How to identify orphan subscriptions

Angelica A.

As a new or starting business, we've probably moved on from an IT department with complete control over every piece of equipment. That's so in terms of hardware and software. And that can mean letting every member of our startups deal with their IT needs independently. We rely on their computers or let them shape those as they'd rather. Yet, that can easily translate into dozens (or hundreds for larger companies) of individual SaaS apps. That can also involve separate billing, which can quickly turn into a chaotic trail for our account teams, and a costly run elevating our expenses.  

The above is why knowing how to identify orphan subscriptions is relevant to every business. And why we, of course, are bringing said information to your table. 

What is an orphan tool?

Orphaned tools are subscriptions no longer belonging to an identifiable user. Say a team is re-shaped, people leave or move within the company. That means our business could be covering for an orphan tool if those people had signed up for software only they can access. 

If someone just used their personal or a wrong email by habit to sign up on office tools, we might also be looking at an orphaned subscription. 

Orphan subscriptions can be a problem for your business.

Why orphan subscriptions are a problem for a business is honestly a matter of budget, compliance, and resource management. 

How orphan tools affect business funds

First, we could be spending considerable funds on tools no one is using. That part is clear.

Our funds could be going to waste with orphaned tools for all we know. Yet, we shouldn't just care about that, but how we can be failing to meet commitments for which we signed up when we hired a specific subscription or another. Beyond caring where our hard-earned money is going, we might face legal trouble. 

Facing legal trouble

Say no one remembers about a tool to which we subscribed during a specific project. And maybe we signed up for an entire year on monthly direct payments. We can have done this thinking we would cancel or refund after a trial, even. Yet, we're bound to renewals for an extended period if this signup is buried in memory. Maybe it was a year, or we were required to cover the first two years for insurance purposes. We can conceive tons of different scenarios as the possibilities are endless! 

It’s a security issue.

Moreover, we could be missing the required visibility to exceedingly meet an audit's expectations. Think of this in terms of security. 

Suppose we don't know we're running on tools in the name of someone who's no longer with us. In that case, what's not visible in our records can be tied to us and still lie on someone else's responsibility. Without a full view of those kinds of contracts, we might not be able to ensure our customer data is safe with us, either. And that's when security problems can start to pile. 

The best way to ensure we don't face diverse kinds of trouble with our subscriptions is to have them in order and under control. 

What's SaaS subscription management?

The good news is this isn't anything subscription management tools can't fix. And it doesn't have to be expensive or time-consuming, either. With Recurring, for instance, the first $1,000 in a month is free. And pricing scales along with the company, not to its detriment.

SaaS subscription management is an integral part of doing company maintenance work. In the books. So, we're speaking about handling, controlling, and overseeing every SaaS stack a company owns. 

For this, SaaS management tools take over. They do all the maintenance work and treat all of a company's or individual's various SaaS tools. 

The goals of using them? 

Save money, track which tools could be overlapping, and get a better value of our resources overall. The platform we own is set to give intelligent recommendations. It can tell us which newer or more innovative tools exist to meet our company goals and needs. With intelligent suggestions like those, our stacks should be easier to manage and boost our teams with enhanced productivity.

Why does SaaS subscription management matter?

This 2019 Annual SaaS Trends Report identifies that an elevated "71% of companies have at least one SaaS subscription with no billing owner." As you can see, the figures and numbers are considerable once you pay attention to them. And clearing this area for any business can mean relocated funds to areas that truly matter, matter a bit more, or are simply more urgent. This is especially the case when the new business is looking to grow and scale. 

SaaS subscription management matters insofar it keeps our teams genuinely agile. They're meant to ease work on optimum efficiency, with the best set of tools and within budgets that we can balance. Better yet, they can mean savings to have more funds allocated in company-wide efforts. Managing every SaaS to which we subscribe, which includes every person in our business, is a question of business health. 

If our software is all under control, people are maximizing its use and running it all effectively. We can keep our legal bindings, copyright infringement, and our accounting in excellent order. Thus, our startups are better equipped to focus on our business offer and market than we would otherwise be. 

How to identify orphan report subscriptions

Knowing how to identify orphan subscriptions fosters keeping an eye on unnecessary expenses, both personally and corporate. For small or starting businesses especially, identifying orphaned tools can mean considerable savings. That's why we're moving on to how to fix that. 

How to fix it

For the tech-savvy, we would first need to run a script to identify orphan report subscriptions. We can see when we created all subscriptions and when we executed them for the last time. That information can thus help us retrieve duplicate or long-unused tools that we can manually remove. 

For those people who are not into code or would like software to do that, Recurring, for instance, will let users identify duplicate or orphaned tools for them. The software will let them make decisions on data provided in user-friendly ways. It's more a matter of a click with us than anything else. Choose which options you would like to use, and we can filter all this work for you.

Care to try Recurring out today? Just click for more.

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