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SaaS Procurement Excellence

Getting Started

Set up and populate your SaaS stack

The first step in building a strong basis for effective SaaS management is to consolidate your stack, which usually consists of a wide range of subscriptions and IT assets. This procedure is the initial step in giving businesses a fully inventori...
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Integrate your ERP & accounting software with Sastrify

Sastrify supports a variety of ERP and accounting software to sync and update your subscription list with the tools your company uses and pays for. This method detects subscriptions and pulls spend data directly from your accounting software. Sup...
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Tool Discovery via SSO (Single Sign-On) discovery integrations

Managing a diverse set of SaaS tools is a common challenge for many of our customers. Typically, organizations use hundreds of different SaaS tools, and gaining complete visibility into the usage of each active tool to gain full transparency and ...
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Admin Setup Guide: Sastrify for Chrome Browser Extension

The Sastrify browser extension simplifies shadow IT discovery and usage analytics, delivering actionable SaaS insights while upholding privacy and compliance. Key features of Sastrify Browser Extension: Shadow IT Discovery—Automatically det...
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End User Guide: Add & activate Sastrify for Chrome Browser Extension

The Sastrify browser extension simplifies shadow IT discovery and usage analytics, delivering actionable SaaS insights while upholding privacy and compliance. Key features of Sastrify Browser Extension: Shadow IT Discovery—Automatically det...
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Set renewal dates & reminders

With the average organization using over 100 SaaS products, lack of visibility and missed renewals can be costly. As software licenses increase, effective renewal management becomes crucial. Sastrify helps protect your IT budget and maintain ...
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Assign and modify tool owners

By assigning tool owners to their tool subscriptions, companies can maximize the benefits of Sastrify while promoting transparency and a culture of accountability within your SaaS stack management. This practice allows you to manage and optimize ...
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Upload your SaaS documents into Sastrify

Sastrify aims to provide a definitive single source of truth, offering a platform designed to consolidate all SaaS documents in one centralized location. This not only facilitates effective control and oversight but also enhances visibility, ulti...
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Sastrify App Support: Assistance at your fingertip

Whether you need support using our platform or have some general product-related feedback for us, we are here, ready to support you! You can access the App Support page by clicking on the "App Support" link in the bottom left corne...
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Sastrify's commitment to security and privacy standards

At Sastrify, we take the security and privacy of our customers' data seriously. We are committed to maintaining the highest standards to ensure that your data remains secure and protected on our platform. To provide transparency and reassu...
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Tool Stack Management

Google Workspace SSO integration for subscription discovery

Sastrify can seamlessly connect and build secure integration with your Google Workspace SSO to enable what is called Tool Stack Discovery. This feature automatically discovers subscriptions as well as imports and continuously updates your en...
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Enhance organizational SaaS management with HRIS Integrations

One of the biggest problems Sastrify tries to solve is to help companies get a complete view of who is using what within the organization—from the individual level to the department level and across different cost centers. This insight empowers f...
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Summary tab for storing your subscription details

Centralized visibility of contract details is key to optimizing costs, ensuring compliance, and improving efficiency in SaaS management & procurement. Knowledge of each subscription—cost, quantity, renewal terms, and vendor contact info—stre...
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Use discovered page to detect new subscriptions

Transparency helps companies assess risks by providing a clear view of every tool in their SaaS stack. By connecting and utilizing the available Tool Discovery integrations via SSO, Sastrify not only sets up and updates your SaaS stack but al...
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Tools and Spend Importer: Easily upload and visualize data in Sastrify

To help you set up and update your SaaS stack, Sastrify offers various integrations for creating a transparent and fully inventoried stack. While integrations are the most efficient approach, we understand that each organization is unique. If...
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Align vendor names using the Tool Matching feature

This feature ensures seamless data flow by matching your organization's SaaS subscriptions in Sastrify with those from your connected ERP/accounting software. Sastrify’s matching algorithm automatically compares vendor names from its exte...
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Add Sastrify App to your Slack workspace

Given Slack’s central role in internal communication, Sastrify offers a dedicated Slack app to fit seamlessly into your workflow. With this integration, you can receive real-time notifications from Sastrify and take action directly within Slack, ...
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Manually add a new subscription on the go

With Sastrify, you can manually add individual subscriptions when needed. While we recommend setting up your SaaS stack through integrations or file uploads during onboarding, manual entry offers a quick way to add one-off tools on the fly. ...
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How to bulk upload your invoices

Easily organize your SaaS invoices with the bulk upload feature. Whether setting up your stack or updating spend views, simply drag and drop your .pdf files. Sastrify will automatically detect the supplier for efficient management. ...
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Forward your SaaS documents via email

In addition to uploading, you can set up automatic email forwarding to send invoices or other documents directly to Sastrify. This automated solution simplifies document management by seamlessly pushing files into your designated repository. ...
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Change notification preferences

Manage your notification settings Notification Settings can be accessed from Settings > Notifications. On this page, you have the capability to perform several tasks: Add the Sastrify Slack App: This feature enables your organizati...
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A quick glance at your stack using the overview page

Your Sastrify Overview page is more than just the first page you see when you enter the platform—it's an informative hub offering a comprehensive snapshot of your entire stack. In this article, we'll dive into each element of the Overview...
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Manage activities and collaborate using custom tasks

With Sastrify's custom task feature, you can stay organized and collaborate effectively with your team. It helps you manage tool subscription activities and ensures accountability across departments like IT and finance. This feature is usefu...
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Task Automation: Streamline the creation of routine tasks

Task Automation streamlines your SaaS procurement process by automating routine tasks, saving time, and increasing productivity. This feature automatically creates tasks for two common use cases: New Subscription Created: When a new tool or sub...
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Sunset or delete inactive subscriptions

A key best practice for effective SaaS management is keeping your SaaS stack current—this includes properly archiving and marking unused or retired (sunset) SaaS products as inactive. With Sastrify, you can easily update the status of subscriptio...
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Risk & Compliance Management

Uncover shadow IT and assess risk factors using Sastrify Radar

Sastrify's Shadow IT Radar helps IT and compliance teams detect, assess, and manage shadow IT. With automated risk scoring, it provides actionable insights to reduce compliance risks, enhance security, and improve operations. Using browser ex...
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Detailed evaluation criteria for risk scores

Shadow IT Radar enables IT and compliance teams to detect, assess, and manage shadow IT. With automated risk scoring, it provides actionable insights to reduce compliance risks, enhance security, and improve operations. For a detailed knowled...
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Compliance: Stay audit-ready and ahead of evolving IT regulations

Sastrify platform streamlines the setup, customization, and management of product stack compliance processes, making it easy to stay audit-ready while saving valuable time. With intuitive workflows, ready-made, pre-built templates, and custo...
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Procurement Process & Insights

Using Procurement Initiatives for organizing new purchases & renewals

The Procurement Initiative is a core feature of Sastrify, alongside Workflows, designed to streamline SaaS procurement for new purchases and renewals. It provides a structured, centralized approach to procurement, enhancing efficiency and transpa...
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Workflows: Automate procurement processes with consistency

With Sastrify, implementing a procurement workflow for new SaaS purchases or renewals is simple and efficient. Using the Workflows feature, you can define workflows that automatically trigger new purchase or renewal initiatives. The platform also...
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Vendor Insights: Tool-specific information at your fingertips

Sastrify is your go-to resource for all things SaaS. Our Vendor Insights feature empowers you to make informed decisions by providing valuable tool-level insights directly from your accounts. This helps tool owners and decision-makers enhance the...
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Procurement Supports

Get expert procurement support for new purchases and renewals

When making any procurement decision, whether it is to purchase new tools or renew existing ones, you have the option to enlist Sastrify's support and involve our IT buyers in your process. This will trigger the creation of a procurement ...
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Create procurement support using Sastrify - Jira Integration

For Jira users, Sastrify is equipped with an integration that connects the two apps, whose function is to allow tool owners to create and manage procurement support requests directly from their Jira environment without needing to log into Sastrif...
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Scope of service: Custom benchmarking & contract eview

When managing your procurement initiatives, you can leverage Sastrify's support and engage our IT buyers in your process through the 'Involve Sastrify' feature. Our procurement team provides the following services that fall within our...
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Scope of service: Negotiation & renewal support

When managing your procurement initiatives, you can leverage Sastrify's support and engage our IT buyers in your process through the 'Involve Sastrify' feature. Our procurement team provides the following services that fall within our...
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Scope of service: Custom SaaS Optimization Advisory

IN THIS ARTICLE: Service Details What you can expect from a custom benchmark request by Sastrify Service Details Purpose The Custom SaaS Optimization Advisory is conducted quarterly (every 3 months) to deliver advice to our customers o...
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Purchase your SaaS through the SastriMarket

Sastrify benefits from unique partnerships with category-leading vendors around the world. You can take advantage of them by purchasing your licenses directly from us! The benefits of buying SaaS through Sastrify Significant savings through...
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Control your cloud costs with SastriCloud

Infrastructure as a service (IaaS) is a type of cloud computing service that provides essential compute, storage, and networking resources on demand, on a pay-as-you-go basis. IaaS lets you bypass the complexity of buying and managing physical se...
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Cost Control & Spend Management

Usage Analytics: Full visibility into usage and cost optimization

Controlling costs and optimizing your subscription setup starts with understanding how your SaaS tools are being used. Sastrify provides complete visibility into key details like total spend, tool owners, renewal dates, and usage frequency for ea...
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How to integrate Pleo with Sastrify

Sastrify helps you efficiently map and manage your SaaS stack and spend through accounting integrations. Our integration with Pleo streamlines expense management by automatically importing SaaS expenses into Sastrify via Zapier. This ensures ...
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Spend Import: Validate and fine-tune your imported spend data

Accurate spend data is essential for SaaS procurement, enabling cost savings, budgeting, license compliance, and transparency. With Sastrify, you can generate clear spend visualizations by integrating accounting software or uploading spend da...
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How to connect Microsoft Dynamics 365

This article is specifically prepared for the integration of Microsoft Dynamics with Sastrify, taking into account its particular steps involved in setting up the connection. For the main knowledge base articles on ERP & Accounting integrat...
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How to connect Netsuite

This article is specifically prepared for the integration of Netsuite with Sastrify, taking into account its particular steps involved in setting up the connection. For the main knowledge base articles on ERP & Accounting integration, pl...
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How to connect Quickbooks

This article is specifically prepared for the integration of Quickbooks with Sastrify, taking into account its particular steps involved in setting up the connection. For the main knowledge base articles on ERP & Accounting integration, p...
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Export spend data from Candis to Sastrify

This article guides Candis users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from Candis, Sastrify can set up and populate your tool stack and spend data for i...
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Export spend data from Spendesk to Sastrify

This article guides Spendesk users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from Spendesk, Sastrify can set up and populate your tool stack and spend data for i...
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Export spend data from Pleo to Sastrify

This article guides Pleo users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from Pleo, Sastrify can set up and populate your tool stack and spend data for initial s...
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Export spend data from Moss to Sastrify

This article guides Moss users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from Moss, Sastrify can set up and populate your tool stack and spend data for initial s...
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Export spend data from DATEV to Sastrify

This article guides DATEV users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from DATEV, Sastrify can set up and populate your tool stack and spend data for initial...
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Export spend data from Ramp to Sastrify

This article guides Ramp users on how to export their spend data and import it into Sastrify as an accounting export file. By uploading the accounting export from Ramp, Sastrify can set up and populate your tool stack and spend data for initial s...
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Zoom usage integration guide

This guide will walk you through the process of adding, using, and removing the Zoom app for the Usage Analytics integration. Please follow the instructions carefully for a seamless experience. Adding the app Zoom Usage Analytics c...
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Authentication & User Management

Configure and manage your Authentication Settings

The Users & Company Data page provides a centralized location to manage all user and organizational data, offering an enhanced experience that enables you to: Easily invite and manage employees as users within Sastrify. Oversee users, dep...
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Understanding user roles and permissions

In the Sastrify app, we provide diverse user roles and permissions tailored to accommodate various responsibilities. Your organization has the flexibility to assign three distinct roles: Admins, Contributors, and Viewers. The table below explai...
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Okta SSO Login Configuration Guide

Sastrify is now included in the Okta integration catalog. Pro & Platinum customers using Okta can securely login to Sastrify directly from Okta, bypassing the Sastrify login page and password management. Streamlined access for greater conveni...
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JumpCloud SSO Login Configuration Guide

In this configuration guide, you will learn how to configure JumpCloud single sign-on (SSO) login and authentication for accessing Sastrify. IN THIS ARTICLE Step 1: Select the login method in Sastrify Step 2: Create an app in JumpCloud an...
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Cisco Duo SSO Login Configuration Guide

In this configuration guide, you will learn how to configure Cisco Duo single sign-on (SSO) login and authentication for accessing Sastrify. IN THIS ARTICLE Step 1: Select the login method in Sastrify Step 2: Create a Generic SAML Service...
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Microsoft SSO Login Configuration Guide

In this configuration guide, you will learn how to configure Microsoft (SSO) login and authentication for accessing Sastrify. IN THIS ARTICLE Configuration Steps Frequently Asked Questions Configuration Steps 1. Navigate to Setti...
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Having trouble logging in?

This article applies only to accounts that use a user name and password (non-SSO) as their authentication setting. If you find yourself unable to access your Sastrify account due to a forgotten password, please follow the steps outlined below: ...
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FAQs

ERP & Accounting Integration FAQs

IN THIS ARTICLE Which integrations does Sastrify currently support? Which Sastrify user role do you need to set up the integration? What data is collected? What are considered bills and direct costs? How does Sastrify identify SaaS vendors ...
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Discovery via SSO Integration FAQs

IN THIS ARTICLE General FAQs Is there a difference in the quality of tool discovery between integration via SSO or ERP/Accounting, and can they be enabled simultaneously? Which SSO integration based discovery does Sastrify currently support? ...
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HRIS Integration FAQs

IN THIS ARTICLE: Which integrations does Sastrify currently support? Which Sastrify user role do you need to set up the integration? How easy is it to set up the connection? Can I set up multiple connections involving multiple HRIS tools or ...
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Usage Analytics FAQs

IN THIS ARTICLE How often is usage analytics updated? When this feature is enabled, what information is retrieved that contributes to displaying the usage data? Which Sastrify user role do you need to set up the integration? Can I connect t...
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Tools and Spend Importer FAQs

IN THIS ARTICLE What are the minimum data requirements to set up our tool stack using either Subscription List or Accounting Export? What data is required and what is optional? If I accidentally upload the same spreadsheet multiple times, will...
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Invoices FAQs

IN THIS ARTICLE What formats do you accept for invoices? I have set up email forwarding but it's prompting me for verification. What should I do? My invoice/ spend line item doesn't have an invoice attachment included with it. What co...
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Achieved & Potential Savings FAQs

IN THIS ARTICLE Where can I view achieved and potential savings in Sastrify? What counts as achieved savings? How does Sastrify calculate an achieved savings? How does Sastrify calculate the baseline? Why consistent guidelines matter When...
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Form component guide for Sastrify form builder

For the main knowledge base article on Workflows, please refer to the following link: Workflows: Automate procurement processes with consistency The customized intake form in the Initiative feature uses an intuitive drag-and-drop design. Simp...
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What is SaaS and Sastrify's scope of work?

Sastrify's service for your company comprises all procurement-related topics for Software-as-a-Service (SaaS) tools and a part of your Infrastructure-as-a-Service (IaaS) providers. IN THIS ARTICLE What is SaaS? The diversity of Sa...
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Who can invite a new user?

All Sastrify users with an Admin role or full access to the platform can invite new users as well as perform editing functions on all users. Users with a Contributor role can only invite other Contributors and grant them access to the subscr...
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Who receives the renewal alerts or reminders?

By default, the tool owner of a subscription is notified of renewal notifications or any other updates made to the subscription. For more information about assigning a tool owner, see this article. In addition, any user who follows and c...
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How does Sastrify work with currencies?

This article answers the most common questions about currencies and conversions on the platform. IN THIS ARTICLE How many currencies can be displayed on the platform? Can I upload invoices in a currency other than my account currency? H...
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Is the spend data from accounting export always up-to-date?

Your spend data is not always up-to-date. The frequency with which spend data is updated varies depending on the source, which affects its timeliness. With ERP & accounting software integrations, spend data is automatically pulled more ...
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How to work with benchmark prices

How does Sastrify collect price benchmarks? Sastrify collects benchmarks from a number of sources, including: First-hand experience from vendor negotiations that Sastrify supports as lead negotiator. Conducting comprehensive market research, ...
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When and how to involve Sastrify in a contract evaluation or negotiation?

IN THIS ARTICLE How to introduce Sastrify to a vendor? Email template This answer is very simple: the sooner, the better! Engaging Sastrify's experienced procurement buyers and experts early in the process significantly enhances th...
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How does Sastrify interact with SaaS vendors?

Interacting with vendors is one of our key activities, and we are confident in navigating the SaaS space. We have prepared this article to answer some of your most common questions on this topic! In this article: Can we buy SaaS tools or l...
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How do you handle confidentiality clauses in vendor contracts?

Sharing documents and information with Sastrify is just like sharing them with any other 3rd party (tool) like your accounting tool or your tax accountant. Be reminded that Sastrify has signed an NDA with your company before signing the subs...
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Does Sastrify handle SaaS contract termination?

Canceling the contracts with vendors is still your responsibility. However, we can assist you with notifying the vendor about the cancellation. Please feel free to use the email template demonstrated below: Dear [Vendor's Name], I am wri...
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Why is contract data essential for benchmarking and negotiation support?

Providing the necessary contractual data is key to receiving negotiation and benchmarking support from Sastrify. It is difficult to ensure optimal renewal preparation for subscriptions, especially annual ones, without contracts. Is it suffici...
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SaaS Procurement Excellence

Introduction to the SaaS procurement process

In this short video, our Head of Procurement, Alex, briefly explains SaaS Procurement and shows you where Sastrify fits into the process. Topics we cover include What is SaaS Procurement? How does Sastrify fit into your procurement process...
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The 4 stages of the procurement process

This infographic shows you where Sastrify fits into your procurement process, and the benefits of upgrading your procurement model.
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The Do's and Don'ts of SaaS Negotiations

Looking for guidance with your next SaaS contract renewal? Follow these do's and don'ts of SaaS negotiation.
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The SaaS Buyers' guide canvas

As you go through the negotiation process this time around, be sure to think about the next time. Include in your current contract a renewal process that will govern the next process. Many SaaS tools will try to get you into a contract with ...
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Negotiation is not a one-time deal

Watch this video to learn more about the benefits of staying in touch with your vendors and what Vendor Relationship Management (VRM) is. Having a good relationship with your vendor is critical to your overall experience. By implement...
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