your business requirements for digital transformation and operational efficiency.

User training is also essential to maximize the effectiveness of your automation solution, ensuring your team is engaged and able to utilize all features for the best ROI.

‍

There are many solutions out there that cover part of the topics well and can help you get a long way on that topic. Corma was build as a comprehensive solution for all your needs to automate your licence management in 2024. Corma is here to automate and help you cut cost around software.

‍