Software has become a fundamental part of running a modern business. It powers operations, connects teams, and helps achieve big-picture goals. But as your software stack grows, so does the risk of inefficiency. Subscriptions go unnoticed, outdated tools remain in place, and overlapping features start piling up.
What’s the result? You’re likely spending far more than necessary. Regular software reviews, though often overlooked, are a simple way to stop money from slipping through the cracks. By taking stock of what’s working—and what’s not—you can save thousands and streamline operations.
How Neglecting Software Reviews Costs You
If you haven’t reviewed your software stack lately, here’s what could be happening:
- You’re Paying for Tools Nobody Uses
It’s easy for teams to sign up for new tools, use them for a while, and then abandon them without cancelling the subscription. That forgotten CRM or analytics platform might still be quietly draining hundreds—or thousands—of pounds a year. - You’re Duplicating Efforts
Do you have two or three tools that essentially do the same thing? This happens more often than you’d think. For example, you might be paying for separate tools for video conferencing, project management, and chat, even though a single platform could cover all three. - You’re Missing Better Deals
Many businesses stick with the same vendor year after year without realising they could renegotiate for better pricing—or find a more affordable alternative altogether. - Security Could Be at Risk
Old or unused software isn’t just a budget issue; it’s also a security concern. Outdated tools may not meet current compliance standards or could leave sensitive data vulnerable.
Why Regular Reviews Make a Difference
They Uncover Waste
A full software review shines a light on tools that no longer serve your business. This might include unused subscriptions, redundant licences, or features that looked great on paper but never saw practical use.
For example, one midsize marketing agency discovered they were spending over £5,000 a year on a legacy social media tool they hadn’t logged into in months. By cancelling it, they freed up budget for a better-performing solution.
They Help You Consolidate
Redundant tools don’t just cost money—they also slow your teams down. Consolidating your stack into fewer, more powerful tools reduces confusion and improves efficiency.
A startup recently replaced multiple separate tools with a single all-in-one platform. Not only did this save them nearly £10,000 annually, but it also improved team collaboration because everyone was finally using the same system.
They Strengthen Vendor Relationships
When you understand exactly how your team uses a tool, you’re in a stronger position to renegotiate contracts with vendors. This could mean securing a discount, adjusting the number of licences, or switching to a more affordable plan.
Platforms like Vertice can help here. They specialise in negotiating contracts on behalf of businesses, ensuring you don’t pay a penny more than you need to.
Steps to Get Started
A software review doesn’t have to be complicated. Here’s a straightforward approach:
- List Every Tool You’re Paying For
This includes everything—monthly subscriptions, annual licences, and even those free trials that might have auto-renewed without you realising. - Check Usage Data
Look at how often each tool is being used. Many SaaS platforms provide usage analytics, or you can simply ask your team for feedback. - Evaluate Value
For each tool, ask yourself: Does this directly contribute to our goals? Is it worth the cost? - Consolidate Where Possible
If you find overlapping tools, consider replacing them with a single, comprehensive platform. - Negotiate Smarter
Armed with data about your usage, approach vendors for better deals. If you’re not confident in handling this yourself, Vertice can guide you through the process and help you save significantly.
Make Reviews a Routine Practice
The best way to prevent wasted software spend is to build regular reviews into your processes. Whether you do this quarterly or annually, the key is consistency. Assign someone in your team to oversee it or, better yet, work with a SaaS management service to handle it for you.
Conclusion
Neglected software isn’t just an unnecessary expense; it’s a missed opportunity. By reviewing your stack regularly, you can uncover waste, streamline operations, and free up resources for tools that actually make a difference.
