How to Run a Quarterly SaaS Cost Audit Without External Tools SaaS spending can grow over time when left unchecked. In this video, we'll tackle how you can conduct a quarterly audit of SaaS costs with only the tools you have. Our goal is to streamline your SaaS spending without requiring you to spend more on extra tools. Before we begin, be sure to subscribe to NinjaOne's IT video hub and our YouTube channel for more tech content like this. Creating and Implementing a Quarterly SaaS Cost Audit Let's go through the steps of running your SaaS cost audit. First, create a centralized view of SaaS-related expenses. You can do this by logging in to your vendor portals and compiling invoices and billing reports. Then, in a spreadsheet, organize the following information: Vendor, license type, assigned versus unassigned licenses, monthly cost, renewal date, and contract owner. This document serves as the foundation of your audit. Next, check whether the licenses you're paying for are actually assigned. To streamline this process, you can export user license data from each SaaS admin console and compare it with your billing records. Flag any unassigned or inactive licenses and document ownership for each license group to improve accountability. Aside from unassigned licenses, look for redundant tools and underutilized licenses. Once identified, assess whether these tools can be consolidated at renewal time. Check for users across platforms that perform similar functions. Additionally, review activity logs and reassign or remove accounts that have been inactive for more than 90 days. Once the data is consolidated, turn it into a simple audit report. Summarize total SaaS spending, unused licenses, and potential savings. Use charts and tables to present the findings clearly and package the report for stakeholders or leadership teams. Historical comparisons can also highlight progress over time. Finally, present the results during quarterly business reviews. Show how many licenses were reclaimed, how much spending was reduced, and how those savings support strategic goals like budgeting or operational efficiency. Turning your audit of SaaS costs into a regular QBR discussion reinforces transparency and demonstrates proactive financial governance. Quarterly SaaS audits don't require specialized software. By combining vendor dashboards, license exports, and simple reporting tools, organizations can gain visibility, eliminate waste, and optimize spending. For more information, check out our official blog post on How to Run a Quarterly SaaS Cost Audit Without External Tools, linked in the description below.