Applicable to the following Sastrify plans:


LegacyEssentialsProPlatinum
***


* Legacy includes all plans signed prior to November 1, 2023 and labelled as "Starter", "Advanced", "Professional" or "Enterprise".

** The Netsuite and Sage Intacct integrations are not available for the Essentials plan.


Establishing a solid foundation for efficient SaaS subscription management starts with consolidating your diverse SaaS stack into a centralized location, which in turn provides organizations with a transparent and fully inventoried stack. 


Sastrify serves as a powerful tool, empowering administrators to effortlessly create, update, and maintain their SaaS stack directly within the same application.


This article explains how to set up your SaaS stack and populate your Sastrify account with your current, active subscription list using one or a combination of the following methods.



IN THIS ARTICLE:


Via Integrations

Sastrify sees integrations as the core to intelligently and efficiently populate your tool stack with the detailed, accurate subscription list and ensure the ease of use and full functionality of the platform.


Track and manage your subscriptions and expenses by easily and seamlessly integrating your Sastrify account with your SSO provider and/or accounting software. We offer support for a number of integrations, including Netsuite, Xero, QuickBooks, Sage, Freshbooks, Zohobooks, and Pleo, as well as SSO providers like Google, Microsoft, and Okta.


Once connected, your Sastrify account will automatically retrieve and update the list of current subscriptions and spends (spends only from the ERP & Accounting integrations), ensuring a streamlined and accurate view of your active SaaS usage.


You can view all the available direct integrations by going to Settings > Discovery.


ERP & Accounting integrations

Sastrify offers a wide range of ERP and accounting software that you can sync with to set up, populate and update your subscription list with the tools your company uses and pays for. 


This method will discover your subscriptions and populate their spends from your company's accounting software. This is possible if you use any of the following software: Netsuite, Xero, Quickbooks, Sage, Freshbooks, Microsoft Dynamics, Zohobooks, or Sage Intacct. 


For details on the ERP & accounting integrations including their setup guides, please refer to this article & this FAQ page.


Pleo integration (via Zapier)

Our Pleo integration enables you to easily import your SaaS expenses from your Pleo account into your Sastrify account using Zapier. When you add new expenses on Pleo, the spend data will be automatically added to the corresponding tool within Sastrify's spend tab. Please note that Zapier refreshes every 15 minutes, so new expenses will be pulled in at this frequency. 

You can find a detailed step-by-step set up guide in this article & this FAQ page.

You must have both Pleo and Zapier subscriptions active to use this integration.


Single Sign-On (SSO) integrations

By connecting your Google, Microsoft, or Okta, we will automatically detect and uncover any SaaS tools used by your company that is accessed via your company's SSO logins, in order to automatically import and update your subscription list. 

When discovering new tools or subscriptions, Sastrify will list them in your tool stack under the Discovered tab. Here you will be able to review them to make a decision if these tools are part of your active subscriptions or not, you will be able to decide if you want to mark them as tools "in use" or archive them if they are not applicable to your company tool stack.

More details about the setup in this article and this FAQ page.


Accounting Export

As a secondary means, you can also set up your SaaS stack by using export files and upload them to Sastrify. If you provide a spend data export from your accounting software, as a .csv or .xlsx file, Sastrify will create your list of subscriptions and spend associated to them in the date range that you have selected prior to the export. 


Some example softwares are: DATEV, Candis, Spendesk, GetMoss, Pleo, Ramp, Brex

 

⚠️ For every accounting export, the following fields are required:

  • Vendor (tool) names & booking texts 
  • Dates of the invoice/spend in the format DD.MM.YYYY
  • Invoice names or numbers
  • Spend amounts


→ If the export has amounts in currencies different from the one your Sastrify account is set up to, we will convert the amount automatically to our internal fixed exchange rates. To ensure as accurate amounts to your internal records as possible, we highly recommend you either already convert the amounts to the Sastrify account currency, or provide us with the desired exchange rates for us to convert. 


Subscription list 

Sastrify can generate your subscription list by utilizing a list of you use to manually maintained your SaaS subscriot, such as a Google Sheet or an .xlsx file. This list typically includes details like vendor name, spend, tool owner, contract renewal dates, notes, and tags. 

 

Our system can seamlessly populate this information within your Sastrify app, ensuring a synchronized and detailed representation of each individual subscription.


More details about the setup in this article.


Bulk upload of invoices

If you have your invoices stored in a designated folder, thanks to the bulk upload functionality in our Sastrify app, you can simply drag and drop the .pdf files. Our system will start working and automatically detect the supplier. 


More details about the setup in this article.


Automated forwarding of invoices/documents via email

This option allows you to set automatic email forwarding when an email from your vendor (with an invoice) comes in your inbox (or the accounting inbox, for example). Using email forwarding can be a convenient solution to push documents into a designated repository, streamlining the document management process.

More details about the setup in this article.


Add subscriptions manually

The final way to create your subscriptions is to add them manually, one at a time. While this method may seem lengthy, and while this is not the primary step we recommend for setting up your entire SaaS stack, as the previous methods above have proven to be both efficient and effective, it does give you an additional option if you want to add an additional tool or two on the fly. 

More details about the setup in this article.