You cannot manage what you cannot see. Every SAM program starts with an inventory: a list of the software your organization pays for and uses. The good news is that you do not need a perfect inventory to start saving money. You need a good one for the products that matter most, built from the right sources in the right order.
The data sources and what each sees
| Source | What it shows | What it misses |
|---|---|---|
| Contracts and order forms | What you are entitled to and on what terms | Usage; anything bought without a contract |
| Accounts payable | What you actually pay, and to whom | What the payment is for; card spend |
| Expense and card data | Software bought by teams outside procurement | Usage; terms |
| Identity provider (SSO) | Which apps people sign in to, and when | Apps not connected to SSO |
| Device management | Software installed on managed devices | SaaS; unmanaged devices |
| SaaS admin consoles | Assigned seats and last activity | Apps you do not know about |
| Cloud consoles | Subscriptions and marketplace purchases | License terms |
Six steps, in the right order
The order matters. Starting with money tells you where to spend your effort; starting with device scans buries you in thousands of records before you know which ones matter.
- Follow the money
Export twelve months of accounts-payable and expense data and filter it for software vendors. Zylo's 2025 data shows lines of business account for 70% of SaaS spend, so expense data is essential.
- Collect the contracts
For each vendor above a spend threshold, collect contracts, order forms and amendments. Record product, quantity, metric, term, renewal date and notice period. See software entitlements.
- Add usage from identity and devices
Connect your identity provider to see which applications people sign in to and when. Add device data for installed software, and admin-console exports for your largest SaaS products.
- Normalize and merge
Combine the sources into one list with consistent vendor and product names. See software normalization.
- Assign owners
Give each product a business owner and each vendor a relationship owner. An inventory without owners goes stale quickly.
- Keep it current
Schedule data syncs, make contract intake part of procurement, and review new vendors from expense data every month.
Why a short vendor list goes a long way
Software spend is highly concentrated. In most organizations a small number of vendors account for most of the money, which is why a focused inventory pays off long before a complete one.
How MI One helps
Frequently asked questions
Do we need an agent on every device?
Not to start. Finance, contracts, identity and SaaS consoles cover most software spend in a modern estate. Device data adds detail for installed software.
How long does a first inventory take?
For the top vendors in a mid-sized organization, about two weeks with access to the main data sources.
How do we find software bought on credit cards?
Filter expense reports and card statements for software vendors and subscription descriptions, and review new entries monthly.
Sources
- Zylo, "2025 SaaS Management Index," January 16, 2025. https://zylo.com/news/2025-saas-management-index