SaaS License Management That Right-Sizes Every Plan
Know exactly how many seats are actually used in every tool, and right-size the plan before the next renewal. Costanalyst tracks license utilization down to the seat.
projected this month if unattended
Spend by team
Budget forecast
In short
SaaS license management is the tracking and optimization of software licenses and seats so you only pay for what is used. Costanalyst measures seat-level utilization across your SaaS tools, identifies licenses sitting idle, and recommends the right plan tier and seat count, so a renewal becomes a decision backed by usage data rather than a rubber stamp.
What you get
SaaS license management, built for finance and platform teams
Seat-level utilization
See active versus paid seats per tool, so you reclaim the licenses nobody touches.
Plan right-sizing
Catch when you are on a higher tier than your usage needs, and where a downgrade saves money.
Renewal-ready data
Walk into every renewal with the utilization numbers that justify fewer seats or a smaller plan.
Reclaim and reassign
Identify idle seats to reclaim or reassign instead of buying more.
How it works
From connected to saving in four steps
Connect SaaS admin
Read-only access to your software admin or SSO data.
Measure utilization
Costanalyst tracks active seats against paid seats per tool.
Right-size
Recommendations show where to cut seats or change tier, in dollars.
Act at renewal
Reclaim idle licenses and renew on the right plan.
Questions people ask
SaaS license management, answered
What is SaaS license management?
SaaS license management is the practice of tracking every software license and seat a company pays for, measuring whether each one is actually used, and matching the plan and seat count to that usage. It covers assigning and reclaiming seats, watching tier entitlements, and walking into each renewal with utilization data instead of last year number plus growth.
What is the difference between SaaS license management and SaaS spend management?
License management is seat-level and operational: who holds which license, is it being used, and should it be reclaimed or reassigned. Spend management is budget-level and financial: what the whole software portfolio costs, where the waste sits, and what renews when. License data feeds spend decisions, so most teams need both, and Costanalyst reports them together alongside cloud cost.
How do you track SaaS license utilization?
Pull last-login and activity data from each vendor admin console, cross-reference it with your SSO or identity provider to catch seats assigned to people who left, and compare the active count against the seat count you are billed for. A license with no login in 60 to 90 days is a reclaim candidate. Doing this by hand across 80 apps is why teams automate it.
How many SaaS licenses go unused?
Independent research across the SaaS management category has repeatedly put unused or under-used licenses in the range of roughly a quarter to a third of seats purchased, and the number climbs after layoffs, reorgs, or a fast hiring year. Rather than trusting an industry average, measure your own: the gap between paid seats and seats with a login in the last 90 days is the honest figure.
When should you right-size a SaaS plan?
Right-size 60 to 90 days before renewal, which is usually the window before an auto-renewal notice period closes. That leaves time to reclaim idle seats, let the utilization data settle at the lower number, and negotiate from evidence. Right-sizing the week of renewal means you are negotiating against a seat count that still includes the waste.
Can you reclaim SaaS licenses automatically?
Some IT-led SaaS management platforms will deprovision seats automatically through workflow integrations. Costanalyst deliberately does not: it connects read-only, so it identifies the idle licenses and the dollars they cost but never changes a vendor account or cancels a contract. The reclaim decision stays with the app owner, backed by the usage evidence.
Comparing your options
See your savings in dollars
Connect your spend read-only and get a prioritized savings plan. Money never moves. No card to start.