---
title: "SaaS Spend Management"
canonical: https://harmony.io/platform/application-management/saas-spend-management
---

# SaaS Spend Management

Every SaaS contract, cost and renewal in one view, tied to the apps employees actually use, with cancellation deadlines tracked before they pass.

## SaaS spend management tied to real usage

See what every application costs, when each contract renews and who actually uses it, in the same platform that runs your service desk.

## What is SaaS spend management?

SaaS spend management is knowing what you pay for every application, when each contract renews and whether the seats you pay for are used, early enough to act before a renewal goes through. Most teams lose that view because contracts sit in finance tools, usage sits in the identity provider and the renewal date sits in someone's inbox.

Harmony builds one application inventory from SSO and OAuth sign-ins, endpoint software, SaaS management tools and expense data, then links contracts to it. Each contract records its pricing model (seat-based, flat fee, usage-based or custom), billing cycle, total value, auto-renewal setting and cancellation notice period, and Harmony calculates the renewal date.

Expense feeds attribute spend to the application it pays for: [Mesh Payments](https://harmony.io/integrations/mesh-payments) card spend syncs every six hours, and [Navan](https://harmony.io/integrations/navan) spend syncs daily, scoped to the GL codes you choose. The same application record shows its users, owner and approvers, so a renewal decision starts from usage rather than from the invoice.

## Every contract, every renewal, every cost

- **Cost breakdown:** Annual spend by category or by vendor, built from the contracts and line items on each application.
- **Upcoming renewals:** Every contract due in the next 30, 60 or 90 days, with its billing cycle, renewal date and days left, plus a 12-month renewals calendar with the count and value due each month.
- **Cancellation deadlines:** Each contract's notice period sets a cancellation date, so a renewal you want to drop shows up before the window closes.
- **Every pricing model:** Seat-based, flat fee, usage-based and custom contracts, with statuses from Draft and Active to Renewed, Expired or Cancelled.
- **Spend-driven discovery:** Card and travel spend from Mesh Payments and Navan matched to the application it pays for, including apps nobody approved.
- **Usage next to cost:** Connected users, ghost users and inactive users on the same page as the application's annual cost.
- **Owners and approvers:** An application owner, budget approver and IT approver on every app, set one at a time or in bulk.
- **Vendor compliance:** SOC 2, ISO 27001, GDPR, HIPAA and PCI DSS status pre-filled from each vendor's public information, and editable.

## How SaaS spend management works

**Trigger:** A contract is signed, a card charge lands for an app nobody approved, or a renewal date gets close.

1. **Connect identity and spend sources** - Okta, Microsoft Entra ID, Google Workspace or JumpCloud for sign-ins, Torii or Zylo if you run one, and expense feeds such as Mesh Payments and Navan.

2. **Build one application inventory** - Apps found in each source are matched into one record, with a status of Discovered, Under review, Approved, Rejected, Ignored or Retired.

3. **Attach contracts** - Contracts and line items sit on each application. Harmony totals the value and works out the renewal and cancellation dates.

4. **Review what renews next** - The renewals view breaks spend down by category or vendor and lists every contract due in the next 30, 60 or 90 days.

5. **Act on waste** - Agents flag apps nobody has used in 90 days and licenses about to expire, and open a ticket for the owner to decide.

**Outcome:** Renewals decided on usage and cost, not discovered on the invoice.

## Cyera sees hundreds of applications in one place

As a security company, Cyera intentionally gates and license-limits many of its hundreds of tools. All of them are visible in Harmony, alongside every MacBook and Windows device, and actionable without logging into another SaaS.

> AI is good, but it won’t do anything without context. Have the context, have the use case, and have a tool that can actually put those two things together.
>
> - Kenny Vargas, IT Manager, Cyera

## Agents that keep SaaS spend in check

- [Unused Application Discovery](https://harmony.io/agents/unused-application-discovery)

- [Discovered Applications Review](https://harmony.io/agents/discovered-applications-review)

- [Unauthorized Applications Detection](https://harmony.io/agents/unauthorized-applications-detection)

- [License Expiration Discovery](https://harmony.io/agents/license-expiration-discovery)

- [Software Compliance Report](https://harmony.io/agents/software-compliance-report)

## Spend and usage from the systems that already have it

- **Identity: **[Okta](https://harmony.io/integrations/okta), [Microsoft Entra ID](https://harmony.io/integrations/microsoft-entra-id), [Google Workspace](https://harmony.io/integrations/google-workspace), [JumpCloud](https://harmony.io/integrations/jumpcloud-idp)
- **SaaS management: **[Torii](https://harmony.io/integrations/torii), [Zylo](https://harmony.io/integrations/zylo)
- **Spend and finance: **[Mesh Payments](https://harmony.io/integrations/mesh-payments), [Navan](https://harmony.io/integrations/navan), [NetSuite](https://harmony.io/integrations/netsuite)

## FAQ

### What is SaaS spend management software?

Software that keeps every SaaS contract, cost and renewal in one place and ties it to how each application is used. Harmony does this inside the platform that runs your service desk, so the application record that shows the cost also shows who has access and who asked for it.

### How does Harmony find SaaS spend we don't know about?

From sign-ins in the identity provider, software installed on endpoints, connected SaaS management tools and expense data. Mesh Payments card spend syncs every six hours, and Navan spend syncs daily and can be limited to specific GL codes.

### Does Harmony track renewal and cancellation dates?

Yes. Each contract stores its renewal date, auto-renewal setting and cancellation notice period. The renewals view lists what renews in the next 30, 60 or 90 days with each contract's cancellation deadline, and a 12-month calendar shows the count and value due each month.

### Which pricing models can a contract use?

Seat-based, flat fee, usage-based and custom. Line items roll up into the contract's total value and the application's annual cost.

### Does Harmony replace our SaaS management platform?

It can sit beside one or take its place. Harmony reads applications from Torii and Zylo, and contracts, renewals and usage can be managed directly in Harmony next to the service desk and access requests.

### Does Harmony cancel or renew contracts for us?

No. Harmony tracks the dates, flags unused applications and opens a ticket for the owner. The decision to renew, renegotiate or cancel stays with your team.