Costs that grow with your team
A monthly fee for each person can add up. We check who uses each tool and whether you are paying for unused accounts or duplicate features.
Software subscriptions
Ditch your SaaS. Keep what works.
Subscription software is often called SaaS. It can be useful, but costs and duplicate tools can build up. We’ll help you see what you use, what you need and whether a different setup would be a better fit.
THOUGHTFUL SYSTEMS. PRACTICAL PEOPLE.
02 / Software subscriptions
Keep the tools that help. Rethink the ones that don’t.
Paying for several tools can still leave your team copying details between them. We’ll look at what each one does, what it costs and whether it is worth keeping, combining with another tool or replacing.
Software that fits your business.
Keep what helps you.
Compare your tools and costs before deciding what to change.
- Your tools
- Your work
- Your choices
Look at what you’re paying for
Why people are ditching SaaS
It may be time to take a look if you pay for similar tools, work around features that don’t suit you or keep needing another upgrade. We can help you compare what you have with what you need.
Tools that don’t quite fit
Sometimes a standard tool makes a simple job awkward. A smaller custom tool could follow the way your team actually works.
Features you don’t use
Extra features and AI allowances may cost more without helping your team. We look at the parts you use and whether they are worth the price.
Build around the work
How to change a tool with care
Start with one job and compare the options. Include the price of building or setting up a replacement, moving your information and looking after it.
Build with AI assistance
AI can help us build a smaller tool for a regular job. We test it with real tasks and agree who will look after it before your team switches.
Agree what needs to improve
Choose something you can check, such as getting an enquiry to the right person or preparing a report. Keep the tools that help and review the ones that don’t.
Keep access to your work
You should have access to your code, information and instructions. That gives you a way to make and test changes as your business grows.
Keep subscriptions that justify their cost. Custom software still needs maintenance, security updates and someone responsible for keeping it working.
Further reading: Ditching SaaS Platforms With AI: Trailhead
A simpler website
A simpler way to run a suitable website.
Some business websites can be rebuilt as straightforward HTML, CSS and JavaScript pages. You can keep useful content and design while reducing the software and plugins needed to run the site. We’ll check whether that approach suits how you update and use it.
Keep what works
We check your pages, forms and connections first. Together, we agree what to keep, what to improve and how you’ll update the content.
Check what the site needs
Simple pages may not need a content-management database or regular plugin updates. Forms, bookings, shops and logins still need suitable services, which we plan with you.
Have what you need to manage it
You get the files, setup instructions and a way to edit the content. We also explain hosting, domain renewals, other services and ongoing care costs.
Keep
Keep the tools your team uses and values. Make their connections to the rest of your work more useful.
Combine
If several tools do similar jobs, see whether one can cover what you need. That means fewer places to update and check.
Replace
Try a suitable open-source tool, a custom app or an AI-assisted alternative. Check the important jobs and move people and information in manageable steps.
Three approaches we can explore
We can adapt an existing open-source tool, build something for you or use AI to help with the task. We’ll compare what each option can do and what it costs.
Adapt a tool that already exists
Open-source software
Open-source software has code you can use and adapt under its licence. We check whether an existing tool could do the job and what changes your team would need.
When it may fit: An existing tool already does most of what you need.
We include hosting, licences, updates and support in the cost comparison.
Make a tool for your team
Custom builds
Sometimes a smaller tool built for your business is more useful than a large subscription package. We look at the jobs it needs to do and what it would take to keep it working.
When it may fit: Your team needs something existing tools don’t do well.
We agree code ownership, instructions, connections and ongoing care before building.
Use AI to help with repeated jobs
AI alternatives
AI may be able to help with a task, pass information between your tools or reduce the need for another subscription. We try it with real examples before recommending it.
When it may fit: We can check the results, with people reviewing important work.
We compare accuracy, privacy, approval steps and ongoing AI usage costs.
Everyday jobs we can look at
- Team messages
- Shared inbox and customer help
- Time tracking and billable work
- Customer records and sales
- Projects and team tasks
- Appointments and bookings
- Shared files
- Team guides and instructions
04 / Setup and ongoing help
Know how it works and who looks after it.
We can set up the agreed tools in accounts you control. You’ll have clear instructions and an agreed plan for ongoing care, whether that is with us, your own team or someone else.
- Accounts and access your business controls
- A way to export your information and notes on moving it
- Backups and a tested way to restore them
- Agreed responsibility for updates, checks and support
- Training and clear instructions
- A plan to go back if a move does not work as expected
What is included
Know what is included and how to use it.
A useful starting point: one subscription you would like to review. We’ll agree exactly what is included with you.
- A list of your subscriptions and their costs
- The features and connections your team needs
- Checks on moving your information and keeping access
- A short list of suitable alternatives
- An estimate of setup, hosting and ongoing care costs
- A plan for what to keep, combine or replace
Before we begin
A few practical questions.
Is open-source software free to run?
Not always. Open source means its code is available to use and adapt under its licence. Hosting, setup, backups, updates and support still need to be paid for and looked after. We include those costs in the comparison.
Can we change just one tool?
Yes. We can start with one tool, test it with your team and check that your information moves across correctly. We plan how to go back if needed before switching.
Do we need to change our business email?
No. Email needs careful attention to delivery, security and account recovery. Keeping your current managed email service may be the right choice.
Will we have access to our own system?
We agree accounts, access, data exports and instructions so you can look after it yourselves or choose another support provider.
One useful place to start
Let’s talk about what would help.
One subscription you would like to review. We can talk it through and work out a next step together.