The first step in building a strong basis for effective SaaS management is to consolidate your stack, which usually consists of a wide range of subscriptions and IT assets. This procedure is the initial step in giving businesses a fully inventoried and transparent stack.

This article describes how to use one or a combination of the following techniques to build up your SaaS stack and add your current, active subscription list to your Sastrify platform.

IN THIS ARTICLE

• 1. Using the expanded list of integrations
  • ERP & accounting integrations
  • Single Sign-On (SSO) discovery integrations
• 2. Using an accounting export file
• 3. Using a subscription list file
• 4. Uploading invoices in bulk
• 5. Setting up automated email forwarding of invoices/documents
• 6. Adding subscriptions manually

1. Using the expanded list of integrations

Integrations are essential to ensuring the platform's complete functionality as well as to smartly and effectively filling your tool stack with an accurate and comprehensive subscription list. 

Netsuite, Xero, QuickBooks, Sage, Freshbooks, Zohobooks, Pleo, and SSO providers like Google, Microsoft, Okta, and JumpCloud are just a few examples among many integrations that we handle.

Once connected, your Sastrify account will automatically retrieve and update your current subscriptions and spending data (spending information is sourced only from ERP & Accounting integrations), providing a streamlined and accurate overview of your active SaaS usage. 

To explore all available direct integrations, navigate to Integrations > Discovery.

ERP & accounting integrations

Sastrify integrates with a variety of ERP and accounting software to automatically set up, populate, and update your subscription list with the tools your company uses and pays for. This method pulls active subscriptions and spending details from your accounting software that you integrate your Sastrify platform to.

For setup guides and more details on ERP & accounting integrations, refer to this article and FAQ page.

We also have an integration with Pleo that allows you to easily import SaaS expenses from Pleo into Sastrify via Zapier. As new expenses are added, they'll automatically appear in the Spend tab of the corresponding tool in Sastrify.

A detailed step-by-step setup guide is available in this article and FAQ page.

Single Sign-On (SSO) discovery integrations

By connecting to our SSO-powered discovery integration from Google, Microsoft, Okta, or JumpCloud, we’ll automatically detect and update any SaaS tools accessed via your company’s SSO logins, adding them to sastrify platform, under the Discovered tab in your tool stack. 

For setup details, refer to this article and FAQ page.

2. Using an accounting export file

As an alternative, you can set up and update your SaaS stack by uploading your accounting export files to Sastrify using the Spend Import. This feature converts your export into a full stack list, including spend data for each tool. You can use the importer during onboarding and to periodically update your stack, such as every quarter or six months.

Examples of supported accounting software include DATEV, Candis, Spendesk, GetMoss, Pleo, Ramp, Brex. 

⚠️ For every accounting export, the following fields are required:

If the export contains amounts in a currency different from your Sastrify account's, we will automatically convert them using our in-app exchange rates. For greater accuracy, we recommend converting the amounts to your account's currency in advance or providing your preferred exchange rates for us to use. 

For more details on using the Spend Import, refer to this article and FAQ page.

3. Using a subscription list file

Sastrify can generate and update your subscription list or tool stack by importing a manually maintained list (e.g., Google Sheet or .xlsx file). This list typically includes vendor name, spend, tool owner, contract renewal dates, notes, and tags. Use the Spend Import to upload your subscription list to Sastrify and instantly visualize all data points in your tool stack.

For more details on using the Spend Import, see this article and FAQ page.

Below is a table outlining the required and optional data fields for each upload type, including formatting notes and input values.

4. Uploading invoices in bulk

If your invoices are stored in a designated folder, you can easily drag and drop the .pdf files using our bulk upload feature. Our system will automatically detect the supplier.

For setup details, refer to this article.

5. Setting up automated email forwarding of invoices/documents

This option enables automatic email forwarding for invoices from your vendor (e.g., to your inbox or accounting inbox). It’s a convenient way to streamline document management by sending documents directly to a designated repository.

For setup details, refer to this article.

6. Adding subscriptions manually

The final method is manually adding subscriptions one at a time. While not the most efficient (as the previous methods are quicker and more effective), it offers flexibility if you need to add a tool or two on the fly.

For setup details, refer to this article.