Frequently asked
Clear answers before the first call.
The free spend assessment starts with context, not documents. Here is what a deeper review may need, what stays out of scope, and how the commercial model works.
Who does the work?
Josh Roybal founded SaaS Spartan and does the reviews himself. The first conversation is with him. Background is on the About page.
What does the free spend assessment need?
Name, work email, company, broad software and AI spend or pressure, and any renewal timing are enough to start. No documents or system access are needed.
Do I need to send documents before the first call?
No. The first conversation is a fit discussion about the business problem and the capability you need to preserve. We explain any later evidence request before you share anything.
How does the success fee work?
The first conversation with Josh is free. Full engagements have no upfront consulting fee. The fee is a flat 25% of verified first-year savings the client approves and implements. Replacement math is on the Pricing page.
What information is needed for a Savings Map?
For an agreed review, we may request a vendor spend export or selected invoices, order forms, or contracts, plus renewal dates, seat totals, owners, and aggregated usage. The scope determines the request.
Do you need our invoices or accounting-system access?
Not by default. Start with client-prepared exports, screenshots, or aggregates. Selected invoices or order forms may be useful for a specific decision, but unrestricted accounting access is not part of the normal review.
Do you need admin access or shared passwords?
No. Shared passwords and unrestricted admin access are not part of the normal review. Direct access is exceptional and must be specifically approved, named, time-limited, least-privilege, and preferably read-only.
Where should documents be shared?
The preferred route is a folder in your Microsoft 365, Google Workspace, Box, or another approved data room. You choose the files, grant access to a named person for the engagement, and can revoke access.
What should never be sent through the public form?
Do not send invoices, contracts, financial records, passwords, credentials, production data, regulated data, customer records, or payment details. The form has no document upload.
Can SaaS Spartan put our information into an AI tool?
Client source documents or identifiable client data are not submitted to public or consumer AI tools. Redacted or derived data is the default. Any AI use involving client data requires written approval and an approved environment.
How long do you retain engagement documents?
Where your workspace can hold source material, SaaS Spartan avoids a separate copy. SaaS Spartan-controlled working copies are deleted within 30 days after final delivery or termination, except for records required by a signed agreement or law. Client-owned copies remain under your controls.
How does the public contact form handle information?
The basic inquiry form sends the fields you choose to provide to Web3Forms so SaaS Spartan can receive and reply. It has no document upload. Under Web3Forms’ current legal materials, submissions may be retained by that provider for up to three years.
What is Keep / Cut / Renegotiate / Replace?
Keep leaves a sound capability in place. Cut removes unnecessary cost. Renegotiate improves the economics or terms of a capability worth keeping. Replace preserves the capability another way only when net economics and risk support switching.
How do you calculate replacement savings?
Replacement fees use verified first-year net savings after material implementation, migration, replacement operating, maintenance, AI/API, and other switching costs.
Who implements a replacement?
Implementation ownership is agreed before execution. SaaS Spartan does not imply that every engagement includes building or maintaining a replacement system.
How long does an engagement take?
Most initial optimization reviews take roughly 2–3 weeks once the required data is available. Larger or more fragmented work can take longer, and the timeline is confirmed during scoping.
What counts as verified savings?
The action must be approved, implemented, and supported by objective evidence of the lower first-year cost. Identified or avoided future cost is tracked separately unless the engagement terms say otherwise.
What if we already have procurement or SaaS management software?
That is not an automatic disqualifier. SaaS Spartan can be an independent challenge alongside a mature internal team or platform when the scope is clear.
What happens if you recommend replacing a critical system?
Critical systems face a higher bar: positive first-year net economics, acceptable security and operational risk, named support ownership, and a fallback or rollback path.
Still unsure?
Start with a scope question, not a commitment.
We will confirm whether your spend profile and trigger make a deeper engagement sensible. No platform to install and no action without your approval.
Ask about your stack.
Josh replies within one business day. No documents are needed to start.