Seats and plans
Reconcile paid seats with active users, team changes, tiers, and add-ons.
Independent software & AI cost optimization
Cut technology spend.Keep the capability.
Unused seats, overlapping tools, renewals nobody owns, and charges billed under names the finance team does not recognize.
For CFOs, controllers, and fractional CFOs at mid-market companies: roughly 100 to 500 people, $500K+ in software.
Josh Roybal founded SaaS Spartan and does the reviews himself.
| Line item | Evidence | Decision |
|---|---|---|
| Core productivity suite | Required daily | Keep |
| CRM seats | Usage below plan | Cut |
| Renewal terms | Renewal window open | Renegotiate |
| Reporting workflow | Lower-cost path to test | Replace |
Each line gets one decision. You approve every move.
Start without documentsThe first assessment is a conversation about context, not an upload request.
No shared passwordsWe start with client-prepared exports and aggregates, not unrestricted access.
You control sharingWe prefer a workspace you choose, with access you can revoke.
Cost levers
Start with invoices, usage, and renewal dates.
Finance sees invoices. IT sees systems. Owners see the work. The Savings Map connects all three before a decision.
Overlapping capability
Compare what each tool does with capabilities the business already owns.
Contracts and renewals
Read price, floors, overages, notice windows, renewal dates, and commitments.
AI/API consumption
Separate seat fees from tokens, model usage, ownership, and human review.
Replacement Economics Gate
The replacement has to beat the current cost after the switch.
Price is only one input. We subtract ongoing operating costs and material switching costs before a replacement reaches the action list.
Read the economics gateCurrent annual cost$100K
Replacement run cost$15KLicenses · AI/API · support
Switching cost$20KImplementation · migration · setup
Year-1 net savings$65K
The gate also checks: maintenance, human review, training, parallel run, internal time, privacy, reliability, ownership, and rollback.
Execution and verification
Every recommendation ends in an action and a number.
A recommendation needs an owner, an approved action, and a way to verify the result. We produce three working records.
One view of the bill.
Vendor or capability, annual baseline, evidence, owner, renewal date, decision, action, and first-year economics.
A clear owner and next step.
What to cancel, renegotiate, consolidate, pilot, or replace, with approval recorded before work starts.
A number tied to the action.
Executed cost, one-time costs, ongoing replacement cost, and verified first-year net savings after implementation.
Map→Validate→Decide→Execute→Verify
Talk to the founder
Bring one renewal, overlap, or cost mandate.
Tell Josh the renewal, overlap, or cost target. He will confirm what information is needed and whether a deeper review is worth doing.
First conversation: free, with Josh. No documents or system access required.
Full engagement: no upfront consulting fee. The fee is a flat 25% of verified first-year savings you approve and implement. Replacement math is on Pricing.
A smaller first step
No invoices or system access are needed to start. If deeper work makes sense, we request only decision-relevant evidence and explain how to share it.
See what we need and what we do notStart here