Last quarter your company added dozens of new apps. Many arrived as shadow IT, outside IT’s oversight. A growing share include generative AI, which multiplies risk and complexity. Hidden costs slip past expense controls. Redundant tools overlap with software you already sanction.
The impact is clear: overspend, low adoption, and poor visibility into unsanctioned usage. IT stays reactive, chasing issues instead of directing the stack.
The good news: that can change. This article shows how IT teams move from firefighting to leadership, with a proactive approach to managing SaaS and AI at the core of the business.
If you want an even punchier version for a landing page, say the word and I’ll trim this further.
The impact that SaaS proliferation can have on a company
Win leadership buy-in by centering your message on three drivers:
- Value creation: Link initiatives to business outcomes such as new customer acquisition, faster feature delivery, and net-new revenue.
- Cost efficiency: Expose wasted spend from underused licenses. Utilization is often 30 to 40 percent. Quantify savings from reclamation and consolidation.
- Risk mitigation: Surface unsanctioned apps, orphaned accounts, and shadow AI. Translate each into data exposure and compliance impact.
Pro tip: Lead with the priority that matches your leadership’s focus right now. If cost control tops the list, open with the projected dollar savings from license reclamation.
Cataloging your SaaS management maturity
To plot your path forward, first identify your current maturity level. Are you mostly reacting to issues, or are you already positioned strategically?
| Core Challenge | Maturity Stage | Quick Win |
|---|---|---|
| Tech Gatekeeper: Manual installs, license hunts | 1. Manual Management | Deploy SSO for your top apps—instantly track app usage. |
| SaaS Chaser: Chasing subscriptions and fragmented visibility | 2. Live Repository | Integrate HR systems with SSO to eliminate orphaned accounts. |
| AI Chaser: Shadow AI and data-sharing issues | 3. Actionable Insights | Create dashboards for renewals—prevent overspending. |
| Automation Era: Overloaded with manual tasks | 4. Automated Workflows | Automate deprovisioning via Jira or Slack, reclaim hours. |
| Tech Advisor: Strategic roadmap alignment | 5. Strategic IT Leadership | Develop quarterly roadmap meetings to align tech strategy with executive goals. |
5 Steps to Proactively Addressing SaaS & AI Sprawl
Stage 1 → 2: Build a Live Repository
Tactics:
- Implement Single Sign-On (SSO) solutions like Okta or Azure AD for your key apps.
- Use virtual expense cards (Ramp, Brex) to easily track and control SaaS expenditures.
- Automate data integration from HR and financial systems to centralize app visibility.
Outcome: Achieve real-time inventory management, freeing IT from tedious, manual spreadsheet updates.
Stage 2 → 3: Generate Actionable Insights
Tactics:
- Set up intuitive dashboards to proactively manage upcoming renewals and orphaned accounts.
- Adopt entry-level SaaS management tools (like Torii’s free tier) to automate insights.
- Define explicit workflows around renewals and license reassignment for proactive cost management.
Outcome: Shift your focus from reactive app discovery to strategic decision-making.
Stage 3 → 4: Embrace Automation
Tactics:
- Integrate ticketing platforms (Jira, ServiceNow) to automatically handle SaaS-related tasks.
- Leverage automation tools (Zapier, Tray.io, ToriiWorkflows) to streamline routine IT requests.
- Standardize notifications via Slack or email for crucial events such as renewals or audits (these can also be automated through Torii).
Outcome: Significantly reduce manual tasks, errors, and time spent, freeing resources for strategic initiatives.
Stage 4 → 5: Become a Strategic IT Leader
Tactics:
- Map your entire app portfolio directly to specific business objectives, clearly communicating their value.
- Conduct regular “Tech Roadmap” reviews with finance, procurement, and senior leadership.
- Use business-centric metrics—cost savings, risk mitigation, and revenue acceleration—to report your impact.
Outcome: Transform IT from a support function into a strategic, revenue-driving partner guiding company growth.
Your Official Checklist
Assess Your Current Maturity Stage:
- ☐ Stage 1 (Manual)
- ☐ Stage 2 (Live Repository)
- ☐ Stage 3 (Actionable Insights)
- ☐ Stage 4 (Automation)
- ☐ Stage 5 (Strategic Leadership)
Select a High-Impact Initiative:
- ☐ Renewals Management
- ☐ Automated Offboarding
- ☐ Expense Visibility and Control
Automate a Specific Workflow:
- ☐ Slack channel notifications for renewals
- ☐ Automated offboarding tickets in Jira
- ☐ Implement a basic SaaS management trial for real-time usage alerts
Frame Your Pitch for Leadership:
- Select a primary business driver (Value, Cost, Risk).
- Quantify the expected impact (e.g., “Reclaiming 20% of licenses saves $30K annually”).
- Schedule a brief “Tech Roadmap” discussion with executives to showcase immediate benefits.
The long term vision
Imagine an IT organization that isn’t just managing apps, but strategically driving the company’s future. When IT shifts from merely keeping the lights on to architecting a strategic tech roadmap, your team becomes the indispensable engine fueling organizational growth and innovation. By adopting this structured approach, you’ll move from being reactive gatekeepers to becoming proactive leaders, unlocking sustainable efficiency, innovation, and business growth in today’s dynamic era of SaaS and AI.
