Why Misalignment Costs You

When Finance, IT, and Procurement operate in silos, the cracks start to show. Without alignment, organizations face a surge in inefficiencies—from duplicate tools and unchecked renewals to compliance risks and missed savings. As your company grows, so does the impact—often adding up to hundreds of thousands in avoidable costs.

• Duplicate tools purchased by different teams
  
  
• Auto-renewals without proper reviews
  
  
• Underused or abandoned licenses
  
  
• Lost opportunities to bundle or negotiate better pricing
  
  
• Security and compliance gaps from unmanaged apps
  
  

These issues scale with your organization—and can quickly spiral into hundreds of thousands in unnecessary costs.

What Each Team Needs—and Lacks

Each function plays a critical role in managing SaaS, but without shared data and collaboration, blind spots emerge.

Finance needs budget clarity and ROI tracking. They're responsible for keeping spend predictable and controlled. But without real-time usage data and renewal visibility, they’re stuck reacting to budget surprises instead of planning proactively.

IT is focused on security, integration, and governance. Every new SaaS app introduces potential risks. If tools are purchased without their involvement—known as Definition of Shadow It - Gartner Information Technology Glossary —compliance and access control suffer.

Procurement wants leverage. They aim to negotiate favorable contracts and consolidate vendors. But they can't do that without accurate usage metrics or cross-team coordination on renewal timelines.

Without a centralized view, each team operates independently—resulting in fragmented decisions, overspending, and missed savings.

The Fix: Centralized SaaS Management

As SaaS portfolios grow, so does the need for centralized oversight. Without it, organizations struggle to track usage, control costs, and maintain compliance. A unified approach to SaaS management empowers cross-functional teams with the tools and visibility they need to act strategically.

With a centralized SaaS management solution, you can:

• Gain visibility into every active SaaS tool across the organization
• Identify who is using what—and spot underused or abandoned licenses
• Set automated renewal alerts to stay ahead of contract deadlines
• Strengthen security with access and compliance monitoring
• Eliminate duplicate tools and reduce wasted spend

Centralizing control over your SaaS ecosystem doesn’t just streamline operations—it drives smarter decisions and significant cost savings.

5 Steps to Drive Alignment

1. Form a SaaS Governance Team
Include stakeholders from Finance, IT, and Procurement. Keep the group agile but empowered to make decisions.

2. Define Roles and Responsibilities
Finance owns spend and ROI, IT handles compliance and access, and Procurement manages vendor strategy. Alignment doesn’t mean overlap—it means clarity.

3. Centralize Data and Insights
Spreadsheets won’t cut it. Viio consolidates spend, usage, contract details, and renewal timelines into one system.

4. Create a Shared Renewal Calendar
Avoid missed deadlines and unplanned auto-renewals. Viio enables shared calendars and alerts so everyone stays informed.

5. Review Quarterly, Act Continuously
Set a regular cadence for reviewing data and optimizing your SaaS strategy. Quarterly reviews help you proactively consolidate, negotiate, and save.

What Results Can You Expect?

Companies that align teams around SaaS spend see measurable impact:

• Up to 30% reduction in SaaS costs
  
• Greater forecasting accuracy and financial discipline
  
• Better compliance and reduced risk exposure
• Smarter, faster decision-making
  
  

Read more about how companies are unlocking six-figure savings and taking control of their software stack with Viio’s intelligent SaaS spend management: https://viio.io/customer-stories

Why Choose Viio?

You can’t fix what you can’t see—and you can’t align teams with siloed systems.

Viio is purpose-built to centralize SaaS data, automate processes, and empower cross-functional collaboration. From onboarding and contract management to usage tracking and renewals, Viio delivers the insights and workflows needed to drive real results.

Ready to Take Control?

SaaS management isn’t just an IT issue—it’s a strategic imperative. When Finance, IT, and Procurement work together with a shared view and shared goals, organizations gain tighter control, stronger outcomes, and faster growth.

And the best part? You don’t have to do it alone.

Request a demo or connect with our team to see how Viio can help you align, optimize, and scale.👇

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