We have no idea which SaaS we are all using
Shadow IT (SaaS bought without IT signoff) is the norm in SMBs. Mapping it uses invoices, browser data, and conversations.
Try this first
- 1Pull credit card and bank statements for the last year; search for 'subscription', 'monthly', 'invoice'.
- 2Open admin.microsoft.com > Identity > Enterprise apps; every SSO login is logged; you see vendors colleagues sign into via Microsoft.
- 3Same for Google Workspace: admin.google.com > Apps > Web and mobile apps.
- 4Ask each department briefly: 'what tools do you pay for personally or via the department?' People tell if you do not come across accusingly.
- 5Compile everything in a register; expect twice what you thought.
When to bring us in
When the register exceeds 30 vendors: ask for advice; you likely have overlap, unused, and risky tools at once; cleanup pays back.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- Employee left, but their email must be retainedPulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
- We pay for licenses nobody usesBetween leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
None of the above fits?
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