In today’s cloud-driven business world, software-as-a-service (SaaS) tools power everything from communications and collaboration to accounting and analytics. For small and medium-sized businesses (SMBs), these cloud applications offer flexibility, affordability, and scalability. But without regular audits, your tech stack can become bloated, outdated, or even a security liability.
That’s why a SaaS health check isn’t just a best practice, it’s a necessity. As we enter a new year, now is the perfect time for your organization to conduct a full software review and plan ahead.
This guide by TechGN, Alaska’s go-to IT partner for small businesses, walks you through a complete SaaS audit: what to look for, what to fix, and how to build a leaner, smarter software ecosystem for 2026.
What Is a SaaS Health Check?
A SaaS health check is an annual or biannual review of all cloud-based software your business uses. Think of it like a tech version of a medical check-up:
- Are your apps still serving their purpose?
- Are there cheaper or better options?
- Are your users actually using them?
- Are there any compliance or security issues?
This health check can uncover hidden costs, improve team efficiency, and mitigate cybersecurity risks, all while setting your business up for scalable success.
Why SMBs Can’t Afford to Skip It
Many SMBs rely on SaaS tools without IT oversight. That flexibility is great, but it leads to:
- Shadow IT: Staff using unapproved tools.
- Overlapping functionality: Multiple tools doing the same job.
- Unused licenses: Paying for users who no longer exist.
- Data sprawl: Sensitive data in unsecured or unmonitored platforms.
Without a software review process, these issues grow silently, draining budgets and exposing businesses to compliance and cybersecurity risks.
TechGN Insight: 64% of SMBs using over 10 SaaS tools don’t conduct annual reviews, leading to inefficiencies and vulnerabilities.
How to Conduct a SaaS Health Check in 2026
Let’s break down the annual review process into clear steps your business can follow:
a. Inventory All SaaS Applications
Start by building a full list of:
- Officially approved business apps (Slack, QuickBooks, etc.)
- Department-specific tools (e.g., marketing CRMs, scheduling tools)
- Any user-installed or third-party tools
- Free and freemium tools that store business data
Use software asset management (SAM) tools or request a report from your MSP (Managed Service Provider) like TechGN.
b. Evaluate Usage Data
Look at:
- Active user logins (vs. total seats)
- Core features used (vs. underutilized)
- Downtime history or service issues
- Employee feedback
This helps you cut bloat and renew only what’s necessary.
c. Analyze Cost & ROI
- Are you getting value from each license?
- Could bundling tools (e.g., Microsoft 365) reduce cost?
- Are there redundant apps with overlapping functions?
- Can annual billing discounts or vendor negotiation lower expenses?
TechGN Pro Tip: Many vendors raise prices in Q1, reviewing in December or January gives you time to renegotiate or switch before contract renewals.
d. Review Compliance & Security
- Are all tools meeting HIPAA, GDPR, or SOC 2 compliance?
- Who has access to sensitive data?
- Are MFA (Multi-Factor Authentication) and SSO (Single Sign-On) in place?
- Any apps connected to terminated employee accounts?
This step is crucial for cybersecurity hygiene.
e. Assess Integrations and Workflows
Are your tools playing nicely together?
- Does your CRM connect to your email and invoicing platform?
- Are automated workflows working?
- Any repetitive tasks still being done manually?
Integration issues often lead to bottlenecks or user frustration.
f. Document & Act
Build a dashboard or spreadsheet of:
- Tool Name
- Department Owner
- Monthly/Annual Cost
- Users
- Status (Keep, Replace, Sunset)
Schedule offboarding for unused tools and procurement for better alternatives.
Popular SaaS Categories to Audit
Here’s a breakdown of software categories that SMBs should prioritize during their review:
| SaaS Category | Common Tools | Audit Focus |
|---|---|---|
| Communication | Microsoft Teams, Zoom, Slack | Usage, integrations |
| Project Management | Trello, Asana, Monday.com | Adoption, redundancies |
| Accounting & Finance | QuickBooks, Xero, FreshBooks | Cost, compliance |
| HR & Payroll | Gusto, BambooHR, Paychex | Accuracy, data access |
| CRM | HubSpot, Zoho, Salesforce | Lead tracking, ROI |
| Marketing Automation | Mailchimp, ActiveCampaign | Deliverability, reporting |
| Cybersecurity | SentinelOne, CrowdStrike, LastPass | User coverage, MFA |
How TechGN Helps Alaska SMBs With SaaS Reviews
At TechGN, we offer structured SaaS audits as part of our IT management and strategy plans. Here’s what we help with:
- Full tech stack inventory
- License optimization
- Security review (user permissions, encryption, MFA enforcement)
- Vendor negotiations
- Recommendations for cost savings or productivity boosts
- Secure decommissioning of unused tools
We also guide businesses on the best SaaS platforms for remote work, hybrid teams, and industry-specific needs.
Don’t Forget the Human Element
Sometimes, tools are fine, the issue is training or onboarding.
During your SaaS health check, ask:
- Are employees trained on all core tools?
- Are there knowledge gaps slowing productivity?
- Would quick reference guides or refreshers improve software use?
Optimizing your software stack doesn’t just mean cutting tools, it means empowering your people to use them well.
Trends in SaaS for 2026
Here’s what to watch for when choosing new SaaS solutions in the coming year:
- AI Integrations: Look for built-in automation or machine learning.
- Zero Trust Security: Granular access control and identity-based permissions.
- Industry-Specific Tools: Tailored CRMs, schedulers, or analytics.
- All-in-One Platforms: Suites that combine communication, collaboration, and file sharing.
- SaaS Consolidation: Companies merging or retiring legacy tools.
Keeping up with SaaS trends ensures your SMB stays competitive and efficient.
Create a Recurring Review Schedule
Your SaaS health check isn’t a one-time event. Make it part of your yearly IT strategy:
- Annual full audit in Q1 or Q4
- Mid-year mini review for new purchases
- Immediate review after mergers, expansions, or team changes
Set calendar reminders, assign ownership, and involve leadership from every department.
Ready for a SaaS Stack Makeover?
Let TechGN help you streamline your software stack and secure your business for 2026.
Contact us today to schedule your SaaS audit or IT consultation.
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