SaaS Management Tool | Optimize Licenses and Cut Costs | USU

Key capabilities

Near real-time SaaS license analysis

Create fast, reliable reporting for a better decision-making.

SaaS cost allocation

Our SaaS Management tool tracks usage by team or user, links spend to cost centers and enables accurate chargebacks for better budget control and transparency.

Streamline contract management

The USU tool centralizes contracts, tracks renewals and aligns usage with terms. What contract management challenges are you facing? USU can help you overcome these challenges.

Strategic license re-harvesting

Benefit from automated workflows for the reuse of unused licenses.

Get full SaaS visibility at your fingertips with the USU SaaS Management tool, which helps you uncover unknown applications (aka shadow IT) across your company. Even with strict IT policies, SaaS tools can slip through and drive SaaS sprawl. Our discovery software finds them. If an employee signs up via Google or Microsoft SSO, we detect it, even retroactively. Our browser extension tracks all SaaS apps while protecting privacy. We only store URL data directly related to SaaS applications, ensuring compliance with data protection and works council rules. Streamline expense tracking and optimize budget allocation with comprehensive financial data discovery capabilities.

Get one-click optimization suggestions when licenses go unused or are duplicated with USU. Reduce costs, stay compliant and minimize security risks without tedious data exports or analysis. Just open the dashboard, review suggestions and act. With SaaS right-sizing strategies, you optimize contracts and usage to match real needs, maximize efficiency and cut costs—analyzing patterns, negotiating flexible termsand using usage-based pricing. Stay in control and get more value from your SaaS investments.

USU’s AI-powered analytics put you in control—automatically. What insights can you gain with USU's AI-powered analytics? From discovering assets to cutting costs, AI handles heavy lifting. Our tools can help classify SaaS agreements, analyze EULAs, automate invoice entry and forecast needs based on usage. You’ll spot risks faster, boost compliance and reduce manual work. With help from our AI chatbot, you can find answers, eliminate wasteand make smarter decisions in just a few clicks.

USU SaaS Management gives you a clear view of all your accounts and licenses in one easy-to-access platform. Get multi-tenancy support, user access management and a smooth integration into your ITAM or ITSM systems. Easily connect to 400+ SaaS providers like Adobe, Microsoft 365, Miro, Salesforce, SAP BTP, ServiceNow, Veeva Vault and more. We’ve built in all the key tools—and the list keeps growing. Use API access to connect the tool with your custom integrations and unlock even more value.

Dedicated services and optimization support

Integration support

USU supports you with creating new integrations by handling all access information, such as user, password or API key. Additionally, we can assist with reaching out to other related departments to get the required credentials.

SaaS vendor services

Get our vendor support for Microsoft, Salesforce + co. when license metrics change or renewals arrive. We can run a fast one-time analysis of costs, do continuous optimization of savings and reductions.

Expert SaaS support—whenever you need it

Need help with dashboards, data or workflow automation? Our certified SaaS experts are here for you—multilingual support from your trusted USU team.

Frequently Asked Questions

What is shadow IT?

Shadow IT means using software or cloud apps without approval from your IT team. It often happens when employees look for quick fixes to get work done. While it can boost productivity, it also creates security gaps, compliance issues, and hidden costs.

How can USU SaaS Management discover shadow IT?

USU SaaS Management uses three discovery methods:

- Connect SSO provider to synchronize all tools used (e.g., Microsoft SSO, Google SSO, Okta SSO)
- Browser Plugin Tracking (anonymous usage reports)
- Payment System Integration (e.g., credit card and AP system scans)

These approaches help reveal unsanctioned tools, even those created accidentally by employees using their corporate credentials.

What does SaaS sprawl mean and why does SaaS sprawl harm IT budgets?

SaaS sprawl happens when too many software subscriptions spread across departments. This often leads to duplicate tools, wasted licenses, and overspending. Managing SaaS sprawl helps you cut waste, simplify renewals, and make smarter budget decisions.

How can a SaaS management tool tackle security issues?

A SaaS management tool boosts security by giving you complete visibility into every cloud app your teams use. It detects unauthorized tools, monitors user access, and enforces compliance standards. With automated tracking and access management, USU SaaS Management helps you close security gaps, reduce data exposure, and protect sensitive company information—keeping your SaaS environment safe, compliant, and under control.

What are the key benefits of a SaaS management tool?

Managing SaaS manually can be time-consuming and costly. The USU SaaS Management Tool automates onboarding and offboarding, identifies unused licenses and ensures you only pay for what you really need—saving you time, money and hassle.

How does USU SaaS Management help with onboarding and offboarding users efficiently?

USU SaaS Management allows you to manage user access across applications via groups, which can be synced with Microsoft ID. Adding a user to a group automatically assigns the right tools and removing them revokes all access. This ensures faster onboarding and secures offboarding.

How can USU SaaS Management be used to optimizing subscriptions or controlling spending?

Unused or redundant SaaS subscriptions are typically uncovered through usage analytics, user activity tracking, and integration with systems like Microsoft Entra ID or HR databases. SaaSmetrix automatically flags inactive users, overlapping licenses (e.g., Photoshop + Adobe All Apps), and accounts tied to former employees. Rightsizing makes sure you are licensing or subscribing to meet your true needs.

What kind of cost savings can we expect from using USU SaaS Management?

Savings vary, but customers have seen the following savings:

Adobe: 15–20% from eliminating redundant licenses
Salesforce: 10–30% from optimizing partner and inactive licenses
Microsoft: 5–20% by identifying and downgrading inactive users

These figures are based on real USU SaaS Management customer outcomes.

Can I trust the results of a third-party SaaS management tool?

Yes, you can trust the results of USU SaaS Management. Our solution delivers accurate insights and full visibility across your SaaS landscape. It detects risks, monitors access, and supports compliance—but no tool removes every threat. True security depends on strong data protection, seamless integration, and a well-managed IT strategy.