As the CEO of Cafeyn, it primarily brings me peace of mind because I don't have to wonder about each SaaS whether it has been optimized or not. I know its been done, and done well!
As the CEO of Cafeyn, it primarily brings me peace of mind because I don't have to wonder about each SaaS whether it has been optimized or not. I know its been done, and done well!
Website: www.cafeyn.co
Company size: 150+
Cafeyn, a pioneer in digital news streaming, faced the inherent challenge of high SaaS expenses, a common issue for digital companies that are rapidly growing. These high SaaS expenses arose from the need for tools to meet dynamic team needs and evolving requirements. Cafeyn was facing challenges in managing its SaaS expenses and procurement processes. With high SaaS usage across 10 subsidiaries, the complexity of tracking, negotiating, and optimising these expenses was daunting. Laurent, the CEO of Cafeyn, has a rich financial background as a former CFO, and understood the critical need for a streamlined approach.
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In 2023, Cafeyn, amidst cost rationalisation efforts, faced the challenge of enhancing operations with a reduced budget. The Group Strategic Finance Manager, in charge of negotiating SaaS licences, noted a significant 10 to 30% price increase from suppliers. This rise in costs made it tough to stick to their policy of doing more with the same budget. Although skilled in negotiations, they couldn’t engage in this task daily due to time constraints and the rapidly evolving nature of negotiation tools. Moreover, it was difficult for them to ascertain if they were truly securing the best prices, given that SaaS pricing often varies on a case-by-case basis. They also lacked insight into the right levers to pull during negotiations with various vendors.
We had negotiated our contracts well, and yet there were still some contracts where we were being taken advantage of and could challenge.
Additionally, managing their SaaS purchases was fragmented and time-consuming. Requests and approvals were processed through Trello, but tracking and consolidating these expenses, especially across subsidiaries, was a significant hurdle. Laurent had to meet with all the teams to understand their needs and challenge all the cost lines. It was cumbersome at the accounting level; he had to review everything and identify all the expenses, and they were caught by problems of tacit renewals. The absence of a centralised system led to scattered contracts and a lack of control over renewals and negotiations. This decentralised approach posed substantial challenges, consuming valuable time and resources, particularly in contract management and negotiations.
We carried out an audit and identified potential savings for Cafeyn by comparing their license prices with similar companies of their size. Despite their negotiation processes and good practices, we reveal overpayments in some contracts. Our offer was compelling as significant savings were guaranteed on numerous contracts, and ultimately led to substantial savings overall.
I’m very satisfied with the results obtained with Welii and the relationship with the teams. It costs you nothing to try Welii, because you're guaranteed to save money! It's so easy to implement the solution, that I don't see why anyone wouldn't want to try it. All you have to do is try. Welii does most of the work, gathering the data, doing the analysis and negotiating. To me, it's irrational not to try.
Furthermore, Cafeyn's team requirements were challenged and underwent rigorous analysis for major contracts. The current functionalities and use were assessed for their alignment with the company's needs. This approach empowered Cafeyn to re-evaluate contracts and initiate renegotiations supported by solid usage data. For example, with long-standing tools like their IT project management tool that was initially on a monthly subscription, we helped Cafeyn switch to an annual plan and explored alternatives. This transition resulted in cost savings, enhanced budget predictability, reduced administrative overhead, and potential negotiation benefits, all while ensuring uninterrupted tool access and thorough solution evaluation.
Cafeyn’s approach to how they managed their SaaS was revolutionised by offering a comprehensive solution that streamlined Procurement, enhanced transparency and led to significant cost savings and time saved.
The burden of managing SaaS negotiations often falls on the CFO, who may find the process frustrating and time-consuming, especially for smaller solutions. Despite the potential for significant cost savings, the time and effort required can be substantial. This highlights the need for a more streamlined, efficient approach to managing and negotiating SaaS, like Welii.
Utilising Welii's platform, Cafeyn significantly enhanced their software usage tracking, leading to a more efficient allocation of resources. On one specific tool, they discovered a discrepancy where 300 licenses were allocated but only 200 were actively used. Thanks to Welii’s platform, Cafeyn were able to swiftly cancel the redundant 100 licenses, resulting in huge cost savings in only 2 minutes.
Our platform’s comprehensive features such as the contract alert system and 360° optimisation of SaaS solutions offers Cafeyn immense reassurance, knowing all their contracts are in one reliable place, with easy access to vital information like commercial data, responsible parties, and renewal dates. It ensures continuity in management, even with personnel changes, as anyone taking over can immediately access contracts, alerts, and crucial data for renegotiations, adding significant value to their operations. Most importantly, it helps align with Cafeyn’s goal of cost rationalisation and efficient resource allocation.
For me, it's really reassuring to know that all our contracts are in one place. There's significant added value in this functionality for me and my team.
Using our benchmarks and IT Buyers’ expertise, we successfully negotiated 5 SaaS tool contracts, obtaining an average saving of 20%. These significant savings enabled Cafeyn to conserve a considerable amount of money, which they then reinvested in other SaaS tools to access key features for the operational teams. This strategic allocation resulted in a more efficient allocation of budgets, helping Cafeyn achieve an ROI of x4.
Are you facing similar challenges in managing and optimising your SaaS tools? Welii can provide the solution you need to streamline your processes and achieve significant savings. Discover your cost-saving opportunities with our Savings Calculator and see how we can transform your SaaS processes.
Website: www.cafeyn.co
Company size: 150+
Shadow IT is present for a company of any size and we always identify 3x more tools than our customers thought. If you spend less than $400k annually on SaaS tools, we'll identify fewer saving opportunities than a client who spends millions, but we'll help you quickly implement a data-driven buying strategy to prevent this wasteful situation from occurring and keep you focused on your business.
The security of your data is our primary concern. Which is why we have taken appropriate measures to protect your business.
You are free to add any budget owners or anyone involved in SaaS purchasing to streamline your procurement buying process at no additional cost to our platform.
Managing users and identities is a separate business that we don’t do. However, to bring you value and help you with this process, we have partnered with industry leaders like Okta and Auth0 so that we can help you in your Zero Trust Identity process.
We have developed a simple and intuitive solution allowing you to analyze all your SaaS inventory data through dashboard and dynamic list views based on search criteria and filters.
Spendesk is an enterprise expense management solution that allows all employees to pay for SaaS tools. Welii will provide you with insight and support to help you optimize your spending, add leverage to your negotiations, and remove the headaches associated with SaaS purchasing.
