Subtra Onboarding Kit

Your guide to help you get started with Subtra.

Welcome to Subtra! We are excited to have you onboard and we look forward to saving you a whole lot of time, money and effort. As we transform the way you buy and optimize SaaS, we aim to make a real difference in enabling your business to scale and grow.

This kit will guide you through our onboarding process and help answer key questions. That being said, our customer account managers and sales team will be with you, every step of the way!

Subtra Onboarding Process

SaaS Discovery

Identifying your software stack, total SaaS spend, contracts, renewal dates, etc. and organizing it in a single dashboard

SaaS Savings Report

A detailed report showcasing the potential savings that our partner account managers can win for you

Contract Signing 

Signing of the Master Services Agreement and Statement of Work (includes Pricing details)

Registration

Setting up your Subtra account including organization structure and key members onboarding.

Purchase & Business
Process Mapping

Execution of a detailed SaaS purchase and approval process with entry and exit criterias for each phase.

Audit Meetings

Recurring meetings for ongoing SaaS stack audits, performance reporting, planning and optimizations.

SaaS Discovery

In order to start saving and optimizing your company’s SaaS spend, it is critical for us to know how many services are being used and who is using them. But getting this information can be difficult.

The below process helps us identify and capture information about your entire SaaS stack.

1. Onboarding Primary Point of Contact

    1. We identify a primary point of contact from your finance department. Usually, this is someone in the finance / accounting / Accounts payable executive team.
    2. It is recommended that his person has access to the following information:

I. Admin credentials to your organization’s accounting package. For e.g. NetSuite, SAP, Microsoft Dynamics, Xero, Quickbooks, etc.

II. Contracts and agreements with Software vendors. These are usually sitting with the legal team, however, the finance POC should be able to access or request these contracts.

III. Access to Invoices: Usually organizations have a billing email address to which all invoices are sent. However in reality due to decentralized buying of SaaS many of these invoices are with the SaaS application owners (engineers, marketeers etc.) Regardless during the expense claim process these invoices would’ve been sent to finance.

2. Populating the SaaS Stack Discovery Template

    1. Our team conducts SaaS background checks for your organization to identify the SaaS apps that your company is most likely to use.
    2. Our customer account manager will share the SaaS Stack Discovery Template with you / primary point of contact (either as a .xlsx template or as an online tool). This document allows us to truly get our arms around all the software currently being used by your company.

I. The goal is to have this document represent a full picture of all of your software obligations and upcoming purchases / renewals. Collecting this data upfront will likely be a manual process and a cross-departmental effort. We understand that this may seem like an arduous task, but please know that collaborating with your team to complete this as soon as and with as much data as possible will set you up for savings most quickly (You will only ever have to do this once).

II. As your company gathers information / exports, please share it with your Subtra customer account manager. Once we complete a baseline pull of data, we will also reach out to key leaders across the company to help fill in any gaps or provide insights that may not be currently captured in a centralized system.

3. SaaS Stack Discovery: 1st Pass

    1. Our customer account manager will schedule a 60-minute call with you / primary point of contract, with the following agenda:

I. Confirm the identified SaaS / software apps and tools being used and paid for in the last 12 months.

II. Collect and confirm software and app owners / teams details.

III. Collect and confirm contract data including start and renewal dates.

IV. Run scanning apps on your accounting packages to quickly identify a list of software purchases. For e.g. Xero App Marketplace has SaaS analytics apps such asSaaSOptics (This allows us to confirm the validity of the information in the SaaS Discovery Template).

4. Company-wide Communication

    1. Once we’ve gathered data from your finance teams and personnel, we get the wider audience to provide information about their SaaS apps and make sure no information has been missed out.
    2. Company wide announcements also help in communicating our partnership to stakeholders who will be working with our team. It’s important that we work directly with the stakeholders – as they have the closest view of their SaaS stacks and will be able to advise on overall satisfaction and use.
    3. However, just sending out a templatized message to the entire organization will most likely result in low participation and will not give the desired outcome. To prevent a future pile-up of shadow IT, where users continue to buy and expense SaaS without approvals, it is important to continually educate your entire organization (not just the stakeholders) on why it is necessary to take frequent stock. Every individual should understand the importance and the need to implement a formal process of buying and renewing SaaS.
    4. You can download some communication copy / announcements language from this Communication Kit. We’ve also added some communication tips below:

I. We recommend that you customize the templates to suit your communication requirements.

II. Have your CFO or CIO send out SaaS related internal communication.

III. Establish a clear date for the SaaS Discovery Template to be filled by the key stakeholders.

 

5. Stack Discovery: 2nd Pass

    1. Our customer account managers will work with your app / team owners to collect any additional information on your SaaS stack and apps.

SaaS Savings Report

After we collate all the information on your SaaS stack, we analyze the data to compute a detailed savings report that showcases potential savings that your partner account managers can win for you. A customer account manager will present this report to key stakeholders.

Registration

The next step is to onboard your company on the Subtra platform. A customer account manager will guide you through the onboarding process. The following is achieved as part of the registration process:

    • Create and setup your company account on the Subtra platform
    • Add the primary point of contract to the Subtra platform.
    • Onboard key members and stakeholders (i.e. IT, security, legal, finance)
    • Setup your organization structure and create organization units on the Subtra platform.
    • Set SaaS budgets and define cost center owners.
    • Setup SSO (or manual invitations) to enable platform access for your entire organization. 
    • Share instructor-led training and help videos.

Purchase & Business Process

Once the SaaS Stack Discovery phase is complete and there’s enough confidence built within the stakeholders on the data gathered, we begin identifying and understanding your current business processes. This includes all the processes defined for the procurement and renewal of company software. Depending on how your organization is structured this can either be a short or long exercise.

Regardless of a company’s size or maturity, these four stages are typically involved in any kind of procurement (especially SaaS):

    1. Budget setup for purchasing
    2. Getting security clearances
    3. Legal compliances
    4. Sign-off by key stakeholders
    5. Final sign-off by finance

The goal with collecting this information is to better understand how you want to buy your SaaS. This exercise enables us to meet internal compliance every time we buy and renew SaaS on your behalf.

Below are the items we need you and your team to provide as soon as possible as we kickoff our partnership.

    •  Security Preferences  –  shared by your representative for Security
    •  Legal Preferences – shared by your representative for Legal
    •  Finance Preferences – shared by your representative for Finance 

Once we map out your process we will get a final signed off by all your representative stakeholders. Establishing consensus is as important as setting expectations and outcomes.

A customer account manager will share a template with you / primary point of contract for this. Each of your teams will have a specific place to share their preferences and requirements in the template. We will collate this information to create a baseline process that our team can follow to effectively support and execute on your behalf. It is important to note that we’ll continue to refine and build this process as we develop our partnership. 

Audit Meetings

\Weekly and recurring checkpoint meetings with you / the primary point of contact are crucial for ongoing SaaS stack audits, performance reporting, planning and optimizations.

Below are a few things to note regarding audit meetings.

    1. The first 6 weeks of engagement will include a 60 minute meeting with the primary point of contact – once every week.
    2. From the 7th week onwards, the customer account manager will have a 60 minute meeting with the primary point of contact – once every month.
    3. Our customer account manager will prepare for audit meetings using a customized Weekly Checkpoint Template.
    4. A summary of every meeting will be shared with key stakeholders and the primary point of contact via email or via platform notifications.

Day 30: Onboarding Milestones

Usually by Day 30, most of our customers will have reached (or will be on their way to reaching) these important milestones:

    • A single console, organized view of your entire software stack.
    • A complete documentation of your company’s software procurement process and preferences.
    • Identified opportunities for immediate savings on SaaS
    • Active negotiations being worked by Subtra partner account managers
    • A Month end report covering activities and achievements

Frequently asked questions

How do I collect information on my software / SaaS spend

Most customers compile information from the following sources:

  • Data exports from SaaS management tools like Blissfully, Zylo, Intello (if your company uses them)
  • Accounts Payable – output of all current software providers being paid
  • Purchase orders 
  • FP&A annual planning budget files
  • Ticketing systems used for legal and security reviews
  • Corporate card expenses for key individuals
  • Expense management / spend management software records
  • Contracts archives
  • Vendor records from accounting software
What should I do if I am missing software contract data?

Let your customer account manager know about this and we will help you gather these contracts from your suppliers or from other team members.

Whom should I include in our kickoff call?

We recommend that you include the primary stakeholders who are active in software purchases. A healthy mix of attendees usually includes legal, security and finance leadership.

Let’s get started