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Buying a one-off SaaS tool feels a lot like a night out. It’s cheap, quick, and gives you instant relief for the problem right in front of you.
But when the buzz fades, you’re left with a headache: a tool that doesn’t integrate with your systems, exposes new security risks, and (oops) was already purchased by another department years ago.
That’s not innovation. That’s a SaaS hangover.
The solution? A large dose of automated, consolidated efficiency (and maybe a nap).
Or, maybe just don’t let it happen in the first place. Before you make another SaaS investment you might regret, think through these five critical questions.
1. Does This Tool Duplicate Functionality We Already Have?
SaaS bloat often comes from teams buying similar tools without realizing there’s already one in place. A new form tool here, another e-signature tool there—and suddenly, you’re paying for three different systems that all do variations of the same thing.
Take a step back and evaluate:
- Is this tool solving a new problem, or just a slightly different version of one you’ve already addressed?
- Could an existing platform—like a CRM, productivity suite, or workflow platform—cover your needs with an add-on or extension?
Consolidating functions into multi-use platforms can save money, simplify adoption, and increase your return on investment.
2. Will It Integrate Seamlessly With Our Core Systems?
A SaaS tool is only as powerful as its integrations. Without seamless connectivity to core systems like Salesforce, Microsoft, or your ERP platform, new tools can actually add complexity instead of reducing it.
When evaluating, ask:
- Does this vendor provide native integrations with our critical systems?
- How much custom development will be required to connect it?
- Does it support APIs for future flexibility?
Did You Know? Formstack integrates with over 250 leading software tools, including CRM, payment systems, email, CMS, and document storage.
3. What Is the Total Cost of Ownership?
Just because a new SaaS tool fits in your budget today doesn’t mean it will by the end of the year—or even the quarter. That’s because sticker prices are often only the beginning. The true cost of a SaaS tools includes:
- Implementation and migration fees
- Training and adoption efforts
- Ongoing vendor support and compliance needs
A tool that looks inexpensive on paper may cost significantly more in hidden overhead. By contrast, consolidating onto a multi-use platform reduces duplication, simplifies training, and lowers long-term support costs.
YMCA of Delaware saved $50,000 and hundreds of staff hours by using the Formstack Platform to automate its forms, contracts, and waivers, saving the organization.
Read the Full Story >>
4. How Will This Tool Impact Security and Compliance?
Every new SaaS tool adds another entry point for potential risk. With regulations like GDPR, HIPAA, and SOC 2 shaping enterprise responsibilities, CIOs can’t afford fragmented approaches.
Before adding a new tool to your stack, consider:
- How does this vendor handle data security and compliance?
- Can security policies be managed centrally, or will IT need to manage separate controls for each tool?
- Does this tool increase the number of vendors touching sensitive data?
CIOs who consolidate SaaS tools reduce the number of external vendors, therefore reducing their exposure and gaining greater control over compliance.
5. Can This Platform Scale With Us Long-Term?
Point solutions may solve today’s needs but fail to grow with tomorrow’s innovation. This may lead to “solution churn,” replacing tools every 18–24 months.
Instead, look for platforms that:
- Serve multiple departments and use cases
- Offer extensibility through APIs and integrations
- Have a strong product roadmap and customer support model
Don’t be afraid to ask tough questions. If you and your vendor aren’t headed in the same direction, it’s an early indicator that the partnership will create problems down the road.
Intellistack: The Cure-All for Workflow Tool Fragmentation
The future of enterprise software isn’t more tools—it’s smarter, multi-use platforms that do more with less.
Intellistack is one of those platforms. With AI-driven, no-code process automation, Intellistack Streamline unlocks your data, simplifies workflows, reduces risk, and boosts efficiency, while cutting costs through vendor consolidation. From financial agreements and authorizations to patient referrals and student enrollment, Intellistack Streamline adapts to your unique processes.
That way, you can do more in one platform instead of three—or 12. Start building powerful, data-rich workflows that dynamically pre-fill forms, generate documents, and send e-signature requests with Intellistack.
