SaaS tools now sit at the centre of how UK organisations operate. From finance and HR to sales and operations, software choices affect costs, risk, and day to day efficiency. However, many firms still approach software acquisition with habits that lead to common SaaS procurement mistakes which no longer fit how software is bought or used today.
Those missteps often lead to wasted spend, poor visibility, and avoidable risk. Keep on reading to understand where things go wrong and how better decisions start.
These Are the 5 Common SaaS Procurement Mistakes:
1. Treating SaaS Like Traditional Software Purchases
One of the most common mistakes is buying SaaS as if it were a one off purchase. SaaS is subscription based, which means costs grow quietly over time. Monthly fees, add ons, and user increases often slip through unnoticed.
In the UK, where firms face ongoing pressure to control operating costs, this approach causes budgets to drift. Without regular reviews, licences stay active long after teams stop using them. Over time, that unused spend adds up and weakens financial planning.
2. Ignoring Usage Data and Licence Efficiency
Many firms track what they pay for software but not how it is used, which is one of the common SaaS procurement mistakes that lead to wasted budget. Without usage data, decision makers cannot see which licences deliver value and which sit idle. This is one of the fastest ways SaaS spend drifts out of control.
Modern procurement teams increasingly rely on platforms like Vertice to bring usage, renewals, and spend into a single view. That visibility helps identify unused licences early and supports more informed renewal discussions. When decisions are based on real usage rather than assumptions, savings become easier to achieve.
3. Allowing Teams to Buy Tools Without Oversight
Many firms allow departments to buy software independently to avoid slowing work down. While that flexibility feels helpful, it often creates blind spots. Different teams end up buying similar tools, or choosing software that doesn’t meet internal standards.
This lack of oversight also raises data protection concerns. Under UK GDPR rules, firms remain responsible for how personal data is handled, even when tools are bought outside formal procurement. Without central visibility, risks stay hidden until problems surface.
4. Focusing on Price Instead of Long-Term Value
One of the most common SaaS procurement mistakes is choosing tools based only on headline price. Lower cost options can look attractive during procurement reviews, especially when budgets are tight. However, price alone rarely tells the full story.
Support quality, contract terms, and ease of scaling all affect long-term value. A cheaper tool that slows teams down or needs frequent workarounds may cost more over time. Strong procurement looks beyond the initial figure and weighs how software supports the business as it grows.
5. Leaving Renewals Until the Last Minute
SaaS contracts often renew automatically, but many organisations only review them when renewal notices arrive. At that point, leverage is limited and timelines feel rushed. Vendors know this and may be less flexible during negotiations.
Firms that plan renewals well in advance tend to secure better terms and avoid unwanted extensions. Early reviews also allow time to assess whether the tool still fits business needs or if consolidation makes more sense.
All in All
SaaS procurement does not fail because teams lack intent. It fails when processes do not match how software now works. By addressing common SaaS procurement mistakes—such as poor visibility, unreviewed usage, and late renewal planning—UK firms can effectively reduce waste and lower risk.
Procurement leaders who want stronger control should take a step back and assess how software is bought, tracked, and reviewed today. Clear ownership and better data support more confident decisions. When SaaS procurement becomes structured instead of reactive, the business gains clarity, resilience, and long-term value.
