Best way to spend money, to save money!
Use Cases and Deployment Scope
Using Substly has given us a better understanding of how we use our SaaS-apps and improved our ability to manage software licenses, resulting in better decision-making and cost savings. Substly's overview feature has been particularly helpful in this regard. Additionally, the offboarding feature has streamlined the process of removing software access for departing employees.
Pros
- Cost control
- Smoother budgeting for IT costs.
- Off-boarding has become much easier.
- Cross department overview
Cons
- Lack of usage information from our AD in Substly. According to the team it is on the product roadmap and I look forward to trying it out once implemented.
Most Important Features
- Compliance Management - Easy to manage users' licenses and see if you need a license or are oversubscribed. It's critical for us to be legally compliant, and Substly helps us do that with the updated user list and off-boarding functionality.
- Onboarding - When onboarding a user, the person is added automatically from our directory. The user is then populated with the correct licenses and added to the groups they belong to. This makes it easy to later see how a specific group's spending is affected.
- Renewal Management - Listings provide a great overview of contracts nearing the end. We also opted for a mail 30 days in advance to be prepared. Contracts with a long cancellation period are of particular interest with this functionality
- Spend Control - With Substly, we get great charts of current spending and a forecast of future spending as well. The interface is so nice that I just log in to Substly and show it to the CEO and CFO directly. I can show how different groups, teams and roles spending have changed in the past and what cost Substly forecasts. The forecast seems eerie and precise, drawing knowledge from past growth/decline.
- Spend Management - We can manage the costs much better than in the past. Since all licenses not allocated to a user is clearly visible, it's easy to cancel them and save money. There is even a view for all unallocated licenses if you want to cut down immediately and not have any spare.
- License Management - This is where it shines above the rest. Most other systems use agents to extract what it thinks are software. In the end, you end up with Chess and .exe files all over the screen that does not matter at all. It clutters down the system. With Substly you need to manually enter what licenses you have. This gives you the control you want. We imported our old Excel directly into Substly to get a smooth start. After the import, we just brushed up on some things and made use of the flexible groups.
- If you want something that gets you up in no time, is pleasing to the eye, and makes the CFO want to use it, this is the SaaS app for you.
- Transaction History - You can add receipts and follow the transaction history really easily. You can also connect it to selected accounting software to extract costs directly.
Return on Investment
- Better cost control. We cut our costs with 15%
- Shared overview of IT portfolio have lead to more data driven decisions.
- Safer off-boarding process / no authorized access after an employee has left the company.
- Better collaboration in between departments.
