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Managed IT Services
Vendor & License Management
The average organization has dozens of SaaS subscriptions, three vendors handling overlapping functions, and at least one contract that auto-renewed six months ago without anyone noticing. We inventory everything, cut what's redundant, and manage every renewal before it catches you off guard.
Certifications & Partnerships
Microsoft Partner Google Cloud Partner NIST CSF Aligned SOC 2 Operations CMMC Ready
30
%
of SaaS licenses go unused in a typical mid-market organization
3
X
the number of SaaS tools companies think they have versus what IT actually finds
62
%
of software contracts auto-renew before anyone reviews whether to keep them
What's Included
One team managing every vendor relationship your business depends on.
Most organizations don't have a vendor management function, they have a spreadsheet someone started three years ago and never finished. We replace that with active, continuous management of your full technology stack and the vendors behind it.
SaaS license inventory and optimization
We build and maintain a complete inventory of every software license your organization holds, who has it, who's using it, and what it costs. Then we right-size. Unused seats get reclaimed, redundant tools get flagged, and your license spend reflects your actual headcount.
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Full SaaS inventory with usage data per user
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Unused and underutilized license identification
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Right-sizing recommendations with projected savings
Renewal tracking and contract management
Auto-renewals cost organizations real money every year, contracts that renew at full price because nobody was watching the calendar. We track every renewal date, give you advance notice to evaluate and negotiate, and handle the vendor communication so nothing slips through.
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90-day advance notice on all upcoming renewals
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Renewal recommendation with cost and utilization context
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Vendor negotiation support on key contracts
Third-party vendor relationship management
Every vendor you work with ISPs, hardware suppliers, software resellers, cloud providers, and has a support escalation path. We manage those relationships so your team doesn't spend half a day on hold when something breaks, and we handle the back-and-forth on service issues so you don't have to.
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Single point of contact for all vendor escalations
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SLA tracking for third-party service agreements
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Vendor performance documentation and review
Cloud billing reconciliation
Cloud billing is notoriously hard to read and even harder to hold accountable. We reconcile your Azure and GCP invoices monthly, mapping spend to teams, projects, or cost centers, flagging anomalies, and giving you a clear picture of where cloud money is actually going.
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Monthly cloud invoice reconciliation and variance reporting
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Cost allocation by team, project, or business unit
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Anomaly detection for unexpected spend spikes
Where the waste actually lives
The patterns we find in almost every environment we assess.
Vendor and license waste isn't a sign of a poorly run organization. It's a sign of a growing one. The same tools that served you well at 30 people quietly become expensive liabilities at 150.
01
Ghost licenses
Employees who left months ago still have active software seats. Nobody cancelled their licenses because nobody owns that process. The seats renew at full price because the vendor isn't going to remind you.
02
Overlapping tools
Teams buy tools that solve the same problem independently — three project management platforms, two video conferencing subscriptions, four password managers. Each made sense when someone bought it. Together they're just spend with no consolidation plan.
03
Auto-renewals nobody caught
A pilot tool from two years ago. A vendor that changed pricing at renewal and nobody noticed. A contract that went annual when it should have stayed monthly. These accumulate quietly until someone does a proper audit.
Why it Matters
Vendor management is where IT operations meets your P&L.
Most managed IT providers focus on keeping your systems running. That's the floor, not the ceiling. Vendor and license management is the part of IT operations that directly reduces what you spend and it's the part that most organizations leave completely unmanaged until a CFO asks an uncomfortable question.
Full visibility before your next renewal conversation
When you walk into a renewal negotiation knowing exactly how many seats are active, how much usage each user is generating, and what alternatives exist, you negotiate from a position of strength. We give you that picture 90 days before the conversation happens.
License management is a security issue too
Unused accounts with active licenses are active attack surfaces. Employees accessing company tools on personal unmanaged accounts creates data governance gaps. License hygiene and security hygiene are the same problem from two different angles and we manage both.
Built for companies with 20-plus tools in their stack
If your organization runs fewer than 10 SaaS tools, vendor management is probably still manageable with a spreadsheet. Once you're above 20 which most growing Texas businesses are, you need a system and someone who owns it. That's us.
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Who This is Built for
The organizations where vendor sprawl costs the most.
Companies with 20-plus SaaS tools
Once your software stack crosses a certain threshold, manual tracking breaks down. Renewal dates get missed, redundant tools accumulate, and shadow IT fills the gaps. We build the inventory and the process that keeps it under control as you grow.
Post-acquisition environments
After a merger or acquisition, you're often looking at two completely separate technology stacks with significant overlap. We assess both environments, map the redundancies, and build a consolidation roadmap that reduces spend without disrupting operations.
PE-backed companies under margin pressure
Technology spend is one of the first places a PE operating partner looks for efficiency. We give portfolio companies the vendor visibility and license optimization that shows up favorably in operational reviews and produces real savings, not just reporting improvements.
Frequently Asked Questions
What people ask before they get started.
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How do you find out what software we're actually paying for?
We start with a technology spend assessment — pulling from your accounts payable records, credit card statements, and cloud billing dashboards to build an initial inventory. From there we cross-reference against your active directory and identity provider to match licenses to actual users and usage data. Most clients are surprised by what we find. The average organization has 40 to 60 percent more SaaS tools than their IT team believes they do when you count everything that's been expensed directly by department heads.
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Do you handle vendor negotiations directly, or just advise?
Both, depending on the contract and your preference. For standard SaaS renewals, we typically provide a recommendation and talking points that you or your procurement team use in the conversation. For larger enterprise contracts — Microsoft EA, Salesforce, major cloud commitments — we can participate directly in renewal discussions, handle vendor escalations, and review contract terms before you sign. We've been through enough renewal cycles to know which vendors have room to negotiate and which don't.
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How far in advance do you flag upcoming renewals?
We flag renewals at 90 days for enterprise contracts and 60 days for standard SaaS subscriptions. That gives you enough runway to evaluate whether to renew, right-size the license count, explore alternatives if warranted, or negotiate pricing before the vendor's standard renewal process locks in. Auto-renewals that catch organizations by surprise are almost always contracts that nobody flagged 30 days before the deadline — we push that window out significantly.
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What's the typical savings from a license optimization exercise?
It varies significantly by organization and how long it's been since anyone reviewed the stack, but in our experience a thorough license audit on a 50 to 200 person company typically surfaces 15 to 30 percent in actionable savings — through a combination of reclaiming unused seats, consolidating redundant tools, and right-sizing tier levels. We document every finding and the projected savings before we make changes, so you can decide what to act on and in what order.
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Does this service include software procurement and resale?
We can assist with procurement — advising on licensing structures, volume discount thresholds, and the right tier for your use case — and in many cases we can source software through our reseller relationships at better pricing than direct. Whether we handle the actual transaction or you buy direct depends on the vendor and your preference. The goal is always getting you the right tool at the right price, not adding a procurement layer that slows things down.
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Let’s Talk
Find out what you're actually paying
for and what you can stop.
We start with a technology spend assessment that maps your full vendor and license inventory. Most clients find
enough savings in the first 90 days to offset the cost of the engagement entirely.
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