Software license management without a spreadsheet
Software license management starts with knowing which tools you pay for and how many seats each one carries. SassList builds that list from one card or bank statement export, then adds owners, seats and cost per seat so unused licenses and leftover accounts of former employees stand out.
Software license management starts with the seat count
Most software is billed per user, so the bill grows every time someone joins and rarely shrinks when someone leaves. A tool bought for 40 people in one hiring wave keeps charging for 40 seats a year later, even if 28 of them are active. Software license management is the habit of comparing what you pay for with what you use. SassList finds every recurring charge on your statement, matches it to the vendor and shows the yearly cost. On the Team plan you add the seat count and the owner of each tool, and the list turns the total into a cost per seat you can compare across vendors.
- Vendor, category, monthly and annual cost for every tool
- Seats bought, seats in use and cost per seat
- One named owner per tool, so someone answers for each renewal
Track seats and cost per seat in one list
Open the SaaS list and sort by cost per seat. The tools where you pay the most for each person are the first candidates for a conversation with the vendor, a smaller tier or a different product. Seats with no matching activity are the easiest savings, because removing them changes nothing for the people who work. The list keeps notes and contract end dates beside the seat numbers, so the evidence for a downgrade sits next to the renewal date. For a broader view of the whole list, see SaaS subscription management.
- Sort by cost per seat to find the expensive licenses
- Add a note when a seat count is agreed with the vendor
- Keep the contract end date next to the seats it covers
Offboarding and unused licenses
When an employee leaves, their seats in design, project, video call and analytics tools usually stay active until the next audit. Software license management ties each seat to an owner so the offboarding checklist covers every tool, not only the ones the manager remembers. Our guide to the software license offboarding checklist walks through the steps. SassList also flags duplicate categories, for example three video call tools in one company. Two of those seat pools are usually redundant, and the savings view shows what consolidating them would return each year.
- Remove seats of former employees before the renewal date
- Spot two or three tools doing the same job
- Read the yearly saving of each consolidation in the savings view
Software license management tools that warn you early
Seat counts only matter if you act before the contract renews. SassList predicts each renewal date from your charge history and emails an alert 30, 14 and 7 days before it. That is enough time to reduce seats, switch plans or cancel. The same dates feed the license tracking software view of renewals and counts. Your statement is read in the browser. Only the billing descriptors, the short text next to each charge, are sent to be classified, and there is no bank login at any point. You can read more on how the list is built in how it works.
- Alerts by email 30, 14 and 7 days before each renewal
- No bank login and no integration project
- First list in about a minute from a CSV, XLSX or PDF export
Pick the plan that matches your tool count
Starter is $99 a month ($49.50 a month billed yearly, $594 billed), Team is $299 a month ($149.50 a month billed yearly, $1,794 billed) and Business is $799 a month ($399.50 a month billed yearly, $4,794 billed). Seats, cost per seat and owners per tool are included from Team, which tracks up to 250 tools for up to 10 team members. Business adds budgets per department, SSO and an audit log. Enterprise groups with several companies or more than 500 people get custom limits, a security questionnaire and a data processing agreement through [email protected]. See every plan on the pricing page.
What is software license management?
It is the practice of tracking which software you pay for, how many licenses or seats each product has, who owns it and when it renews, so you stop paying for licenses nobody uses.
Can SassList find unused seats?
SassList shows seats bought, cost per seat and the owner of every tool, so unused seats become visible when you compare them with your headcount and activity.
Do I need to connect my bank?
No. You drop a statement export and it is read in the browser. Only descriptors are classified on the server.
Build your first list from one export
Upload one export and see what your company pays for software.