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Mastering SaaS Costs

The Context​

Sophie is the financial director at MediaPlus, an agency of 60 people. While preparing the annual budget, she realizes that SaaS subscriptions have exploded by 40% in a year. She wants to know exactly how much each tool costs, who is using it, and where potential savings can be found.

The Problem Without VaultysHub​

  • SaaS invoices are spread across multiple departments and bank cards
  • No one knows how many licenses are actually being used
  • Departed employees still have active (and billed) accounts
  • Each team leader subscribes to tools without overall visibility

Result: thousands of euros spent each month on unused or redundant licenses.

With VaultysHub​

Step 1 — Centralize Information​

Sophie accesses the cost dashboard in VaultysHub. 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 video conferencing tools are used for the same need
  • 4 accounts are still active for employees who have left the company

Step 3 — Act​

Sophie deactivates unused accounts, reduces the number of Figma licenses, and consolidates video conferencing tools into a single solution. All done in a few clicks from VaultysHub.

Step 4 — Monitor Over Time​

Each month, Sophie checks the dashboard to track cost evolution and ensure that no deviations occur again.

What It Changes​

Without VaultysHubWith VaultysHub
Dispersed and opaque invoicesCentralized view of costs by application
Undetected ghost licensesIdentification of unused licenses
Approximate SaaS budgetPrecise tracking and history of expenses
No optimization possibleConcrete savings recommendations

Features Used​