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| App | Category | SavingTipsParagraph | SavingTipsBullets | |
|---|---|---|---|---|
| Microsoft 365 | Office suite & collaboration | Microsoft 365 spend usually balloons through over-licensing, unused add-ons, and underused storage. Focus on assigning the right SKU per user and consolidating workloads. | • Match users to the cheapest plan that still meets their needs (e.g., web-only vs desktop apps) • Use shared mailboxes and shared calendars instead of extra user licenses where the license terms allow • Regularly audit inactive accounts and remove licenses for ex-employees and long-term contractors • Prefer annual billing and check eligibility for nonprofit, student, or enterprise volume discounts | |
| Google Workspace | Office suite & collaboration | Google Workspace costs scale with seat count and storage. Many users only need core mail/docs; advanced SKUs can be reserved for power users. | • Put most users on the lowest plan that meets their security/storage requirements • Use shared drives instead of creating extra user accounts for generic email addresses • Set storage quotas and auto-deletion policies for old mail and Drive content • Remove suspended or inactive users after data retention requirements are met | |
| Notion | All‑in‑one workspace | Notion becomes expensive when every collaborator gets a paid seat and multiple workspaces exist. Centralizing work and using guests saves money. | • Keep a single main workspace instead of many fragmented ones • Give occasional collaborators guest access instead of full members where terms allow • Downgrade inactive users or remove them after handover • Pay annually and avoid over-provisioning AI add-ons for casual users | |
| Evernote | Notes & information management | Evernote’s value is in a few power users; many people can stay on the free tier. Use shared notebooks instead of extra paid accounts. | • Reserve paid plans for heavy users who need offline, large uploads, and advanced search • Encourage light users to stay on the free tier if they only view or lightly edit notes • Periodically export/archive old notebooks you no longer need synced • Check for loyalty, student, or regional discounts before renewing | |
| ClickUp | Project & task management | ClickUp can sprawl with many workspaces and unused features. Simplifying your structure and rightsizing seats reduces cost. | • Consolidate into one workspace with standardized spaces instead of many scattered workspaces • Give view-only or guest access to clients instead of full paid members • Disable unused paid add-ons and automations if they don’t materially help the team • Run a quarterly user/role audit and downgrade or remove inactive accounts | |
| Asana | Project & task management | Asana charges per member in paid teams. Many stakeholders only need comment or read access, not full licenses. | • Group users that truly need advanced features into a single paid team; keep others on free • Use comment-only access for stakeholders who just review status • Archive completed projects to keep the workspace cleaner and avoid creating extra teams • Negotiate enterprise or multi-year pricing if you have many seats | |
| Trello | Lightweight project management | Trello’s cost grows when each team buys its own workspace and power-ups. Standardizing on one workspace and limiting paid power-ups can help. | • Use one company-managed workspace instead of separate paid workspaces for every team • Keep most boards on the free features; enable premium power-ups only where they add clear value • Clean up inactive boards and remove users who have left the company • Use annual billing and check for education/nonprofit discounts | |
| Monday.com | Project & work management | Monday’s per-seat pricing and multiple workspaces can rack up costs quickly. Consolidation and role-based access control keep it lean. | • Standardize on a few account types (viewers vs editors) and avoid giving everyone editor rights • Merge overlapping boards and workspaces that duplicate reporting • Reclaim licenses whenever employees leave or change roles • Evaluate if some use-cases can move to read-only dashboards for non-core users | |
| Basecamp | Project collaboration | Basecamp’s flat pricing is generous, but you can still waste money if you run many parallel tools. Use it as a central hub to replace others. | • Replace overlapping tools (chat, file sharing, docs) with Basecamp to avoid double-paying for alternatives • Archive long-finished projects so your team doesn’t feel the need to spin up other tools • If a small team, check whether personal plans or per-user tiers are cheaper than the flat company plan • Share clients as guests instead of creating separate paid setups for each | |
| Smartsheet | Project & work management | Smartsheet costs rise with creator licenses and premium add-ons. Limit creator seats to those who build sheets and reports. | • Assign full licenses only to people who design and maintain sheets; give others viewer or editor-only roles • Review premium add-ons (control center, advanced reporting) and cancel those not actively used • Consolidate similar sheets and use templates instead of spinning up many custom solutions • Negotiate pricing if you have many licenses or multiple business units | |
| Wrike | Project & work management | Wrike is powerful but pricey if everyone is given a full seat. Rightsizing roles and cleaning up workspaces controls spend. | • Set up clear role profiles (requestor, collaborator, project manager) and map licenses accordingly • Route casual work intake via request forms instead of granting full accounts • Remove or downgrade users who haven’t logged in recently • Use a single shared instance across departments instead of multiple small accounts | |
| Jira Software | Issue & project tracking | Jira costs tend to grow with seat count and multiple separate instances. Standardization saves both money and admin time. | • Maintain a single Jira instance with standardized workflows instead of many isolated ones • Use cheaper roles or free access options for stakeholders who only need to comment or view issues • Regularly archive completed projects and delete unused custom fields and apps • Remove or downgrade users who no longer participate in active projects | |
| Linear | Issue & project tracking | Linear is lean but can still be over-provisioned. Ensure only active builders have paid seats and keep guests external. | • Assign paid seats only to engineers, PMs, and designers who manage issues daily • Invite clients or external partners as guests where the terms and features allow • Review workspace members quarterly and revoke access for inactive or departed users • Use annual billing if your team size is stable to capture discounts | |
| Azure DevOps | DevOps & project management | Azure DevOps can quietly expand through parallel projects and add-ons. Use free tiers and shared resources where possible. | • Use the free tier or basic access for users that only need limited features • Consolidate pipelines and artifacts to avoid duplicate storage and compute charges • Remove old projects and repositories that are no longer required • Monitor usage reports and cap parallel jobs and test resources where they’re underutilized | |
| GitHub | Code hosting & collaboration | GitHub cost is driven by paid org seats and private features. One common optimization is to minimize paid org seats and use collaborators wisely. | • Keep only core team members as paid users in the organization; invite others as outside collaborators where policy allows • Use a single organization instead of multiple small orgs per team to simplify seat management • Review and remove suspended or inactive members regularly • Only enable paid add-ons (Copilot, advanced security) for engineers who truly benefit | |
| GitLab | Code hosting & DevOps | GitLab’s per-seat pricing and tiered features can add up. Match tiers to teams carefully and use free self-hosting where appropriate. | • Use the lowest tier that provides required CI/CD and security features for most users • Consider self-managed GitLab if you already have infra and want to reduce SaaS per-user costs • Restrict premium features like advanced CI minutes to teams that actually use them • Remove old groups/projects and users to keep license counts minimal | |
| Bitbucket | Code hosting & collaboration | Bitbucket is often bundled with other Atlassian tools; unused accounts still cost money. Keep it limited to active developers. | • Grant Bitbucket access only to engineers who commit code regularly • Deactivate accounts for ex-employees as part of offboarding automation • Use a central shared project structure instead of many separate accounts • Monitor build minutes usage and optimize pipelines to reduce extra charges | |
| Confluence | Knowledge base & docs | Confluence becomes expensive when everyone gets edit rights and many spaces are mostly read-only. Reserve edit seats for content owners. | • Assign edit rights and paid seats to knowledge owners; give others read/comment access if the license terms support it • Merge overlapping spaces and delete stale content to simplify structure • Encourage teams to use shared pages instead of duplicating pages across spaces • Periodically audit user activity and reclaim licenses from passive users | |
| Airtable | Database & workflow | Airtable charges for creator/editor seats. Many stakeholders only need read-only or comment access via interfaces and shared views. | • Limit creator/editor roles to a small group; share read-only interfaces or views with most stakeholders • Consolidate similar bases, and use synced tables instead of duplicating data across many workspaces • Remove users from workspaces when projects end or ownership changes • Turn off unused extensions and automations that add to your bill | |
| Coda | Docs & database hybrid | Coda pricing is centered on doc makers; viewers can often be free. Concentrate maker rights in a small set of power users. | • Designate a small set of makers responsible for building docs, and let others be free viewers/editors where allowed • Refactor many small docs into fewer, well-structured ones to reduce maker count • Retire or archive old docs and remove owners who have left the company • Use published docs and embedding instead of granting direct access when feasible | |
| Dropbox | Cloud storage & sync | Dropbox costs climb with storage usage and additional licenses. Cleaning up data and consolidating teams is critical. | • Standardize on a single team account instead of reimbursing many individual Dropbox plans • Enable smart sync and retention policies so old versions and unused files are removed automatically • Remove licenses for ex-employees after transferring ownership of their folders • Avoid paying for multiple cloud storage products by picking one primary provider | |
| Box | Cloud storage & content management | Box is often used in regulated environments, but many advanced features are overkill for some users. Tiering accounts saves money. | • Place compliance-heavy users on higher tiers; put light users on cheaper or free collaborator tiers if available • Clean up external collaborations and remove partners who no longer need access • Use shared folders and group permissions rather than one-off user-specific folders • Review add-ons like governance or shield and drop ones your team doesn’t actually use | |
| OneDrive for Business | Cloud storage & sync | OneDrive is typically bundled with Microsoft 365. The main savings come from avoiding duplicate tools and controlling storage growth. | • Use OneDrive and SharePoint instead of paying separately for other storage tools when possible • Educate users on deleting or archiving obsolete files instead of hoarding everything forever • Leverage built-in retention policies to avoid human-driven manual cleanup • Make sure you’re not double-paying for both OneDrive and alternative backup/storage for the same use case | |
| Google Drive | Cloud storage & collaboration | Google Drive is part of Workspace, but many pay extra for add-ons or redundant tools. Standardizing reduces overlap. | • Use shared drives for teams instead of personal drives, which are harder to reclaim when staff leave • Avoid running both Google Drive and another cloud storage product for the same department • Enforce storage limits and auto-deletion of trash to prevent hitting higher pricing tiers • Train users to collaborate in Docs/Sheets/Slides instead of duplicating files via downloads | |
| Slack | Team chat & collaboration | Slack costs track with active members and workspaces. Consolidation and guest accounts are key levers. | • Use a single primary workspace for the company instead of multiple paid workspaces per team • Give external partners access via single- or multi-channel guests instead of full members where plans allow • Regularly deactivate inactive users and bots that consume paid seats • Use annual billing and ask for startup/nonprofit discounts if eligible | |
| Microsoft Teams | Team chat & collaboration | Teams is often bundled with Microsoft 365, so overpaying usually comes from duplicating other tools, not Teams itself. | • Replace overlapping chat or meeting tools with Teams to avoid double subscriptions • Use shared channels with external organizations when possible instead of giving them full tenant access • Audit apps and connectors; remove premium add-ons that nobody uses • If you use Teams Phone, rightsize calling plans to actual call volumes | |
| Zoom | Video meetings | Zoom can become expensive with too many Pro licenses, add-ons, and underused webinars/rooms. | • Give Pro/Business licenses only to people who schedule external meetings; let others join with basic accounts when allowed • Share a small pool of webinar or large-meeting licenses instead of buying one per host • Cancel underused add-ons like Zoom Rooms in spaces that rarely host meetings • Use annual plans or bundles if your organization depends heavily on Zoom | |
| Webex | Video meetings & collaboration | Webex pricing depends on host licenses and add-ons. Many organizations over-license occasional hosts. | • Assign host licenses only to staff who run recurring or external meetings • Use shared meeting rooms or team accounts for one-off events instead of buying extra hosts • Turn off advanced features and add-ons that are not being used (events, training modules, etc.) • Review meeting usage reports quarterly and downgrade low-usage accounts | |
| Google Meet | Video meetings | Google Meet is bundled with Workspace; overspend happens mostly through running parallel meeting tools. | • Prefer Google Meet over separate paid video tools for standard meetings • Use meeting nicknames and reusable links instead of many separate add-on solutions • Avoid buying dedicated hardware licenses unless rooms are heavily used • Consolidate all-hands and recurring events into a few shared calendars and links | |
| Calendly | Scheduling | Calendly charges per seat; many users just need a basic link. Keep premium features limited to power schedulers. | • Assign paid seats only to roles that rely heavily on external booking (sales, recruiting, support) • Use round-robin and team scheduling instead of each person buying their own scheduler • Turn off calendars and event types that nobody uses to simplify management • Pay annually and drop upgraded tiers if advanced routing and workflows aren’t used | |
| Motion | AI scheduling & task management | Motion is powerful but pricey per seat. Ensure only users who truly adopt it remain on paid plans. | • Pilot Motion with a small group first before rolling out to the whole company • Remove users who revert to manual calendars and don’t actually use Motion’s automation • Use it to replace other task or time-blocking apps instead of stacking subscriptions • Start with monthly billing during trial phase; switch to annual only once adoption is proven | |
| Reclaim.ai | Smart calendar & habits | Reclaim becomes cost-effective only if people truly use its auto-scheduling. Limit licenses to those who rely on time blocking. | • Buy seats only for heavy calendar users who benefit from automatic time-blocking • Use shared routines and policies where possible instead of each user tinkering alone • Turn off low-value habits or tasks that clutter calendars • Review usage stats and reclaim seats from users who haven’t connected their calendars | |
| Clockwise | Smart calendar | Clockwise’s value is in team-wide focus time; it doesn’t help if only a few people adopt it. Deploy selectively. | • Introduce Clockwise to teams that suffer most from fragmented calendars, not the whole company at once • Monitor focus time improvements and cancel if the organization doesn’t change meeting habits • Use free tiers for individuals testing the tool before upgrading • Coordinate company-wide no-meeting blocks rather than relying purely on premium features | |
| Fantastical | Calendar client | Fantastical is often an individual productivity upgrade. Volume licensing for everyone is rarely necessary. | • Buy Fantastical only for roles that live in their calendar (ops, exec support, managers) • Let casual users stick with native calendar apps instead of paying for a better UI • Use family or team bundles if available rather than individual monthly subscriptions • Periodically cancel unused subscriptions on shared company credit cards | |
| Todoist | Task management | Todoist charges per user for premium and business features. Many users can stay on the free plan. | • Reserve business seats for teams that need shared projects and admin controls; keep others on personal/free plans • Consolidate many small side projects into a few shared projects to simplify access • Use filters and labels instead of spinning up many separate workspaces • Do a semi-annual review of active users and downgrade unengaged ones | |
| TickTick | Task management | TickTick’s paid plan is inexpensive but can still add up across a team. Treat it as an optional upgrade for power users. | • Only upgrade users who need calendar views, advanced reminders, or productivity stats • Encourage light users to stay on the free tier if they just maintain simple lists • Avoid paying for multiple task apps per person (standardize on one tool) • Watch renewals on app stores, which are easy to forget to cancel | |
| Superlist | Task & project management | Superlist is new and evolving; early adopters may over-subscribe. Keep your license count lean until the product stabilizes for your workflows. | • Start with a small core team using Superlist and gather feedback before scaling • Avoid duplicating the same projects in multiple tools; choose a single system of record • Review whether features justify paying compared to free alternatives before renewal • Negotiate startup pricing if you’re adopting it as an early-stage company | |
| Sunsama | Daily planner | Sunsama is a premium planning tool. It’s best reserved for people who truly use daily review workflows. | • Offer Sunsama as an optional perk to heavy planners, not a mandatory tool for all staff • Cancel licenses for users who don’t complete daily or weekly reviews in the app • Use it to replace multiple planning tools (paper + another planner app) instead of adding yet another tool • Prefer annual billing only after confirming long-term adoption | |
| Rize | Time tracking & focus | Rize is effective for individuals, but not every employee needs it. Focus on roles where time analytics drive decisions. | • Purchase seats only for knowledge workers who benefit from detailed time reports • Encourage users to set clear work categories so the data is actionable, justifying the cost • Review weekly reports; if someone never checks them, consider downgrading them • Avoid overlap with other time-tracking tools in your stack | |
| Toggl Track | Time tracking | Toggl’s main cost driver is billable user seats. Use role-based access and a single tool for time tracking across the company. | • Standardize Toggl as the only time tracker and cancel other overlapping tools • Give billable and project-management roles full access; use limited roles for others • Periodically close old workspaces and projects so people don’t track time to the wrong place • Audit active users and remove staff and contractors who have rolled off projects | |
| Harvest | Time tracking & invoicing | Harvest is great for agencies, but unused seats and projects can inflate bills. Keep your account clean and roles tight. | • Assign paid accounts only to people who log billable time or create invoices • Archive completed clients and projects to keep reports and project lists lean • Use shared expense categories and templates instead of one-off setups • Monitor which features you actually use and drop add-ons you don’t need | |
| Clockify | Time tracking | Clockify is affordable, but costs grow with premium features and many workspaces. Simplify your structure and roles. | • Use the free tier for simple tracking and upgrade only teams that need advanced features • Limit admin roles to a small group to prevent accidental sprawl of projects and workspaces • Merge similar projects and clients to keep reporting simpler and avoid misallocations • Remove inactive users and revoke access for former contractors promptly | |
| RescueTime | Time tracking & focus | RescueTime (or similar focus trackers) only pays off if people act on the data. Keep licenses to those who review reports. | • Give RescueTime only to employees who agree to use it for self-improvement, not monitoring • Encourage weekly or monthly reviews of focus time; cancel subscriptions where reports are ignored • Avoid running multiple overlapping focus tracking tools • Use family or team plans if they’re cheaper than multiple individual accounts | |
| Time Doctor | Time tracking & monitoring | Time Doctor is often used for remote teams; over-monitoring can be costly and erode trust. Use it sparingly. | • Limit monitoring features to roles where there is a clear business need and legal basis • Disable intrusive features you don’t actually review (e.g., screenshots) to reduce data handling overhead • Periodically verify that reports are actually used by managers; cancel if not • Rightsize your plan based on current headcount rather than forecasted hires | |
| Hubstaff | Time tracking & productivity | Hubstaff charges per active user. Savings come from eliminating zombie accounts and redundant tools. | • Turn off tracking for team members who no longer log client-billable hours • Use one shared account for infrequent contractors when allowed, instead of many separate seats • Remove old projects and clients to simplify reporting and avoid confusion • Compare Hubstaff against other trackers annually and consolidate onto one platform | |
| Everhour | Time tracking & reporting | Everhour is often layered on top of project tools. Overspend comes from giving seats to everyone instead of core billable roles. | • Buy seats mainly for people who log billable time or build reports • Ensure you’re not double-paying for similar functionality already included in your PM tool • Clean up old tasks and projects so reporting is easier and requires fewer admins • Consider switching to annual billing after a stable year of usage patterns | |
| Figma | Design & prototyping | Figma gets expensive when every viewer is a paid editor. Use viewer roles and public prototypes to cut seat count. | • Assign editor licenses only to people who actually design; keep PMs and stakeholders as viewers • Use shared libraries so multiple teams don’t pay to maintain duplicate components • Archive old projects and remove external collaborators who no longer need access • Ask for startup or educational discounts if you qualify | |
| Adobe Creative Cloud | Creative suite | Adobe’s all-app plans can be overkill for many. Choose narrower plans and shared devices where possible. | • Give full Creative Cloud only to staff who use multiple Adobe apps daily • Use single-app licenses (e.g., Photoshop-only) for specialists when cheaper • Use shared device licenses or lab machines for occasional users instead of individual subscriptions • Monitor license activations and deactivate unused computers | |
| Canva Pro | Design & content creation | Canva Pro is often bought by many small teams separately. Centralizing and leveraging shared brand kits saves money. | • Create one company-wide Canva team instead of multiple small paid teams • Share templates and brand kits so casual users don’t each need to reinvent designs • Remove team members who are inactive or only occasionally view designs • Downgrade users who primarily use free assets to the free plan | |
| Miro | Online whiteboard | Miro pricing is highly seat-based; many people just need to comment or view. Use guest and public board options when appropriate. | • Grant editor licenses only to regular facilitators and designers; keep others as free viewers/commenters if the plan allows • Reuse boards for recurring ceremonies instead of creating new ones each time • Archive inactive boards and projects so they don’t tempt teams to start new paid workspaces • Consolidate all teams into one enterprise plan if you’re currently paying for many small accounts | |
| Mural | Online whiteboard | Mural is similar to Miro: overspend comes from duplicate workspaces and too many editors. Simplify roles and structure. | • Assign facilitator/editor roles to a limited set of power users • Invite occasional collaborators as guests instead of giving them full paid seats • Regularly clean up old rooms and murals and remove their owners if they have left • Standardize on either Mural or a competitor rather than paying for both | |
| Lucidchart | Diagramming | Lucidchart charges mainly for editors; most stakeholders only need view access. Tighten who can edit diagrams. | • Give edit access only to system owners and architects; share read-only links with others • Use team folders and templates so fewer people need to create diagrams from scratch • Remove or downgrade users who haven’t edited a document in months • Bundle Lucidchart with Lucidspark or enterprise plans if that lowers per-seat cost | |
| Lucidspark | Online whiteboard | Lucidspark is often used alongside Lucidchart. Run them under one license strategy to avoid duplication. | • Evaluate whether you need both Lucidchart and Lucidspark for each user; some may only need one • Use anonymous or limited guest collaboration for external workshops when allowed • Reuse boards and templates instead of creating new workspaces for every session • Negotiate bundle pricing if you’re all-in on the Lucid ecosystem | |
| Sketch | Design (Mac) | Sketch now has subscription components; however, many features can be centralized. Use shared libraries and limited editor seats. | • Use Sketch on shared design machines and standardize on libraries instead of many individual subscriptions • Only purchase licenses for active designers on macOS • Remove old devices from your license pool when hardware is retired • Periodically confirm that teams aren’t also paying for overlapping design tools | |
| InVision | Design collaboration | InVision usage has declined for some teams; many keep paying out of inertia. Validate actual usage before renewing. | • Check analytics to see which projects and boards are still actively used • Migrate static designs to cheaper or bundled tools if possible (e.g., Figma prototypes) • Reduce editor seats to a small group and send everyone else share links • Consider canceling entirely if it no longer fits your primary design workflow | |
| Grammarly | Writing assistant | Grammarly’s business plans can be overkill for light users. Give premium seats only to roles that write externally facing content. | • Assign business seats to copywriters, marketers, sales, and support; keep others on the free tier • Disable premium where browser performance suffers and people stop using it • Avoid buying both Grammarly and similar tools (e.g., LanguageTool) for the same user • Use annual plans only if writing-intensive roles are stable | |
| LanguageTool Premium | Writing assistant | LanguageTool Premium overlaps with other writing tools. Make it your single writing assistant where possible. | • Standardize on LanguageTool or a competitor, but not both, for the same team • Only upgrade users who regularly write long-form or multilingual content • Use organization-wide settings and dictionaries to reduce editing time • Monitor renewal dates and seat usage and cut back licenses where adoption is low | |
| Jasper | AI writing | Jasper and other AI writers have usage-based or seat-based pricing. Cap usage and consolidate tools. | • Choose a single AI writing platform for marketing instead of paying for several • Set usage budgets per team and monitor who exceeds them • Downgrade or cancel if output still needs substantial manual rewriting • Review whether built-in AI in existing tools (e.g., docs, email) covers your use case | |
| Descript | Audio/video editing & transcription | Descript can replace several tools, but only if actively used. Limit creator seats and shared drive storage. | • Assign creator licenses only to people who record, edit, or publish content • Use viewer or commenter roles for stakeholders who just review edits • Archive old projects and offload raw footage to cheaper storage after publishing • Avoid paying for multiple transcription tools if Descript already covers that need | |
| Otter.ai | Transcription & meetings | Otter.ai pricing scales with transcription minutes and seats. Encourage smart usage and shared accounts where allowed. | • Use Otter only for meetings that genuinely need transcripts, not every casual chat • Share transcripts with attendees instead of giving everyone their own paid account • Regularly delete or export old recordings if they’re no longer needed • Rightsize plans based on actual monthly transcription usage | |
| Superhuman | Email client | Superhuman is premium and only makes sense for roles where time saved outweighs cost. Deploy selectively. | • Offer Superhuman only to executives, sales, and roles drowning in email, not everyone • Periodically survey users about productivity gains; cancel for those who don’t see value • Avoid stacking multiple paid email tools (Superhuman, SaneBox, etc.) for the same inbox • Use annual billing only for users who have used it consistently for several months | |
| Front | Shared inbox & collaboration | Front’s biggest cost driver is full seats. Use lite or collaborator roles for occasional participants. | • Buy full seats for agents who live in the inbox; give occasional responders limited or shared access • Consolidate support, info, and sales inboxes into one shared system to replace other tools • Archive or delete unused inboxes and tags to simplify routing • Negotiate pricing as volume grows instead of allowing auto-renew at list price | |
| Spark Mail Premium | Email client | Spark’s premium features are mostly for power users. Many people can be productive with the free version. | • Upgrade only those who need advanced team features or power user workflows • Avoid paying for Spark on top of other premium mail clients already provided by IT • Review usage at renewal; cancel for users who’ve reverted to default mail apps • Use family or team subscriptions if cheaper than multiple individual plans | |
| SaneBox | Inbox management | SaneBox is cheap per user but often forgotten. Ensure active usage or cut it. | • Confirm that users rely on SaneBox folders; cancel if they rarely check or train them • Consolidate email filtering rules so you’re not also paying for similar functionality in other tools • Use cheaper plans for accounts that don’t need all power tools • Periodically review connected inboxes and disconnect ones no longer used | |
| 1Password | Password manager | 1Password’s cost grows with seat count, but the risk of not using it is higher. Savings come from central management and avoiding overlaps. | • Standardize on 1Password across the company and cancel other password managers • Use shared vaults instead of creating separate subscriptions for every small team • Offboard users promptly so you can reassign or remove their seats • Choose the plan that fits your device and sharing needs; avoid overbuying features | |
| LastPass | Password manager | LastPass has similar economics to 1Password. Choose one manager and manage seats tightly. | • Migrate everyone to a single password manager instead of reimbursing personal tools • Use family or team plans where cheaper than individual subscriptions • Remove users’ access as soon as they leave the organization • Periodically review whether enterprise features (SSO, advanced policies) are actually used | |
| Dashlane | Password manager | Dashlane offers team plans that can replace many personal subscriptions. Centralization is the main cost saver. | • Move users from personal Dashlane plans to a central team account where you control seats • Remove duplicates if users were paying on their own cards before • Disable high-cost add-ons you don’t use, like advanced VPN options if included • Revisit your choice of manager every few years but consolidate onto one | |
| Bitwarden Premium | Password manager | Bitwarden is already cost-effective; overspend comes from running multiple tools in parallel. | • Use Bitwarden as your standard and phase out other managers • Only upgrade to paid tiers for users who need advanced features; keep others on free • Use organizations and shared collections instead of many separate paid vaults • Monitor user activity and revoke access for inactive accounts | |
| Obsidian Sync | Knowledge management | Obsidian is free, but Sync and Publish are paid. Only buy them for people who truly need those features. | • Purchase Sync for users who actively work across devices and care about encryption; others can use free file sync options • Only pay for Publish where public knowledge bases are truly needed • Consider using a shared Git repo or cloud drive instead of Sync for some users • Share one Publish site per team instead of multiple small ones | |
| Roam Research | Networked note-taking | Roam is a premium tool; ensure that users are committed to its workflow before standardizing. | • Start with monthly subscriptions for experimenters; only move committed users to annual plans • Avoid running Roam plus a second paid note app for the same person • Export and archive notes before canceling unused accounts • Limit Roam to users who genuinely benefit from graph-style knowledge management | |
| Craft Docs | Documents & notes | Craft is great for Apple-centric teams, but not everyone needs it. Treat it as an upgrade, not a default. | • Offer Craft primarily to roles that do heavy document design or client-facing proposals • Use shared folders and spaces to reduce the number of separate subscriptions • Evaluate whether built-in Apple Notes or other bundled tools are sufficient for some users • Cut back seats if people drift back to other apps | |
| Bear Pro | Notes (Apple) | Bear Pro is inexpensive but easy to forget about. Many can manage with the free tier or other company tools. | • Buy Bear Pro only for users who rely on tagging and advanced export features • Encourage consolidation into company-standard note tools if Bear is only used casually • Avoid paying for Bear Pro on both personal and company accounts for the same person • Track App Store renewals carefully and cancel unused ones | |
| Ulysses | Writing & note-taking | Ulysses is typically for writers. Company-wide licenses rarely make sense. | • Limit subscriptions to employees who write long-form content (e.g., blog posts, docs, books) • Use bundles (e.g., Setapp) if they’re cheaper than standalone subscriptions for heavy Mac users • Export and archive work before canceling licenses for ex-writers • Don’t stack multiple premium writing tools without a clear reason | |
| Slite | Team knowledge base | Slite is most useful if it becomes the central wiki. Savings come from consolidating overlapping tools and pruning seats. | • Replace ad-hoc document sharing (Docs, random files) with Slite to justify its cost • Give full seats to content creators; keep occasional readers as free/limited users if available • Archive old channels and docs to keep navigation simple and reduce admin time • Remove users who haven’t logged in for months | |
| Guru | Knowledge base & enablement | Guru can be pricey but powerful. Focus on key teams like sales and support and avoid spreading seats too widely. | • Restrict paid cards and author permissions to enablement, support, and sales engineers • Use browser extensions and Slack integrations to reduce context-switching and maximize value • Clean up outdated cards regularly to keep content lean • Remove or downgrade roles for users that don’t create or verify content | |
| Tettra | Team wiki | Tettra is effective for small teams; don’t overbuy for people who already prefer other systems of record. | • Pilot Tettra with one or two teams before rolling it out more broadly • Make Tettra the default home for SOPs and runbooks to avoid parallel wikis • Assign editing rights to a limited group and leave others as readers • Review usage yearly and cancel if your team has migrated knowledge elsewhere | |
| Quip | Docs & collaboration | Quip overlaps heavily with Google Docs and Office. You save by choosing one primary platform. | • Use Quip primarily if you’re committed to the Salesforce ecosystem; otherwise avoid duplicating with Docs/Office • Migrate legacy documents to your standard suite before reducing Quip licenses • Reassign or remove licenses from users who no longer work with Salesforce data • Eliminate small, isolated Quip instances by moving them under a central admin | |
| Zoho Projects | Project management | Zoho Projects is affordable, but cost still scales with users. Avoid parallel PM tools and keep roles tight. | • Use Zoho Projects as the single project hub for teams using Zoho; shut down overlapping tools • Give guest access to clients where allowed instead of full paid accounts • Choose the lowest tier that meets your reporting/automation needs and avoid impulse upgrades • Remove or downgrade users who only occasionally check project status | |
| Zoho Workplace | Office suite | Zoho Workplace often competes with Google Workspace and Microsoft 365. Standardization is the big lever. | • Avoid running Zoho Workplace alongside another full office suite for the same users • Use free or lower tiers for users who just need email, not advanced apps • Periodically review mailbox usage and deactivate dormant accounts • Use shared mailboxes and groups instead of extra user accounts where the terms allow | |
| Zoho CRM | CRM | Zoho CRM is cheaper than many CRMs, but unused modules and seats still waste money. | • Disable modules your teams don’t use to simplify training and reduce perceived need for add-ons • Assign cheaper roles to users who only need to view reports or dashboards • Remove accounts for sales reps who have left or moved to other tools • Regularly audit third-party integrations and cancel those not driving revenue | |
| HubSpot | CRM & marketing | HubSpot gets expensive as you add hubs and contacts. Tight list hygiene and hub selection are critical. | • Clean your contact database regularly; delete or archive bounced and inactive leads • Start with a small number of paid Sales/Service seats and add only when justified • Avoid buying every hub; focus on the ones aligned to current strategy • Negotiate multi-hub, multi-year deals rather than adding modules ad hoc | |
| Salesforce Sales Cloud | CRM | Salesforce is powerful but notoriously costly if unmanaged. Optimize licenses, environments, and add-ons. | • Map each role to the minimum license type needed; don’t give full Sales Cloud to everyone • Decommission unused sandboxes and partner communities you no longer use • Remove ex-employees promptly and reassign their licenses • Review AppExchange purchases annually and cancel unused add-ons | |
| Freshdesk | Help desk | Freshdesk pricing scales with agent seats and channels. Limit paid agents and consolidate support through it. | • Assign paid agent seats only to people who actively handle tickets; route occasional questions via internal channels • Retire unused support email addresses and portals so all volume flows into one system • Use bots and self-service to reduce ticket volume before upgrading tiers • Monitor SLA/reporting needs; don’t pay for higher tiers if you don’t use the features | |
| Intercom | Customer messaging & support | Intercom can become one of the more expensive tools in your stack. Control MAUs, seats, and add-ons. | • Regularly clean inactive users and leads from your Intercom audience to reduce billable MAUs • Reserve full seats for support and product roles who live in the inbox; give others limited access • Evaluate each add-on (Product Tours, Surveys, etc.) and keep only those driving measurable value • Negotiate pricing annually based on your actual usage and growth | |
| Zapier | Automation | Zapier can rack up costs through high-task zaps and many premium app connections. Optimize workflows and quotas. | • Consolidate multiple small zaps into fewer, more efficient ones to reduce task counts • Use filters and paths to avoid unnecessary task executions • Move low-critical or infrequent automations to the free tier or manual processes • Audit connected apps and kill automations tied to tools you no longer use | |
| Make | Automation | Make (formerly Integromat) has similar dynamics to Zapier: scenario complexity and operation counts drive cost. | • Group related automations into scenarios that minimize repeated triggers and polling • Use scheduling and filters to reduce unnecessary runs outside business hours • Delete or pause scenarios that are used only a few times a year and run them manually instead • Choose a plan based on measured monthly operations rather than optimistic forecasts | |
| IFTTT Pro | Automation | IFTTT Pro is inexpensive but easy to forget. Many automations can live on the free tier. | • Keep simple, low-volume automations on the free plan where possible • Review applets annually and delete ones you no longer rely on • Avoid paying for IFTTT where enterprise-grade automation (Zapier/Make) already exists • Use IFTTT mainly for lightweight personal productivity, not company-wide flows | |
| n8n Cloud | Automation | n8n Cloud combines open source flexibility with hosted pricing. Savings come from reserving it for complex workflows. | • Use self-hosted n8n where you have infra and need to cut cloud subscription costs • Reserve cloud instances for critical or externally exposed workflows only • Remove workflows that duplicate what other tools already automate • Monitor execution metrics and tune workflows to avoid unnecessary runs | |
| Loom | Async video | Loom pricing scales with creator seats and video retention. Control both to save money. | • Assign creator seats only to people who send Looms regularly (support, sales, managers) • Set retention policies or manually delete old videos that are no longer referenced • Share videos via public or workspace links instead of downloading and storing elsewhere • Consolidate into a single team workspace so you can manage all seats centrally | |
| ActivTrak | Productivity analytics | ActivTrak can be sensitive from a privacy perspective; you should only pay if you truly use the insights. | • Limit deployment to teams where productivity metrics are clearly needed and lawful • Turn off data collection in regions or roles where monitoring is not appropriate • Regularly review dashboards; cancel if managers don’t act on the data • Start with a pilot before buying company-wide licenses | |
| TimeCamp | Time tracking & billing | TimeCamp is another per-seat tracker; overbuying seats and overlapping tools creates waste. | • Assign paid TimeCamp licenses only to billable roles and project managers • Close dormant projects and clients so users don’t accidentally log time in the wrong place • Standardize on one time tracker across the organization • Monitor login activity and reclaim licenses from inactive users | |
| Notability | Note-taking (iOS/iPadOS) | Notability’s subscription is often personal. For companies, only specific roles really need it. | • Provide Notability mainly for roles that rely on Apple Pencil note-taking (teachers, consultants, designers) • Encourage others to use bundled or free note apps instead • Avoid paying for both Notability and competing premium note apps for the same person • Track App Store renewals so unused seats don’t auto-renew | |
| GoodNotes | Note-taking (iOS/iPadOS) | GoodNotes is also typically an individual upgrade. Treat it as optional, not a standard tool. | • Limit company reimbursement to staff who genuinely use tablet handwritten notes in their workflow • Choose either GoodNotes or Notability, not both, for the same user • Export and archive notebooks before switching tools to avoid parallel subscriptions • Watch for one-time purchase vs subscription options and choose the cheaper long-term path | |
| MindMeister | Mind mapping | MindMeister is great for brainstorming, but you don’t need seats for everyone. Centralize facilitation. | • Buy licenses for facilitators and strategists who create maps; invite others as guests where allowed • Reuse templates and maps instead of spinning up many near-duplicates • Downgrade or cancel if your team moves brainstorming into whiteboard tools you already pay for • Use a single shared business account instead of many personal subscriptions | |
| XMind | Mind mapping | XMind licensing is simple, but it’s easy to overbuy across platforms. Rationalize who really needs it. | • Assign XMind primarily to power users in product, strategy, and teaching roles • Check if cheaper or bundled alternatives cover casual mind mapping needs • Avoid buying separate licenses for many devices per person if one is enough • Use family or team bundles when they provide better value | |
| Any.do | Task management | Any.do subscriptions are often individual. At a company, standardize task tools instead of reimbursing many small apps. | • Choose a standard task app for teams and discourage reimbursing multiple personal tools • Keep most users on the free plan unless they need premium features like advanced recurring tasks • Consolidate personal and work lists where feasible instead of using two apps • Cancel subscriptions for users who stop actively managing tasks in Any.do | |
| Google Keep | Lightweight notes & lists | Google Keep is free, but sometimes organizations layer paid tools on top while still using Keep. Rationalize your stack. | • If your team mostly uses Keep, reconsider paying for an additional heavy note app • Encourage moving long-form content into Docs where collaboration is easier • Use labels and archiving to keep Keep lean instead of adopting another app for simple lists • Educate users so they don’t pay personally for overlapping note apps | |
| Microsoft Planner | Task & light project management | Planner is included with many Microsoft 365 plans. Use it instead of buying separate lightweight task tools. | • Train teams to use Planner boards before purchasing third-party kanban tools • Consolidate projects into Planner/Teams instead of using multiple freemium apps • Review whether premium PM tools are still needed for small teams once Planner is adopted • Avoid buying add-ons that duplicate built-in reporting if basic charts are enough | |
| Cron Calendar | Calendar (now part of Notion) | Cron is now integrated with Notion; value comes from power users. Don’t give it to everyone by default. | • Reserve Cron/advanced calendar tooling for roles with complex scheduling needs • Encourage others to use standard Google or Microsoft calendars • Avoid running multiple premium calendar apps at once for the same user • Re-evaluate need once Notion’s native calendar features evolve | |
| Taskade | Tasks & collaboration | Taskade is a flexible tool, but you only save money if it replaces others. Aim for consolidation. | • Use Taskade to replace separate task, outline, and lightweight doc tools where possible • Limit paid workspaces to active teams; keep personal projects on the free tier • Archive old workspaces and remove guests when collaborations end • Compare actual usage to your plan limits regularly and downgrade if you’re far below quotas |
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