Want to negotiate a better deal on your existing SaaS software, but not sure where to start?
Here are our top tips for how to approach SaaS vendors and get the most out of the conversation.
Negotiating with SaaS vendors
Negotiating with SaaS vendors
Negotiating with SaaS vendors
Before you start
Know what you need
List the must-have features and nice-to-haves for the software moving forwards.
List the must-have features and nice-to-haves for the software moving forwards.
List the must-have features and nice-to-haves for the software moving forwards.
Be clear about what tools and features your team uses most, and why.
Be clear about what tools and features your team uses most, and why.
Be clear about what tools and features your team uses most, and why.
Do some homework
Check out other similar software solutions, and their comparative prices.
Check out other similar software solutions, and their comparative prices.
Check out other similar software solutions, and their comparative prices.
See what others are saying about these tools online for extra context.
See what others are saying about these tools online for extra context.
See what others are saying about these tools online for extra context.
Check your usage
Look at how often and how much you use the software across your team.
Look at how often and how much you use the software across your team.
Look at how often and how much you use the software across your team.
Make a list of any features you're paying for but not using.
Make a list of any features you're paying for but not using.
Make a list of any features you're paying for but not using.
Set your budget
Decide how much you're willing to spend on this software based on its value to your business.
Decide how much you're willing to spend on this software based on its value to your business.
Decide how much you're willing to spend on this software based on its value to your business.
Be ready to explain why this tool is worth that amount of money for your use case.
Be ready to explain why this tool is worth that amount of money for your use case.
Be ready to explain why this tool is worth that amount of money for your use case.
The negotiation
Reach out
Contact your vendor’s sales or support team with a friendly message.
Contact your vendor’s sales or support team with a friendly message.
Contact your vendor’s sales or support team with a friendly message.
Let them know you're reviewing your contract and needs, and looking for the best deal.
Let them know you're reviewing your contract and needs, and looking for the best deal.
Let them know you're reviewing your contract and needs, and looking for the best deal.
Talk about your plan
Discuss what you like about your current setup, and what doesn't work for you.
Discuss what you like about your current setup, and what doesn't work for you.
Discuss what you like about your current setup, and what doesn't work for you.
Ask for explanations on anything that’s unclear, or any features that have changed.
Ask for explanations on anything that’s unclear, or any features that have changed.
Ask for explanations on anything that’s unclear, or any features that have changed.
Negotiate the price
Don’t be afraid to request a special deal or discount, especially if you’re committing long-term.
Don’t be afraid to request a special deal or discount, especially if you’re committing long-term.
Don’t be afraid to request a special deal or discount, especially if you’re committing long-term.
Check if you can get a better rate for more users or by signing up to a longer contract.
Check if you can get a better rate for more users or by signing up to a longer contract.
Check if you can get a better rate for more users or by signing up to a longer contract.
Ask if there are any current promotions on offer that could benefit you.
Ask if there are any current promotions on offer that could benefit you.
Ask if there are any current promotions on offer that could benefit you.
Explore other options
Ask if they can customise a plan for your needs.
Ask if they can customise a plan for your needs.
Ask if they can customise a plan for your needs.
See if they will bundle features you need but exclude those you don’t, to save money.
See if they will bundle features you need but exclude those you don’t, to save money.
See if they will bundle features you need but exclude those you don’t, to save money.
Ask about training or better support options to improve your experience of the software.
Ask about training or better support options to improve your experience of the software.
Ask about training or better support options to improve your experience of the software.
Finishing things
Clarify the deal
Make sure all agreed terms are clear and in writing.
Make sure all agreed terms are clear and in writing.
Make sure all agreed terms are clear and in writing.
Confirm that you understand how they’ll handle future price or package changes.
Confirm that you understand how they’ll handle future price or package changes.
Confirm that you understand how they’ll handle future price or package changes.
Review the contract to ensure everything matches your discussions and all negotiated points are included.
Review the contract to ensure everything matches your discussions and all negotiated points are included.
Review the contract to ensure everything matches your discussions and all negotiated points are included.
Say thank you
Thank the vendor for their time and flexibility and express a wish to keep in touch.
Thank the vendor for their time and flexibility and express a wish to keep in touch.
Thank the vendor for their time and flexibility and express a wish to keep in touch.
Set a reminder for when it’s time to review or renegotiate - based on your next contractual breakpoint.
Set a reminder for when it’s time to review or renegotiate - based on your next contractual breakpoint.
Set a reminder for when it’s time to review or renegotiate - based on your next contractual breakpoint.
After the deal
Keep an eye on service
Monitor service quality and vendor response times, both good and bad.
Monitor service quality and vendor response times, both good and bad.
Monitor service quality and vendor response times, both good and bad.
Note any issues or feedback for future discussions.
Note any issues or feedback for future discussions.
Note any issues or feedback for future discussions.
Review ROI
Regularly check if the tool is still delivering value to your business for what you’re paying.
Regularly check if the tool is still delivering value to your business for what you’re paying.
Regularly check if the tool is still delivering value to your business for what you’re paying.
Ensure the deal continues to meet your needs and if not, consider reviewing your options.
Ensure the deal continues to meet your needs and if not, consider reviewing your options.
Ensure the deal continues to meet your needs and if not, consider reviewing your options.
Read the full guide
Tools & resources
Read the full guide
Tools & resources
Read the full guide
Tools & resources
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