How to Spot Unused SaaS Licenses in Your Organization

Discover effective strategies to detect and eliminate unused SaaS licenses, optimize software costs, and enhance security

Efrim Bartosik

Founding Member

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Unused SaaS licenses are a silent cost burden for organizations, with studies showing that nearly 50% of software subscriptions go unused. This guide explores how businesses can detect and manage these inefficiencies using SaaS management tools, audits, and user feedback mechanisms.

Why Unused SaaS Licenses Are a Bigger Problem Than You Think

The explosion of SaaS tools has made it easier than ever to get things done—but it’s also introduced a silent cost: unused licenses. Companies today subscribe to an average of over 300 SaaS apps, and many of them go underused or completely untouched. That leads to:

Wasted spend on inactive tools
Security risks from unmanaged accounts
Compliance headaches and audit surprises

The fix? Don’t wait for renewal season. Build ongoing visibility and discipline into your license management.

1. Use SaaS Management Tools to Get Real Usage Data

You can’t manage what you can’t see. SaaS management platforms bring clarity by showing real-time usage data across your stack. The best tools give you:

Dashboards that highlight unused or underused apps
Alerts for duplicate tools serving the same purpose
Automated workflows to deprovision inactive accounts

With ShiftControl, IT teams get a bird’s-eye view of usage across the org, helping ensure every license earns its keep.

2. Run License Audits—And Make Them Routine

Audits aren’t just for finance teams. A lightweight, recurring SaaS audit can reveal:

Licenses assigned to people who’ve left the company
Tools that were trialed but never adopted
Apps that are no longer aligned to team needs

Use audit findings to reassign or cancel unused licenses. You’ll save money and reduce your attack surface at the same time.

3. Get Input From the People Who Use the Tools

Employees are often the first to know when a tool has outlived its usefulness. Make them part of the optimization loop with:

Simple surveys during quarterly planning
Feedback sessions to discuss what's working and what isn’t
User access reviews tied to onboarding and offboarding

Cross-functional alignment with IT and team leads helps ensure tools match actual needs—not just legacy workflows.

ShiftControl Helps Control SaaS Costs

ShiftControl makes it easy to spot unused SaaS licenses and act on them:

Centralized tracking: View usage across all apps from one place
Smart provisioning & deprovisioning: Avoid zombie accounts with automated workflows
IDP integration: Ensure that only the right people have access to the right tools

Whether you're trying to control costs or tighten your security posture, ShiftControl helps you take the guesswork out of SaaS management.