Master SaaS Costs
The Context
Sophie is the Chief Financial Officer at MediaPlus, an agency of 60 people. While preparing the annual budget, she realizes that SaaS subscriptions have skyrocketed by 40% in one year. She wants to know exactly how much each tool costs, who uses it, and where savings can be made.
The Problem Without SmartLink
- SaaS invoices are spread across several departments and credit cards
- No one knows how many licenses are actually being used
- Former employees still have active (and billed) accounts
- Each team manager subscribes to tools without overall visibility
Result: thousands of euros spent every month on unused or redundant licenses.
With SmartLink
Step 1 — Centralize Information
Sophie accesses the cost dashboard in SmartLink. All referenced applications are listed there with their cost per license and the number of assigned users.
Step 2 — Identify Savings
The dashboard reveals that:
- 8 Figma licenses are assigned, but only 3 people use it regularly
- 2 different videoconferencing tools are used for the same need
- 4 accounts are still active for employees who have left the company
Step 3 — Take Action
Sophie deactivates unused accounts, reduces the number of Figma licenses, and consolidates videoconferencing tools into a single solution. All in just a few clicks from SmartLink.
Step 4 — Monitor Over Time
Each month, Sophie checks the dashboard to track cost evolution and ensure no overspending occurs again.
What Changes
| Without SmartLink | With SmartLink |
|---|---|
| Scattered and opaque invoices | Centralized view of costs by application |
| Undetected ghost licenses | Identification of unused licenses |
| Approximate SaaS budget | Accurate and historical expense tracking |
| No possible optimization | Concrete savings recommendations |
Features Used
- 💰 Cost Management — Tracking and estimating SaaS expenses
- 📊 Dashboard — Overview of users and applications
- 📋 License Management — Tracking licenses by application