CASE STUDIES

Mavenlink masters SaaS vendor management and visibility

Mavenlink is an enterprise-class SaaS platform that transforms the way professional and marketing services businesses work. Internally, the 300-person company runs entirely on SaaS applications, which makes issues like vendor management and visibility challenging for the small IT team. After implementing SaaS management, the company experienced major efficiency gains, which they expect to translate into tens of thousands of dollars in savings on SaaS apps over time.

  • Before SaaS management, tracking down SaaS invoices across teams was a manual process for finance.
  • IT had little visibility into each team’s app purchases. Now, the Mavenlink team knows exactly which apps are being used across departments, and can successfully anticipate each individual team’s needs.
  • The IT team uses SaaS management to negotiate better deals at renewal time, and expects the tool to save them tens of thousands of dollars on SaaS over time

Vendr | SaaS Management | Mavenlink

The major benefits of SaaS management

Before using SaaS management, Leo and the finance team spent a lot of time trying to wrangle various employees to determine which apps were in place, and when contracts were expected to renew. At best, the visibility into SaaS applications was cloudy.

 

With SaaS management in the arsenal, it’s now possible to:

Automate SaaS vendor management within a single system of record

Gain leverage and negotiation power during contract renewals

Make it easier to onboard and offboard employees for compliance purposes

The major benefits of SaaS management
mavenlink-leo-vukmanovich
With SaaS management, we know six months in advance when a contract is coming up for renewal, and have some leverage in the negotiation process. We have power and control over our renewals, which will save us tens of thousands of dollars on SaaS costs over time.

Leo Vukmanovich

Senior IT Lead

With SaaS management, we know six months in advance when a contract is coming up for renewal, and have some leverage in the negotiation process. We have power and control over our renewals, which will save us tens of thousands of dollars on SaaS costs over time.
mavenlink-leo-vukmanovich

Leo Vukmanovich

Senior IT Lead

Single-pane SaaS management

In a 300-person company, SaaS can easily sprawl out of control. According to Leo, the global team relies completely on SaaS, and often these apps were purchased and expensed informally by individual team members. By connecting G-Suite and Netsuite to SaaS management, the Mavenlink team was able to discover and track hundreds of SaaS vendors in play across the entire organization.

 

Before SaaS management, when finance needed to understand the status of vendor contracts, they’d contact Leo to track down the contract owner. Often, the contract owner wasn’t aware of his or her billing responsibilities when it came time for renewal. In other words, the process was highly inefficient at best and resulted in quite a bit of wasted time.

 

With SaaS management, both IT and finance gain a single system of record for managing SaaS apps across the company’s global offices. The team gets visibility into the overall budget, and has reduced rogue IT spending. IT can now better understand the priorities of each department, and ensure team members have access to the apps they need to do their jobs.

Single-pane SaaS management

Leverage in negotiating SaaS vendor contracts

Before using SaaS management, vendor contract renewal often caught the Mavenlink team by surprise. “This last-minute scramble puts vendors in a position of power, where there’s not much flexibility on pricing,” said Leo. “With SaaS management, we know six months in advance when a contract is coming up for renewal, and have some leverage in the negotiation process.”

Instead of just letting renewals happen, Leo and team evaluate contracts to determine whether or not they’re getting the best price. If better vendors are available, they’ll open up an RFP to evaluate whether they’re using the right tool for the job. If incumbent vendors want to keep their place in the organization, they may offer up more competitive pricing.

Leverage in negotiating SaaS vendor contracts

Employee lifecycle management and compliance

Finally, Leo and team plan on using this tool for SaaS onboarding and offboarding, by integrating the tool with BambooHR. SaaS management will be used to onboard team members onto an average of six to 12 apps when they’re hired.

 

Similarly, when employees leave, their access will be instantly cut off to prevent security issues. Leo is particularly excited about the SOC 2 compliance features.

 

“As our organization grows, it becomes more difficult to manually track onboarding and offboarding,” said Leo. “Getting a handle on employee lifecycle management from an IT perspective is a critical part of our SOC 2 compliance process to gain trust with our customers and prospects.” Overall, the Mavenlink team views SaaS management as a crucial part of the organization’s IT stack.

 

“SaaS management is a tool that every organization should use to gain efficiency and reduce costs. It’s an important tool for any fast-growing business,” said Leo.

Employee lifecycle management and compliance

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