What is SaaS Management?
SaaS Management is the process of monitoring, securing, and optimising all Software-as-a-Service (SaaS) applications used across a business. It involves tracking subscriptions, managing user access, maintaining security configurations, and ensuring compliance with company policies and data protection regulations.
With most modern businesses relying on cloud-based tools like Microsoft 365, Google Workspace, Salesforce, and Slack, effective SaaS management helps maintain visibility, control costs, and protect sensitive information stored in multiple cloud environments.
Why SaaS Management Matters for London Businesses?
London’s finance, legal, healthcare, and professional services sectors increasingly depend on SaaS tools for productivity, collaboration, and client service delivery. However, as the number of applications grows, so do the risks, including shadow IT, data leaks, unmonitored access, and compliance breaches.
For Managed IT Support and Cyber Security providers, SaaS management ensures every application is secure, compliant, and aligned with business objectives. It also helps London organisations manage software spend, reduce waste, and maintain strong governance across hybrid and remote teams.
Key Objectives of SaaS Management
- Visibility – Gain a full inventory of all SaaS applications in use across the business.
- Security – Protect data by enforcing strong access controls and monitoring usage.
- Cost Optimisation – Eliminate duplicate or unused subscriptions to save money.
- Compliance – Ensure SaaS tools meet GDPR, ISO 27001, and FCA data handling requirements.
- Operational Efficiency – Simplify administration and streamline onboarding/offboarding processes.
Core Components of SaaS Management
- Application Discovery – Identify all SaaS apps connected to the organisation’s network.
- User Access Control – Manage account permissions, roles, and multi-factor authentication (MFA).
- Security Configuration – Ensure apps follow corporate data protection and encryption standards.
- Usage and Spend Monitoring – Track subscription usage and billing to avoid overspend.
- Compliance Auditing – Maintain audit trails and ensure SaaS vendors meet legal standards.
- Automation and Integration – Use SaaS management platforms to centralise control and reporting.
Best Practices for Effective SaaS Management
- Implement Centralised Oversight – Use a single dashboard to monitor all SaaS tools.
- Establish Clear Policies – Define rules for app adoption, access, and approval.
- Enforce Strong Authentication – Apply SSO and MFA for all SaaS accounts.
- Monitor Data Sharing – Prevent sensitive data from being shared outside secure environments.
- Review Licences Regularly – Reclaim unused licences and consolidate overlapping subscriptions.
- Partner with a Managed IT Provider – Gain expert guidance on compliance, integration, and optimisation.
Risks of Poor SaaS Management
- Shadow IT – Employees using unapproved apps that bypass company security controls.
- Data Breaches – Unsecured apps exposing confidential client or business data.
- Compliance Violations – Failing to meet GDPR or FCA data protection standards.
- Licence Waste – Overspending on unused or duplicate subscriptions.
- Access Mismanagement – Ex-employees retaining login access to sensitive systems.
Local Insight: London Considerations
- Financial Firms: Must ensure SaaS vendors comply with FCA data security and operational resilience standards.
- Legal Practices: Need strict access controls and audit trails to protect client confidentiality.
- Healthcare Providers: Must verify SaaS platforms meet NHS Digital and GDPR compliance requirements.
- SMEs Across London: Benefit from Managed IT Support partners who centralise SaaS oversight, reduce costs, and secure hybrid cloud environments.
Example in Practice
A London-based marketing agency uses over 30 SaaS applications across departments, many unmanaged or underutilised. Their Managed IT Support provider implements a SaaS management platform that identifies unused licences, enforces MFA, and automates user onboarding.
Within three months, the agency reduces software costs by 25%, eliminates shadow IT, and achieves full GDPR compliance through centralised access control and reporting.
