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That lack of control usually starts quietly. A tool gets purchased on a company card, a renewal date sits in someone's calendar, and finance only sees the full picture once costs are embedded in the budget. 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",[259],{"type":165,"attrs":260},{"color":167},{"text":262,"type":102,"marks":263},"Deloitte's CFO Survey",[264,268,270],{"type":172,"attrs":265},{"href":266,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://www.deloitte.com/uk/en/about/press-room/uk-cfo-upbeat-on-tech-investment-and-potential-for-ai.html","_blank",{"type":165,"attrs":269},{"color":185},{"type":187},{"text":272,"type":102,"marks":273}," for Q4 2025 found 59% of UK CFOs optimistic about AI's impact on their organisation, up from 39% a year earlier, with 77% expecting productivity growth over the medium term. ",[274],{"type":165,"attrs":275},{"color":167},{"text":277,"type":102,"marks":278},"Gartner forecasts",[279,282,284],{"type":172,"attrs":280},{"href":281,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://www.gartner.com/en/newsroom/press-releases/gartner-forecasts-information-information-spending-in-europe-to-grow-11-percent-in-2026",{"type":165,"attrs":283},{"color":185},{"type":187},{"text":286,"type":102,"marks":287}," European software spending to grow from around $290 billion in 2025 to over $335 billion in 2026 (roughly £230 billion to £266 billion at end-2025 rates).",[288],{"type":165,"attrs":289},{"color":167},{"type":96,"attrs":291,"content":293},{"textAlign":25,"key":292},"p-4",[294],{"text":295,"type":102,"marks":296},"Rising software spend is exactly where SaaS sprawl builds. Nobody sets out to create it. It happens because the buying process shifted: SaaS now sits with business units and individual employees signing up for tools on company cards, expense accounts, or free trials that quietly convert to paid plans.",[297],{"type":165,"attrs":298},{"color":167},{"type":96,"attrs":300,"content":302},{"textAlign":25,"key":301},"p-5",[303],{"text":304,"type":102,"marks":305},"If you've ever discovered a £200/month charge six months after someone left, you know how this plays out at month-end. Most finance teams discover one of these on their first audit. Some find a dozen.",[306],{"type":165,"attrs":307},{"color":167},{"type":243,"attrs":309,"content":311},{"level":310,"textAlign":25},3,[312],{"text":313,"type":102,"marks":314},"Shadow IT creates costs you can't see and compliance risks you can't ignore",[315],{"type":165,"attrs":316},{"color":167},{"type":96,"attrs":318,"content":320},{"textAlign":25,"key":319},"p-6",[321],{"text":322,"type":102,"marks":323},"Every untracked subscription is both a financial leak and, where it involves personal data, a potential UK GDPR exposure. A marketing manager signs up for a data analytics tool using their work email. That tool may then process personal data without a data processing agreement, sit outside your data processing records, and stay unknown to finance entirely. In many organisations, technology spending now extends well beyond the IT department.",[324],{"type":165,"attrs":325},{"color":167},{"type":96,"attrs":327,"content":329},{"textAlign":25,"key":328},"p-7",[330,335,350],{"text":331,"type":102,"marks":332},"Duplicate subscriptions across departments mean you're funding the same capability multiple times and weakening your position on volume discounts. Building ",[333],{"type":165,"attrs":334},{"color":167},{"text":336,"type":102,"marks":337},"spend visibility",[338,347,349],{"type":172,"attrs":339},{"href":340,"uuid":341,"anchor":25,"target":176,"linktype":177,"story":342},"/blog/spend-visibility","4ba051bf-aba3-45c0-9fe4-c299090ec278",{"name":343,"id":344,"uuid":341,"slug":345,"url":346,"full_slug":346,"_stopResolving":41},"What is spend visibility? (And how to increase it)",213425681,"spend-visibility","blog/spend-visibility",{"type":165,"attrs":348},{"color":185},{"type":187},{"text":351,"type":102,"marks":352}," at the subscription level is the first step toward fixing both.",[353],{"type":165,"attrs":354},{"color":167},{"type":243,"attrs":356,"content":357},{"level":310,"textAlign":25},[358],{"text":359,"type":102,"marks":360},"Auto-renewals commit your budget by default",[361],{"type":165,"attrs":362},{"color":167},{"type":96,"attrs":364,"content":366},{"textAlign":25,"key":365},"p-8",[367],{"text":368,"type":102,"marks":369},"You rarely lose control of SaaS costs in one big decision. Auto-renewal clauses lock in spend quietly when nobody tracks notice windows. Miss the notice window, often 30 to 60 days before the contract end date, and you're locked in for another year at whatever price the vendor sets. The risk often stays invisible until the charge hits.",[370],{"type":165,"attrs":371},{"color":167},{"type":96,"attrs":373,"content":375},{"textAlign":25,"key":374},"p-9",[376],{"text":377,"type":102,"marks":378},"Teams that prepare for renewals earlier usually have more options to negotiate or cancel. If renewal dates are sitting in someone's personal calendar, or worse, in no calendar at all, the audit section below is where to start.",[379],{"type":165,"attrs":380},{"color":167},{"type":382,"attrs":383},"blok",{"id":384,"body":385},"67967aa6-a268-4ed5-9e99-1d04cd8a4d5b",[386],{"_uid":387,"asset":388,"caption":72,"component":393},"i-27fb20ef-ec84-4e09-ab02-c35fd7a7d24f",{"id":389,"alt":72,"name":72,"focus":72,"title":72,"source":72,"filename":390,"copyright":72,"fieldtype":77,"meta_data":391,"is_external_url":28},208918519376168,"https://a.storyblok.com/f/146026/1600x1067/d51506aa3a/dts_home_buyer_mathew_addington_photos_id1424.jpg",{"size":392},"1600x1067","image",{"type":243,"attrs":395,"content":396},{"level":245,"textAlign":25},[397],{"text":398,"type":102,"marks":399},"How to audit your SaaS estate and build a central inventory",[400],{"type":165,"attrs":401},{"color":167},{"type":96,"attrs":403,"content":405},{"textAlign":25,"key":404},"p-10",[406],{"text":407,"type":102,"marks":408},"If you've inherited a SaaS portfolio you didn't build, the first audit can feel overwhelming. You don't know what you don't know, and the data is scattered across card statements, expense claims, and departmental budgets nobody has consolidated. You already control the strongest discovery channel available: your financial data.",[409],{"type":165,"attrs":410},{"color":167},{"type":96,"attrs":412,"content":414},{"textAlign":25,"key":413},"p-11",[415],{"text":416,"type":102,"marks":417},"This part isn't elegant. Card statements, expense claims, and single sign-on logs are three different exports, and reconciling them takes a morning you didn't plan for. Start with the data sources you can access most easily.",[418],{"type":165,"attrs":419},{"color":167},{"type":243,"attrs":421,"content":422},{"level":310,"textAlign":25},[423],{"text":424,"type":102,"marks":425},"Corporate card and expense claims analysis",[426],{"type":165,"attrs":427},{"color":167},{"type":96,"attrs":429,"content":431},{"textAlign":25,"key":430},"p-12",[432,437,452],{"text":433,"type":102,"marks":434},"If you need a baseline inventory quickly, this is usually the fastest place to start. Pull 12 months of card statements and flag every recurring charge. Look specifically for SaaS vendor names, free trial conversions, and charges appearing across multiple departments for similar amounts. 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Every SaaS sign-up generates a welcome or confirmation email. Scan your corporate email provider (Google Workspace or Microsoft 365) for those sign-up messages, and you'll quickly see which tools employees are actually using.",[472],{"type":165,"attrs":473},{"color":167},{"type":243,"attrs":475,"content":476},{"level":310,"textAlign":25},[477],{"text":478,"type":102,"marks":479},"Single sign-on and identity provider logs",[480],{"type":165,"attrs":481},{"color":167},{"type":96,"attrs":483,"content":485},{"textAlign":25,"key":484},"p-14",[486],{"text":487,"type":102,"marks":488},"Paid licences and real usage often drift apart. These logs show which tools people actually access, versus which licences your company pays for. Tools that sit outside your single sign-on (SSO) environment are likely shadow IT. The gap between what's paid for and what's authenticated through SSO shows where your controls have the widest holes.",[489],{"type":165,"attrs":490},{"color":167},{"type":243,"attrs":492,"content":493},{"level":310,"textAlign":25},[494],{"text":495,"type":102,"marks":496},"Build the inventory with these minimum fields",[497],{"type":165,"attrs":498},{"color":167},{"type":96,"attrs":500,"content":502},{"textAlign":25,"key":501},"p-15",[503],{"text":504,"type":102,"marks":505},"For each subscription, record:",[506],{"type":165,"attrs":507},{"color":167},{"type":509,"attrs":510,"content":513},"ordered_list",{"order":511,"key":512},1,"ol-0",[514,528,540,552,564,576,593],{"type":515,"content":516},"list_item",[517],{"type":96,"attrs":518,"content":520},{"textAlign":25,"key":519},"p-16",[521],{"text":522,"type":102,"marks":523},"Vendor name",[524,526],{"type":165,"attrs":525},{"color":167},{"type":527},"bold",{"type":515,"content":529},[530],{"type":96,"attrs":531,"content":533},{"textAlign":25,"key":532},"p-17",[534],{"text":535,"type":102,"marks":536},"Contract start and end dates",[537,539],{"type":165,"attrs":538},{"color":167},{"type":527},{"type":515,"content":541},[542],{"type":96,"attrs":543,"content":545},{"textAlign":25,"key":544},"p-18",[546],{"text":547,"type":102,"marks":548},"Annual cost",[549,551],{"type":165,"attrs":550},{"color":167},{"type":527},{"type":515,"content":553},[554],{"type":96,"attrs":555,"content":557},{"textAlign":25,"key":556},"p-19",[558],{"text":559,"type":102,"marks":560},"Named business owner",[561,563],{"type":165,"attrs":562},{"color":167},{"type":527},{"type":515,"content":565},[566],{"type":96,"attrs":567,"content":569},{"textAlign":25,"key":568},"p-20",[570],{"text":571,"type":102,"marks":572},"Licence count",[573,575],{"type":165,"attrs":574},{"color":167},{"type":527},{"type":515,"content":577},[578],{"type":96,"attrs":579,"content":581},{"textAlign":25,"key":580},"p-21",[582,588],{"text":583,"type":102,"marks":584},"Auto-renewal clause details",[585,587],{"type":165,"attrs":586},{"color":167},{"type":527},{"text":589,"type":102,"marks":590}," (including notice window)",[591],{"type":165,"attrs":592},{"color":167},{"type":515,"content":594},[595],{"type":96,"attrs":596,"content":598},{"textAlign":25,"key":597},"p-22",[599],{"text":600,"type":102,"marks":601},"Whether the tool processes personal data",[602,604],{"type":165,"attrs":603},{"color":167},{"type":527},{"type":96,"attrs":606,"content":608},{"textAlign":25,"key":607},"p-23",[609],{"text":610,"type":102,"marks":611},"A spreadsheet works fine until you're managing around 50 applications. Beyond that point, manual upkeep starts to undermine accuracy.",[612],{"type":165,"attrs":613},{"color":167},{"type":96,"attrs":615,"content":617},{"textAlign":25,"key":616},"p-24",[618],{"text":619,"type":102,"marks":620},"This audit shouldn't be a single exercise. Schedule quarterly refreshes against card statements and SSO logs. The SaaS estate shifts faster than an annual review can track, especially with new AI tools joining the portfolio.",[621],{"type":165,"attrs":622},{"color":167},{"type":243,"attrs":624,"content":625},{"level":245,"textAlign":25},[626],{"text":627,"type":102,"marks":628},"Approval workflows and policies that prevent new sprawl",[629],{"type":165,"attrs":630},{"color":167},{"type":96,"attrs":632,"content":633},{"textAlign":25,"key":98},[634,639,654],{"text":635,"type":102,"marks":636},"Finding today's subscriptions won't solve much if tomorrow's purchases follow the same path. Without controls in place, the same sprawl will rebuild itself within months. Many companies still operate without a documented SaaS procurement policy, and that's where ",[637],{"type":165,"attrs":638},{"color":167},{"text":640,"type":102,"marks":641},"spend control",[642,651,653],{"type":172,"attrs":643},{"href":644,"uuid":645,"anchor":25,"target":176,"linktype":177,"story":646},"/blog/spend-control","90f4b344-9f56-4894-bd86-1168646cafa9",{"name":647,"id":648,"uuid":645,"slug":649,"url":650,"full_slug":650,"_stopResolving":41},"Spend control: how companies control costs effectively",208794130,"spend-control","blog/spend-control",{"type":165,"attrs":652},{"color":185},{"type":187},{"text":655,"type":102,"marks":656}," starts to break down.",[657],{"type":165,"attrs":658},{"color":167},{"type":243,"attrs":660,"content":661},{"level":310,"textAlign":25},[662],{"text":663,"type":102,"marks":664},"Set approval thresholds that account for recurring costs",[665],{"type":165,"attrs":666},{"color":167},{"type":96,"attrs":668,"content":669},{"textAlign":25,"key":195},[670],{"text":671,"type":102,"marks":672},"Monthly pricing makes subscriptions look smaller than they really are. A common mistake is evaluating SaaS at its monthly cost rather than its annualised commitment. A £200/month subscription is a £2,400 annual commitment with auto-renewal provisions.",[673],{"type":165,"attrs":674},{"color":167},{"type":96,"attrs":676,"content":677},{"textAlign":25,"key":235},[678,683,698],{"text":679,"type":102,"marks":680},"Would a £200/month subscription clear your current approval process, or does it slip through because nobody evaluates it at its £2,400 annual value? Your ",[681],{"type":165,"attrs":682},{"color":167},{"text":684,"type":102,"marks":685},"approval matrix",[686,695,697],{"type":172,"attrs":687},{"href":688,"uuid":689,"anchor":25,"target":176,"linktype":177,"story":690},"/blog/approval-matrix/","46091f7c-4f9c-4937-9aea-7e0fcbcc716e",{"name":691,"id":692,"uuid":689,"slug":693,"url":694,"full_slug":694,"_stopResolving":41},"What is an approval matrix? A guide",213430942,"approval-matrix","blog/approval-matrix",{"type":165,"attrs":696},{"color":185},{"type":187},{"text":699,"type":102,"marks":700}," should apply annualised values to every recurring subscription.",[701],{"type":165,"attrs":702},{"color":167},{"type":96,"attrs":704,"content":705},{"textAlign":25,"key":254},[706],{"text":707,"type":102,"marks":708},"Consider a tiered structure based on contract value and data sensitivity. Low-value tools that don't process personal data might need only a department manager's sign-off. Anything above £5,000 annually, or any tool processing company or customer data, should route through both IT security review and finance budget confirmation.",[709],{"type":165,"attrs":710},{"color":167},{"type":96,"attrs":712,"content":713},{"textAlign":25,"key":292},[714,719,728,733,748],{"text":715,"type":102,"marks":716},"Subscriptions are generally treated as an operating expense on the P&L (",[717],{"type":165,"attrs":718},{"color":167},{"text":720,"type":102,"marks":721},"ICAEW guidance",[722,725,727],{"type":172,"attrs":723},{"href":724,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://www.icaew.com/technical/technology/cloud-computing-guidance/strategic-considerations-for-software-implementation",{"type":165,"attrs":726},{"color":185},{"type":187},{"text":729,"type":102,"marks":730},"). Where a cloud arrangement gives the customer control of the underlying software, the cost may be capitalised under IAS 38. ",[731],{"type":165,"attrs":732},{"color":167},{"text":734,"type":102,"marks":735},"Approval workflows",[736,745,747],{"type":172,"attrs":737},{"href":738,"uuid":739,"anchor":25,"target":176,"linktype":177,"story":740},"/blog/expense-approvals/","2313cfe0-d452-47e7-b88b-caacf89b840d",{"name":741,"id":742,"uuid":739,"slug":743,"url":744,"full_slug":744,"_stopResolving":41},"How to streamline expense approvals",208735311,"expense-approvals","blog/expense-approvals",{"type":165,"attrs":746},{"color":185},{"type":187},{"text":749,"type":102,"marks":750}," matter more for SaaS than for one-off purchases because they give finance earlier visibility, before spend becomes embedded.",[751],{"type":165,"attrs":752},{"color":167},{"type":243,"attrs":754,"content":755},{"level":310,"textAlign":25},[756],{"text":757,"type":102,"marks":758},"Embed a \"consolidate before you add\" check",[759],{"type":165,"attrs":760},{"color":167},{"type":96,"attrs":762,"content":763},{"textAlign":25,"key":301},[764],{"text":765,"type":102,"marks":766},"Duplicate tools are easier to prevent than unwind. Before any new tool is approved, the requesting team should confirm that no existing tool in your inventory already covers the use case.",[767],{"type":165,"attrs":768},{"color":167},{"type":96,"attrs":770,"content":771},{"textAlign":25,"key":319},[772],{"text":773,"type":102,"marks":774},"Build this as a required field in the intake form. It catches duplicates at the point of purchase, which works far better than auditing for them after the fact every quarter. This way, finance keeps oversight without becoming the bottleneck for every £50 tool request.",[775],{"type":165,"attrs":776},{"color":167},{"type":243,"attrs":778,"content":779},{"level":245,"textAlign":25},[780],{"text":781,"type":102,"marks":782},"Contract renewals and licence rightsizing: Where the savings are",[783],{"type":165,"attrs":784},{"color":167},{"type":96,"attrs":786,"content":787},{"textAlign":25,"key":328},[788],{"text":789,"type":102,"marks":790},"Renewal season catches most finance teams off guard. The contract dates exist somewhere; nobody has consolidated them into a single view. Unused licences are common, so renewal decisions should start with actual usage, not the licence counts on paper.",[791],{"type":165,"attrs":792},{"color":167},{"type":382,"attrs":794},{"id":384,"body":795},[796],{"_uid":797,"asset":798,"caption":72,"component":393},"i-6f7a598a-4140-4d80-8b4e-c4926761002e",{"id":799,"alt":72,"name":72,"focus":72,"title":72,"source":72,"filename":800,"copyright":72,"fieldtype":77,"meta_data":801,"is_external_url":28},208918519589175,"https://a.storyblok.com/f/146026/1600x1067/51af2a23c7/dts_new_age_of_work_alex_tan_photos_id2949.jpg",{"size":392},{"type":243,"attrs":803,"content":804},{"level":310,"textAlign":25},[805],{"text":806,"type":102,"marks":807},"Build a three-stage renewal calendar",[808],{"type":165,"attrs":809},{"color":167},{"type":96,"attrs":811,"content":812},{"textAlign":25,"key":365},[813],{"text":814,"type":102,"marks":815},"Renewal dates matter less than the actions tied to them. Set automated alerts at three points before each contract end date:",[816],{"type":165,"attrs":817},{"color":167},{"type":819,"content":820},"bullet_list",[821,837,853],{"type":515,"content":822},[823],{"type":96,"attrs":824,"content":825},{"textAlign":25,"key":374},[826,832],{"text":827,"type":102,"marks":828},"90 days out:",[829,831],{"type":165,"attrs":830},{"color":167},{"type":527},{"text":833,"type":102,"marks":834}," Trigger a usage review to confirm whether the tool is being used at the current licence count.",[835],{"type":165,"attrs":836},{"color":167},{"type":515,"content":838},[839],{"type":96,"attrs":840,"content":841},{"textAlign":25,"key":404},[842,848],{"text":843,"type":102,"marks":844},"60 days out:",[845,847],{"type":165,"attrs":846},{"color":167},{"type":527},{"text":849,"type":102,"marks":850}," Make the renewal or cancellation decision. Begin vendor negotiation if renewing.",[851],{"type":165,"attrs":852},{"color":167},{"type":515,"content":854},[855],{"type":96,"attrs":856,"content":857},{"textAlign":25,"key":413},[858,864],{"text":859,"type":102,"marks":860},"30 days out:",[861,863],{"type":165,"attrs":862},{"color":167},{"type":527},{"text":865,"type":102,"marks":866}," Escalate if no decision has been recorded.",[867],{"type":165,"attrs":868},{"color":167},{"type":96,"attrs":870,"content":871},{"textAlign":25,"key":430},[872],{"text":873,"type":102,"marks":874},"When you do negotiate, lead with actual usage data. That gives you a stronger basis for discussing reduced licence counts or tier downgrades.",[875],{"type":165,"attrs":876},{"color":167},{"type":243,"attrs":878,"content":879},{"level":310,"textAlign":25},[880],{"text":881,"type":102,"marks":882},"Use virtual cards to enforce subscription controls",[883],{"type":165,"attrs":884},{"color":167},{"type":96,"attrs":886,"content":887},{"textAlign":25,"key":467},[888],{"text":889,"type":102,"marks":890},"The easiest subscription to track is the one tied to its own payment method. Assigning a unique virtual card to each subscription means the inventory updates itself. If you need to cancel a tool, you freeze the card. If a vendor increases pricing, the charge won't process at the higher amount without explicit finance approval.",[891],{"type":165,"attrs":892},{"color":167},{"type":96,"attrs":894,"content":895},{"textAlign":25,"key":484},[896],{"text":897,"type":102,"marks":898},"Spendesk is an all-in-one spend management platform consolidating company cards, expense management, accounts payable, procurement, and budgeting. According to Spendesk, customers can save up to 7% on subscription costs.",[899],{"type":165,"attrs":900},{"color":167},{"type":96,"attrs":902,"content":903},{"textAlign":25,"key":501},[904,909,923],{"text":905,"type":102,"marks":906},"For example, ",[907],{"type":165,"attrs":908},{"color":167},{"text":910,"type":102,"marks":911},"Niji",[912,920,922],{"type":172,"attrs":913},{"href":914,"uuid":915,"anchor":25,"target":176,"linktype":177,"story":916},"/customers/niji/","a7962676-1391-4cf9-b15a-54ebf653de52",{"name":910,"id":917,"uuid":915,"slug":918,"url":919,"full_slug":919,"_stopResolving":41},116631445179213,"niji","customers/niji",{"type":165,"attrs":921},{"color":185},{"type":187},{"text":924,"type":102,"marks":925}," scaled to 12x their original transaction volume, and their 104 subscriptions, including 80+ AI licences, needed centralised control. After implementation, they manage all of these through a single dashboard. For finance teams, that kind of central view makes it easier to spot ownerless subscriptions, track renewals, and keep recurring spend from slipping outside policy.",[926],{"type":165,"attrs":927},{"color":167},{"type":243,"attrs":929,"content":930},{"level":245,"textAlign":25},[931],{"text":932,"type":102,"marks":933},"UK compliance requirements most SaaS guides ignore",[934],{"type":165,"attrs":935},{"color":167},{"type":96,"attrs":937,"content":938},{"textAlign":25,"key":519},[939],{"text":940,"type":102,"marks":941},"Savings at renewal matter, but they're only part of the picture. UK finance teams also face regulatory obligations that most SaaS guides ignore, and the cost of missing them isn't small.",[942],{"type":165,"attrs":943},{"color":167},{"type":243,"attrs":945,"content":946},{"level":310,"textAlign":25},[947],{"text":948,"type":102,"marks":949},"VAT reverse charge on overseas SaaS purchases",[950],{"type":165,"attrs":951},{"color":167},{"type":96,"attrs":953,"content":954},{"textAlign":25,"key":532},[955,960,969],{"text":956,"type":102,"marks":957},"Overseas SaaS invoices can create problems long before an audit if the VAT treatment is wrong. When you buy SaaS from an overseas supplier in a B2B context, the ",[958],{"type":165,"attrs":959},{"color":167},{"text":961,"type":102,"marks":962},"VAT reverse charge",[963,966,968],{"type":172,"attrs":964},{"href":965,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://www.gov.uk/guidance/vat-place-of-supply-of-services-notice-741a",{"type":165,"attrs":967},{"color":185},{"type":187},{"text":970,"type":102,"marks":971}," applies.",[972],{"type":165,"attrs":973},{"color":167},{"type":96,"attrs":975,"content":976},{"textAlign":25,"key":544},[977],{"text":978,"type":102,"marks":979},"The supplier doesn't charge UK VAT. You account for output VAT yourself and simultaneously reclaim input VAT, subject to normal recovery rules. It's worth checking that every overseas SaaS invoice is correctly issued as a B2B supply.",[980],{"type":165,"attrs":981},{"color":167},{"type":243,"attrs":983,"content":984},{"level":310,"textAlign":25},[985],{"text":986,"type":102,"marks":987},"GDPR and your SaaS vendor register",[988],{"type":165,"attrs":989},{"color":167},{"type":96,"attrs":991,"content":992},{"textAlign":25,"key":556},[993,998,1007],{"text":994,"type":102,"marks":995},"A missing vendor record is a compliance risk in its own right. Under UK GDPR Article 28, you need a written Data Processing Agreement with each vendor that processes personal data on your behalf, including most SaaS vendors. The ",[996],{"type":165,"attrs":997},{"color":167},{"text":999,"type":102,"marks":1000},"ICO sets out",[1001,1004,1006],{"type":172,"attrs":1002},{"href":1003,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/accountability-and-governance/guide-to-accountability-and-governance/contracts/",{"type":165,"attrs":1005},{"color":185},{"type":187},{"text":1008,"type":102,"marks":1009}," what these contracts must contain.",[1010],{"type":165,"attrs":1011},{"color":167},{"type":96,"attrs":1013,"content":1014},{"textAlign":25,"key":568},[1015,1020,1029],{"text":1016,"type":102,"marks":1017},"Under Article 30, you also need to list your vendors in your ",[1018],{"type":165,"attrs":1019},{"color":167},{"text":1021,"type":102,"marks":1022},"Records of Processing Activities",[1023,1026,1028],{"type":172,"attrs":1024},{"href":1025,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/accountability-and-governance/documentation/",{"type":165,"attrs":1027},{"color":185},{"type":187},{"text":1030,"type":102,"marks":1031}," and document any international data transfers. GDPR penalties can reach up to 4% of global annual turnover or £17.5 million, whichever is higher, for the most serious violations under UK GDPR Article 83.",[1032],{"type":165,"attrs":1033},{"color":167},{"type":96,"attrs":1035,"content":1036},{"textAlign":25,"key":580},[1037,1042,1056],{"text":1038,"type":102,"marks":1039},"Your SaaS inventory doubles as a compliance asset. The fields you already need for cost control (vendor name, owner, personal data flag) are the same fields you need for Articles 28 and 30. ",[1040],{"type":165,"attrs":1041},{"color":167},{"text":1043,"type":102,"marks":1044},"Accounting automation",[1045,1053,1055],{"type":172,"attrs":1046},{"href":1047,"uuid":1048,"anchor":25,"target":176,"linktype":177,"story":1049},"/platform/accounting-automation","3299ad8c-d6b6-4293-a690-4003b9c06318",{"name":1043,"id":1050,"uuid":1048,"slug":1051,"url":1052,"full_slug":1052,"_stopResolving":41},126272847,"accounting-automation","platform/accounting-automation",{"type":165,"attrs":1054},{"color":185},{"type":187},{"text":1057,"type":102,"marks":1058}," can help keep that record current as the estate changes.",[1059],{"type":165,"attrs":1060},{"color":167},{"type":243,"attrs":1062,"content":1063},{"level":310,"textAlign":25},[1064],{"text":1065,"type":102,"marks":1066},"Companies Act 2006 record keeping",[1067],{"type":165,"attrs":1068},{"color":167},{"type":96,"attrs":1070,"content":1071},{"textAlign":25,"key":597},[1072,1077,1086],{"text":1073,"type":102,"marks":1074},"Poor subscription records create accounting problems even when the spend itself is legitimate. Your accounting records must accurately reflect your company's financial position, per ",[1075],{"type":165,"attrs":1076},{"color":167},{"text":1078,"type":102,"marks":1079},"Companies House guidance",[1080,1083,1085],{"type":172,"attrs":1081},{"href":1082,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://www.gov.uk/government/publications/life-of-a-company-annual-requirements/life-of-a-company-part-1-accounts",{"type":165,"attrs":1084},{"color":185},{"type":187},{"text":1087,"type":102,"marks":1088},". For SaaS portfolios, that means tracking contracts and committed future expenditure, and spreading upfront annual payments across the months of the contract as prepayments. HMRC tax rules require keeping accounting records for at least six years.",[1089],{"type":165,"attrs":1090},{"color":167},{"type":96,"attrs":1092,"content":1093},{"textAlign":25,"key":607},[1094],{"text":1095,"type":102,"marks":1096},"If your current systems can't produce that documentation on demand, the inventory work above is where to start.",[1097],{"type":165,"attrs":1098},{"color":167},{"type":243,"attrs":1100,"content":1101},{"level":310,"textAlign":25},[1102],{"text":1103,"type":102,"marks":1104},"SaaS contracts under FRS 102 and IFRS 16",[1105],{"type":165,"attrs":1106},{"color":167},{"type":96,"attrs":1108,"content":1109},{"textAlign":25,"key":616},[1110,1115,1124],{"text":1111,"type":102,"marks":1112},"Most SaaS contracts stay off the balance sheet, but not all of them. As service contracts, they're generally expensed in the P&L over the contract term, with any prepaid amounts recognised as assets. IFRS 16 lease accounting generally doesn't apply, and FRS 102 treatment depends on the applicable ",[1113],{"type":165,"attrs":1114},{"color":167},{"text":1116,"type":102,"marks":1117},"UK GAAP guidance",[1118,1121,1123],{"type":172,"attrs":1119},{"href":1120,"uuid":25,"anchor":25,"target":267,"linktype":81},"https://kpmg.com/uk/en/insights/audit/cloud-computing-arrangements.html",{"type":165,"attrs":1122},{"color":185},{"type":187},{"text":1125,"type":102,"marks":1126},".",[1127],{"type":165,"attrs":1128},{"color":167},{"type":96,"attrs":1130,"content":1132},{"textAlign":25,"key":1131},"p-25",[1133],{"text":1134,"type":102,"marks":1135},"The exception is dedicated infrastructure. If a SaaS contract gives you control over specific, identified IT infrastructure, it may count as a lease and need balance sheet recognition. The question is whether you control the underlying asset or simply consume a service. For long-term, dedicated infrastructure SaaS contracts, it's worth confirming the treatment with your auditor.",[1136],{"type":165,"attrs":1137},{"color":167},{"type":243,"attrs":1139,"content":1140},{"level":245,"textAlign":25},[1141],{"text":1142,"type":102,"marks":1143},"Getting SaaS costs under control without slowing your teams down",[1144],{"type":165,"attrs":1145},{"color":167},{"type":96,"attrs":1147,"content":1149},{"textAlign":25,"key":1148},"p-26",[1150],{"text":1151,"type":102,"marks":1152},"The companies with ownerless subscriptions aren't usually careless. More often, software buying moved faster than the controls around it. None of this is hard. It just hasn't been anyone's job to do all of it.",[1153],{"type":165,"attrs":1154},{"color":167},{"type":96,"attrs":1156,"content":1158},{"textAlign":25,"key":1157},"p-27",[1159,1164,1179],{"text":1160,"type":102,"marks":1161},"The finance teams that close that gap do the design work upfront. 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