Overview

At innovation consultancy Mach49, IT Director Bobby Lalwani was facing a tipping point. The company’s SaaS ecosystem was rapidly expanding, but without a unified management strategy, it was spiraling out of control. Critical offboarding tasks were falling through the cracks, costs were buried in complex spreadsheets, and the IT team was spending an increasing amount of time reacting to SaaS-related issues. The situation was becoming unsustainable.

That changed with the adoption of Josys. Almost immediately, the platform delivered centralized SaaS visibility, automated key workflows, and uncovered significant cost-saving opportunities—up to 20% in monthly user expenses. “With Josys, we found a whole bunch of licenses that we didn't need. So we saved 10 to 20% of our monthly user cost within the first several months alone,”  said Lalwani.

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The Challenge

Mach49 partners with Fortune 500 and Global 1000 companies to incubate and invest in new ventures. Internally, the company relied on a large and diverse SaaS stack to support operations. But until recently, the systems used to manage those applications hadn’t kept pace.

“Previously to Josys, managing SaaS was done individually. We documented everything manually in Excel or Word, but we were basically doing everything from scratch.”

In practice, this meant siloed documentation, scattered logins, and disconnected license and cost tracking. The result was a patchwork system vulnerable to inefficiencies, security gaps, and overspending.

Offboarding users required manual intervention across dozens of applications, and quarterly ISO 27001 access reviews involved multi-person checklists and time-intensive QA.

“We do a privileged user and access audit where one IT person would go through a step-by-step process, then another IT person has to come and QA it. Then, a director signs off on that,” said Lalwani.

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The Solution

Josys gave Mach49 a centralized SaaS management platform that provided real-time insight into every app, user, license, and cost in one place. “It really allowed us to see everything in one view, in one dashboard. And we didn't have that before. So it was illuminating to know every app that we have, and to see licenses and usage that we didn't realize we had as well.”

With Josys, Mach49 could:

• Automate and schedule offboarding workflows
• Identify shadow users and remove redundant licenses
• Track monthly and annual SaaS spend by application
• Surface real-time budget snapshots to support finance and leadership requests
• Begin using app discovery and privileged access insights, with plans for deeper adoption

The Results

The impact of implementing Josys was immediate and measurable. Within the first few months, Mach49 uncovered a significant number of unused licenses, many tied to employees who had already left the company. By eliminating these redundancies, they quickly saw a meaningful reduction in their monthly software expenses.

“We were still paying for licenses for users that were no longer working here or we didn't know about… and so by immediately removing those licenses, we were now saving on costs per user per month right away.”

The automation capabilities within Josys reshaped core IT processes. What was once a tedious, error-prone offboarding workflow, especially during high-stakes periods like end-of-year holidays, became a seamless, scheduled process. Instead of requiring team members to log in during PTO or risk compliance gaps, the system handled everything on time and without human intervention.

“We can schedule the offboard and automate the offboard, which is phenomenal! We didn’t have to worry about it. Josys just took care of it for us.”

In addition to cost and time savings, Josys helped reduce audit overhead by centralizing license and access data, supporting ISO 27001 reviews with cleaner, more consistent visibility. Complex apps like Atlassian, which previously took up to 30 minutes per offboarding session, could now be handled in a single click.

Today, Josys is a daily operational tool for Mach49’s IT team. Bobby regularly uses it to monitor license thresholds and ensure they stay within vendor usage limits—preventing unexpected overages and keeping budget forecasts accurate.

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Key Outcomes:

• Up to 20% SaaS cost savings by eliminating unused and duplicate licenses
• Automated offboarding, avoiding year-end holiday disruptions and reducing IT workload
• Reduced audit overhead through centralized license and access tracking
• Daily operational monitoring to prevent license overages tied to vendor true-up clauses
• Simplified deprovisioning for apps like Atlassian, which previously required time-consuming, error-prone manual steps

Looking Ahead

Mach49 plans to deepen its use of Josys in several strategic ways. 

One key priority is segmenting SaaS tools by department and assigning clear ownership, which will bring additional structure and accountability to their growing stack. 

The team is also preparing to explore automated quarterly ISO 27001 access reviews using Josys’ built-in survey capabilities, a potential game changer for reducing manual effort in their compliance processes. 

Additionally, they’re looking to implement approval workflows for high-security applications, ensuring access requests go through multi-step signoffs before provisioning. 

These enhancements will allow the IT team to tighten security while minimizing manual overhead.

Explore what Josys can do for your team and book a demo today.

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