SaaS has revolutionised the way businesses operate – but with flexibility comes complexity. As organisations adopt more tools across teams and departments, managing the sheer volume of software subscriptions becomes a challenge. Without clear oversight, it’s all too easy for spending to spiral, renewals to slip through the cracks and underused apps to drain budgets.
That’s where SaaS subscription management software comes in. These tools give finance, IT and procurement teams a single source of truth, helping you track spend, usage, renewals and risk across your entire software stack. Whether you’re scaling fast or tightening budgets, bringing visibility and control to your SaaS subscriptions is no longer a nice-to-have: it’s essential.
We’ll explore what SaaS subscription management software is and introduce you to 9 tools here to help you manage SaaS subscriptions in 2025.
Key takeaways:
- Spreadsheets won’t cut it anymore. Modern SaaS stacks are too complex for manual tracking. It’s time to ditch the guesswork and get total visibility into what you’re paying for – and what’s actually being used.
- Automation is where it’s at. From renewal alerts to usage tracking and approvals, automation eliminates surprises and saves hours. The right tools do the heavy lifting for you.
- Real-time data means real-time decisions. When spending insights are instant, so are your reactions. No more chasing receipts or missing budget leaks; just smarter, faster financial control.
- Not every tool does everything. Whether you need to cut waste, manage vendors or stay compliant, choose a platform that fits your workflow – and scales with your business.
What is SaaS subscription management software?
SaaS subscription management software refers to digital tools that help businesses keep track of the software they’re paying for – from recurring licenses and renewals to usage, spend and compliance. They’re all about bringing order to what can otherwise be a chaotic web of auto-renewals, unused logins and scattered payments.
In the past, managing SaaS tools meant spreadsheets, shared inboxes and a fair bit of guesswork. How many tools was each team subscribed to? How much was being spent – and was anyone even using the software? Teams often had no idea. Renewals slipped through the cracks, duplicate tools piled up and costs quietly ballooned.
Today, however, SaaS subscription management has matured – and so have the tools built to support it.
Modern subscription management tools gather all your subscription info in one place, send out automatic renewal reminders, highlight apps you're not really using and give finance, IT and procurement the visibility they need to get a handle on things.
These tools do more than just organise your operations. They help you spot shadow IT, keep an eye on your vendors and make sure you're using software efficiently. That way, your team can cut down on waste, stay compliant and make smarter tech investments.
From spend management solutions that track recurring software expenses to platforms that map your full SaaS stack, monitor usage and manage vendor risk, there’s an entire ecosystem of tools designed to make subscription oversight simpler – and far more strategic.
Still wrangling your SaaS stack with spreadsheets and last-minute reminders? It might be time to bring a little clarity to your cloud.
SaaS subscription tracking and management software
You can think of SaaS subscription tracking and management software as your command centre for all things SaaS. They help you see every subscription your business is paying for, who’s using what and when renewals are coming up. No more forgotten tools or surprise auto-renewals – just full visibility and control.
Zluri
Zluri helps IT and finance teams get a grip on sprawling SaaS ecosystems. With automated discovery, renewal calendar alerts, usage analytics and cost optimisation features, it makes it easy to see who’s using what – and whether it’s worth the spend.
No more forgotten tools or surprise renewals; Zluri keeps your stack lean and your budget tight.
Zluri pros:
- Customer support
- Ease of use
- Features
- Time-saving
- Onboarding
Source: G2
Torii
Torii gives businesses a clear, centralised view of every SaaS app in use – including the ones you didn’t know about.
The tool’s automation-first approach handles everything from onboarding to offboarding, surfacing usage data and eliminating redundancies. It's a powerful tool for keeping shadow IT in check and software spend under control.
Torii pros:
- Ease of use
- Application integration
- Automation
- Offboarding process
- SaaS Management
Source: G2
Spend management platforms
If left unchecked, SaaS subscriptions can quietly drain your budget. Spend management platforms put you back in control, giving you real-time visibility into recurring software costs, who’s approving what and how every penny is spent. It’s the easiest way to stop waste before it starts and make smarter, faster spending decisions.
Pleo
With more than 1,480 five star reviews, Pleo is Europe’s most loved and trusted spend management platform.
With Pleo, you can track and manage spending in one centralised place – whether it’s recurring subscriptions, team travel, supplier invoices or everyday business costs. And with smart automation and intuitive tools, you can monitor budgets, enforce policies and approve expenses as they happen rather than weeks later.
Turn spend data into actionable insights with powerful analytics, automated workflows and seamless categorisation. Spend less time chasing receipts – and more time making strategic, data-driven decisions.
Pleo pros:
- Ease of use
- Seamless integrations
- Easy upload
- Expense management
- Simplicity
Source: G2
Still not sold? Check out this glowing review from Financial Controller William B.:
“As far as expense software goes, [Pleo] is easy to use both from a finance perspective but also for a non-financial individual. It is user-friendly and the steps to record and to upload your receipts are straightforward. It simplifies the whole process.”
Vendor management systems
SaaS tools are vendors, too – and they deserve the same due diligence. Vendor management systems help streamline vendor onboarding, track contracts and monitor performance. That means fewer risks, cleaner compliance and smarter relationships with your software providers.
Vendr
Vendr takes the friction out of buying and renewing SaaS. Acting as a procurement partner, it manages negotiations and renewals on your behalf, using pricing benchmarks and expert insights to secure the best deals.
If you’re drowning in vendor contracts and ballooning software costs, Vendr is here to bring structure, savings and sanity to your business.
Vendr pros:
- Automation
- Vendor management
- Procurement efficiency
- Time-saving
Source: G2
Gatekeeper
Gatekeeper is a robust vendor and contract lifecycle management platform that helps you take control of supplier relationships.
The platform centralises all your contracts, automates key workflows like renewals and compliance checks and gives you a clear view of risk and performance. It’s a great solution for finance, legal and procurement teams who want smarter vendor oversight.
Gatekeeper pros:
- Ease of use
- Customer support
- Customisation
- Implementation ease
Source: G2
IT asset management and software asset management
IT asset management (ITAM) and software asset management (SAM) tools go beyond spend: they track every licence, login and installation across your tech stack. ITAM/SAM solutions ensure you’re not overpaying your unused seats, staying compliant with licensing requirements and keeping software sprawl in check.
ServiceNow ITAM
ServiceNow ITAM offers enterprise-grade visibility into every tech asset you own – hardware, software, cloud and beyond. It automates the full asset lifecycle, from procurement to retirement, whilst helping you stay compliant with licensing and reduce unused inventory.
In short, it’s a heavyweight solution for organisations that need serious IT oversight.
ServiceNow ITAM pros:
- Asset management
- Ease of use
- Integrations
- Tracking
- Implementation ease
Source: G2
Najar
Najar brings AI-powered intelligence to IT and software asset management. It helps organisations map out their entire SaaS and IT landscape, track usage and identify cost-saving opportunities in real time.
With a strong focus on automation and anomaly detection, Najar is ideal for finance and IT teams looking to eliminate waste and get proactive about spend and security.
Najar pros:
- Customer support
- Negotiation services
- Ease of use
- Communication
Source: G2
Compliance and risk monitoring tools
Every SaaS tool brings potential security and data privacy risks. Compliance platforms help you vet tools for GDPR, SOC2 and other regulatory standards, giving you peace of mind that your software stack is both safe and audit-ready.
Vanta
Vanta is built to make security and compliance easy – especially for fast-moving SaaS companies. It automates the path to certifications like SOC 2, ISO 27001 and GDPR whilst continuously monitoring your systems to flag issues before auditors do.
It's the go-to solution for startups and scale-ups that want to move fast without sacrificing trust.
Vanta pros:
- Ease of use
- Compliance
- Integrations
- Time-saving
- Automation
Source: G2
OneTrust
OneTrust offers a comprehensive platform for managing privacy, security and third-party risk. Whether you’re tracking vendor compliance, managing cookie consent or aligning with global regulations, it gives you the tools to stay compliant and accountable.
Trusted by enterprises and growing businesses alike, it’s a staple for organisations navigating the complex world of digital trust.
OneTrust pros:
- Ease of use
- Compliance management
- Customer support
- Data protection
Source: G2
What to look for in SaaS subscription management software tool
The tools listed above cover different aspects of SaaS subscription oversight, from contract tracking and vendor management to usage monitoring and risk reduction.
Of course, not every tool is the right fit for your business – but when it comes to managing your SaaS stack, certain features are always good to look into. Here are some key elements worth prioritising:
- Ease of use: Managing software subscriptions shouldn’t make things more complicated. Look for tools that offer a clean, intuitive interface that makes it easy to see what’s in use, what’s being spent and where action is needed.
- Real-time visibility into spend: With SaaS costs adding up fast, real-time insights are essential. For example, platforms like Pleo let you track recurring software payments as they happen so you’re not blindsided by auto-renewals or duplicate tools hiding in your budget.
- Smart renewal and tracking alerts: A good tool keeps you ahead of renewals, not chasing them. Look for automatic reminders, contract timelines and in-app alerts that flag upcoming renewals and let you cancel or renegotiate in time.
- Usage insights and optimisation: Knowing what you’re paying for is one thing – knowing if people are actually using it is another. Tools that track app usage across teams help you identify underused or redundant software and cut waste without guesswork.
- Automated workflows and approvals: The best tools streamline admin. Look for platforms that integrate approvals for new software purchases, vendor onboarding or license expansions into existing finance or IT workflows.
- Centralised subscription and vendor data: A single source of truth is critical. Choose tools that consolidate all your SaaS contracts, costs, users and renewal dates in one place, helping you reduce shadow IT and stay compliant.
- Good value for money: Whether it’s a dedicated SaaS management tool or a broader platform, make sure the features and time savings justify the cost. Look at automation, reporting and scalability as part of the total value.
In the end, the right SaaS subscription management tool should help you cut waste, boost visibility and bring clarity to your tech stack – all whilst making life easier for the teams who manage it.
Final thoughts
As your SaaS stack grows, so does the risk of waste, duplication and lost visibility. But with the right tools, subscription management doesn’t have to be a headache. Whether you're a finance lead chasing cost-efficiency or an IT manager reducing shadow IT, modern platforms give you the clarity and control to stay ahead.
By combining real-time spend tracking, renewal alerts, usage data and vendor management in one place, SaaS subscription management software helps businesses cut through the noise – and turn software chaos into software strategy.
