Most businesses are overspending on technology—tools they barely use, redundant systems, overprovisioned licenses, and software that quietly renews in the background. Whether you’re a startup or a scaled-up operation, chances are you’re paying for tech you don’t need. Here’s how to change that.
1. Conduct a Tech Stack Audit
Start by listing every tool, platform, and service your company pays for. Include:
- SaaS subscriptions (CRMs, marketing tools, project management apps)
- Cloud infrastructure (AWS, Azure, Google Cloud)
- Licenses (Zoom, Microsoft 365, Adobe, etc.)
- Any agency or tech partnerships that involve recurring fees
Use accounting software or credit card statements to find hidden or forgotten tools.
2. Evaluate Usage vs. Value
For each tool, ask:
- How often is this used?
- Who is using it?
- Is it solving a real business problem—or just “nice to have”?
- Are there cheaper or bundled alternatives? Can we get any of these tools for free?
Example: If your team is using both Asana and Slack for communication and task tracking, could one platform replace the other?
3. Consolidate Redundant Tools
Many companies accidentally pay for overlapping features.
- Marketing automation in both HubSpot and Pardot
- File storage across Dropbox, Box, and Google Drive
- Multiple meeting platforms (Zoom and Teams and Google Meets)
Pick one and cancel the rest.
4. Right-Size Your Licenses
Most SaaS tools are sold on a per-user basis.
Audit user seats:
- Remove inactive users
- Downgrade unused premium features
- Shift from annual plans to flexible monthly billing where possible
Bonus: Negotiate pricing—vendors are often willing to reduce your rate if you threaten to cancel.
5. Watch for Auto-Renewals
Set calendar reminders at least 30 days before contracts or subscriptions renew. Review the terms and cancel or renegotiate before you’re locked in.
6. Build a Lean Tech Stack Strategy
Going forward, make tech purchasing intentional:
- Assign a “tech owner” or admin to manage renewals and tool access
- Require team leads to justify new tools with ROI projections
- Re-audit your stack every 6–12 months
Conclusion: Trim the Tech Fat
Think of your tech stack like a budget—it should reflect your priorities and business model, not just your curiosity. Salespeople have targets to hit and love to give eye popping presentations. Don’t fall for it. A leaner, smarter stack saves you money and reduces complexity.
If you’re not using it, understanding it, or benefiting from it—it’s time to cut it.
