Negotiate SaaS Agreements That Are Built to Last

Leverage your unique position and find substantial cost savings.


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Negotiating a SaaS agreement is a complex and often foreign process that can be just as frustrating as a regular software contract.

  • It’s common practice for vendors to bypass IT when selling SaaS solutions.
  • The terms that vendors put in contracts are not standardized.
  • Vendors know how to capitalize on chronic IT capacity challenges.

A careful contract review and negotiation plan will allow you to:

  • Save approximately 5% of the overall IT budget through comprehensive software & SaaS contract review.
  • Negotiate in a way that prioritizes your organization's needs, and reach an agreement with your vendor that takes into account both parties’ best interests.
  • Build an internal cross-functional team across the organization that will negotiate your SaaS contract together.

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Module 1: Collect and Review Data

The Purpose

  • Assemble documentation.

Key Benefits Achieved

  • Understand current position before going forward.

Activities: Outputs:
1.1 Assemble existing contracts.
  • Business Use Case.
1.2 Document their strategic and tactical objectives.
1.3 Identify current status of the vendor relationship and any historical context.
1.4 Clarify goals for ideal future state.

Module 2: Define the Business Use Case and Build a Stakeholder Team

The Purpose

  • Define the business use case and build a stakeholder team.

Key Benefits Achieved

  • Create a business use case to document functional and non-functional requirements.
  • Build an internal cross-functional stakeholder team to negotiate the contract.

Activities: Outputs:
2.1 Establish a negotiation team and define roles.
  • RASCI Matrix
2.2 Write a communication plan.
  • Communications Plan
2.3 Complete a business use case.
  • SaaS TCO Calculator
  • Business Use Case

Module 3: Redline the Contract

The Purpose

  • Examine terms and conditions and prioritize for negotiation.

Key Benefits Achieved

  • Discover cost savings.
  • Improve agreement terms.
  • Prioritize terms for negotiation.

Activities: Outputs:
3.1 Review general terms and conditions.
3.2 Review license and application specific terms and conditions.
  • SaaS Terms and Conditions Evaluation Tool
3.3 Match to business and technical requirements.
  • SaaS Contract Negotiation Terms Prioritization Checklist
3.4 Redline the agreement.

Module 4: Build a Negotiation Strategy

The Purpose

  • Create a negotiation strategy.

Key Benefits Achieved

  • Controlled communication established.
  • Negotiation tactics chosen.
  • Negotiation timeline plotted.

Activities: Outputs:
4.1 Review vendor and application specific negotiation tactics.
  • Contract Negotiation Tactics Playbook
4.2 Build negotiation strategy.
  • Controlled Vendor Communications Letter
  • Key Vendor Fiscal Year End Calendar
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