The Best SaaS Licence Trackers for Small Teams in 2026
Your team is using software you don't know about. Someone signed up for a tool on a company card, shared a login, or forgot to cancel a trial. For small and mid-sized businesses, shadow IT and untracked SaaS spend is one of the easiest problems to fix , if you have the right tool. Here's an honest comparison of what's available in 2026.
Why SaaS tracking matters more for SMEs than enterprises
Enterprise companies have dedicated IT teams and procurement workflows. SMEs don't. The operations manager, the EA, or the founder is usually the person trying to figure out why the software bill went up £800 last quarter.
The specific problems SMEs face are:
- No single person owns the SaaS stack , anyone can sign up for anything
- Licences are bought in someone's name and forgotten when they leave
- Assets (laptops, devices) and software aren't tracked together, making onboarding and offboarding painful
- Renewals catch you by surprise because nobody remembered to cancel
The tools built for this problem are almost all aimed at companies with 500+ employees, dedicated IT departments, and budgets to match. Below we've focused on tools that actually work for teams of 5 to 150 people.
The tools compared
Xodesk is the only free tool in this list that combines SaaS licence tracking with physical asset management and licence ownership , meaning you can see not just what software you're paying for, but exactly who in your team holds each licence. When someone joins or leaves, you know precisely what to provision or revoke. No more orphaned accounts burning budget.
The name comes from the military term XO , the executive officer, second in command, responsible for keeping operations running. Xodesk is built for that person in your business: the ops manager, the office manager, the founder wearing too many hats.
- Completely free
- Tracks assets and licences together
- Licence ownership per person
- Makes onboarding and offboarding simple
- Part of the Pair platform if you need more
- Newer product, still in beta
- No auto-discovery of apps yet
- Smaller feature set than enterprise tools
Best for: SMEs with hybrid teams who want a free, simple tool that handles licences and assets together with clear ownership per person.
Most small teams start here. A spreadsheet with columns for tool name, cost, renewal date, and owner. It works , until it doesn't. Sheets go stale, nobody updates them, and the moment someone leaves the company the institutional knowledge disappears with them.
- Free, familiar, flexible
- No setup required
- Fully customisable
- Manual , nobody keeps it updated
- No reminders or renewal alerts
- No asset tracking
- Breaks when people leave
Best for: Teams of fewer than 5 with fewer than 10 tools. Beyond that, the maintenance burden outweighs the simplicity.
Torii is one of the most capable SaaS management platforms available. It can auto-discover apps across your organisation, track usage, and automate workflows. But it's priced and designed for companies with dedicated IT departments. Pricing isn't published , you'll need a sales call to find out, which tells you everything about who it's built for.
- Automatic app discovery
- Deep usage analytics
- Workflow automation
- Strong integrations
- Enterprise pricing
- Requires sales process to buy
- Overkill for teams under 100
- Complex to set up
Best for: Companies with 100+ employees and a dedicated IT or procurement function.
Zluri sits between the enterprise heavyweights and simpler tools. It has good app discovery and solid onboarding/offboarding workflows, with a stronger focus on compliance and access reviews than most. Still quota-based pricing, meaning another sales call before you know what it costs.
- Good onboarding/offboarding flows
- Compliance and access reviews
- App discovery included
- No transparent pricing
- Still requires sales engagement
- Minimum seat counts apply
Best for: Growing companies (50–200 employees) with compliance requirements and some IT resource to manage it.
Spendflo is interesting because it comes at the problem from a finance angle , benchmarking what you should be paying for tools and helping negotiate better pricing. Less focused on IT asset management, more on cost reduction. Has a free tier but the useful features are gated.
- Spend benchmarking data
- Vendor negotiation support
- Finance-friendly reporting
- Not focused on asset tracking
- Key features behind paywall
- US-centric pricing benchmarks
Best for: Finance teams focused on cutting SaaS costs rather than IT teams managing access and assets.
Side-by-side comparison
| Tool | Price | Asset tracking | Licence ownership | SME-friendly | Auto-discovery |
|---|---|---|---|---|---|
| Xodesk | Free | ✓ | ✓ | ✓ | – |
| Google Sheets | Free | – | – | ✓ | – |
| Torii | Enterprise | – | ✓ | – | ✓ |
| Zluri | Mid-market | – | ✓ | – | ✓ |
| Spendflo | Freemium | – | – | ✓ | ✓ |
The onboarding and offboarding problem nobody talks about
Every article about SaaS management talks about cost savings. Fair enough , the average SME wastes 20–30% of its software budget on unused licences. But there's a less discussed problem that costs even more in practice: what happens when someone joins or leaves your team.
When a new person joins, someone needs to figure out what tools they need, who to ask for access, and which accounts to set up. When someone leaves, the same thing happens in reverse , except nobody's quite sure which accounts they had, whose card the tool is billed to, or whether the licence was in their personal email.
This is the problem Xodesk is specifically designed to solve. By tracking not just what tools you have, but who owns each licence, you get a clear checklist for every hire and every departure. It's the thing spreadsheets can't do reliably.
Xodesk is part of Pair , an all-in-one platform for growing businesses that combines licence tracking with CRM, HR, bookings, and more. Use Xodesk free as a standalone tool, or unlock the full platform when you're ready to consolidate.
Our recommendation
If you're running a small or mid-sized team and you don't already have a system for tracking your software licences and assets, start with Xodesk. It's free, it covers the two things spreadsheets can't do well (asset tracking and licence ownership per person), and it takes less than an hour to set up.
If you're at 100+ employees with a dedicated IT function and budget to match, Torii or Zluri are worth evaluating. But for most SMEs reading this, they're more tool than you need right now.
The honest truth is that the best SaaS tracker is the one your team will actually keep updated. Start simple.
Track your licences and assets for free
Xodesk takes under an hour to set up. Know exactly what you're paying for, who owns it, and who has access , all in one place.
Get started for Free →No credit card. No sales call. Free to use.