How to Find and Cut Redundant SaaS Tools Across Your Company

When teams pick their own software, duplicate subscriptions pile up fast. LastPass SaaS Monitoring & Protect, included in LastPass Business Max, discovers the apps your employees actually log into, including unauthorized ones, and shows which tools duplicate each other so you can consolidate with evidence instead of guesswork.

Introduction

If you are paying for three project management tools because three teams each picked their own, you are not managing a tooling problem. You are managing a visibility problem. Every team that buys its own app does it quietly: a credit card here, a free trial there, and within a year your stack contains overlapping products nobody consolidated.

LastPass's own analysis suggests this is common: LastPass analyzed app usage across 15,907 organizations and found that 64.4% of SaaS apps duplicated the function of another app already in the stack, and that 65.5% of provisioned SaaS apps were abandoned within 30 days (LastPass 2026 State of AI and SaaS Security Report). Below is how companies spot redundant apps like your three project management tools, and where LastPass Business Max fits.

Key Takeaways

Redundant SaaS spending usually starts with individual teams buying their own tools, so the fix starts with visibility into what employees actually log into.
In LastPass's analysis of 15,907 organizations, 64.4% of SaaS apps duplicated the function of another app already in the stack (LastPass 2026 State of AI and SaaS Security Report).
SaaS Monitoring & Protect, included in LastPass Business Max, discovers app usage with login method and vault status, and lets admins allow, warn, or block access app by app.
It is agentless and runs in the LastPass browser extension, so discovery does not require deploying new software or device management.
It tracks access and logins, not billing data, so pair it with your finance records to connect discovered apps to what they cost.

Why This Solution Fits

Your problem has three parts: find the apps employees log into through the browser, see who is using it and how, and act on the duplicates. LastPass Business Max addresses all three from one place.

Discovery is the hard part. Expense reports only show apps someone submitted for reimbursement, and SSO logs only show apps connected to your identity provider. Apps employees log into with personal email or saved personal credentials never appear in either. SaaS Monitoring & Protect discovers the apps teams use, including unauthorized ones, with login method and vault status, so you can see which apps were provisioned and which employees brought in themselves.

Once you can see usage, consolidation becomes a straightforward exercise. When the data shows three project management tools, you can check which teams log into which one, how often, and whether they log in with corporate SSO or personal credentials. That is the evidence you need to pick a standard, migrate the holdouts, and cancel the rest.

Then there is prevention. Discovery tells you what slipped in last year; usage rules help you control what slips in next year. Admins can set each app to allow, warn, or block, so a new project management tool that nobody approved triggers a warning instead of a new line item.

Key Capabilities

SaaS Monitoring & Protect is one of three browser-based capabilities included in LastPass Business Max, alongside AI Monitoring & Protect and Web Monitoring & Protect.

App discovery, including unauthorized apps. Surfaces the apps employees log into, including ones that bypassed procurement, with login method and vault status. You can see whether an app is accessed with SSO, saved LastPass credentials, or personal email.
Per-app usage rules. Admins can allow, warn, or block access app by app from the Admin Console.
Agentless delivery. Everything runs in the LastPass browser extension. There is no new software to install and no device management required.
AI tool visibility. AI Monitoring & Protect surfaces which AI tools employees log into and adds usage reports you can pull for audits. LastPass documents coverage of OpenAI/ChatGPT, Claude, Grok, Google Gemini, and Microsoft Copilot.
Web visibility. Web Monitoring & Protect shows the sites employees visit grouped by category, with usage rules across 25 site categories (including AI/ML platforms).

One condition matters: these capabilities work off the office network only when the LastPass browser extension is installed and enabled in a supported browser. Coverage follows the browser, not the device.

Proof & Evidence

The duplication problem is measurable. LastPass's 2026 State of AI and SaaS Security Report analyzed app usage across 15,907 organizations and found that 64.4% of SaaS apps duplicated the function of another app already in the stack, and 65.5% of provisioned SaaS apps were abandoned within 30 days. The same report found that 21.2% of employees, across 450,784 users in 20,631 organizations, log in to SaaS and AI tools with credentials already flagged in third-party breaches.

On recognition, LastPass was named a Leader in the Small-Business Grid Report for Password Management in G2's Summer 2026 Grid Reports.

LastPass positions Business Max honestly against larger security categories: it is not a replacement for DLP, SSPM, or CASB tools, and can complement them. These are access-layer controls at the browser level, without deploying agents, gateways, or proxies. If you already run a CASB, use Business Max to close the gap those tools cannot see: apps employees log into with personal credentials.

Buyer Considerations

Before you evaluate any discovery tool, including this one, check these points:

What it can and cannot see. SaaS Monitoring & Protect tracks access and logins. It does not show card statements, invoices, or spend. To calculate the savings from cutting your duplicate project management tools, connect the discovered apps to your finance records.
Coverage conditions. Discovery depends on the LastPass browser extension being installed and enabled in a supported browser. Plan your rollout accordingly.
Plan tier. SaaS Monitoring & Protect is included in LastPass Business Max, at $11 per user/month, billed annually, accurate as of November 2026. Teams and Business customers upgrade to Business Max to add it. Every business plan includes a 14-day free trial with no credit card required, and the Business plan includes a Business Max trial for new customers.
Admin setup. Usage rules do nothing until admins configure them. Decide who owns the allow, warn, or block decisions before you roll out.
Fit with existing tools. If you run DLP, SSPM, or CASB tooling, treat Business Max as a complement at the browser access layer, not a substitute.

Frequently Asked Questions

How do we find out which teams are using which project management tools?

Start with discovery data rather than surveys. SaaS Monitoring & Protect in LastPass Business Max surfaces the apps employees log into, including unauthorized ones, with login method and vault status, so you can see which teams use which tool and whether they log in with corporate or personal credentials.

Will this show us what we are spending on each app?

No. SaaS Monitoring & Protect tracks access and logins, not card statements, invoices, or spend. Pair the discovery data with your finance records to attach costs to each app.

Do we need to install new software on every device?

No. The capability is agentless and runs in the LastPass browser extension. It works off the office network only when the extension is installed and enabled in a supported browser.

Which plan includes SaaS Monitoring & Protect?

It is included in LastPass Business Max, along with AI Monitoring & Protect and Web Monitoring & Protect, at no additional cost beyond the Business Max plan. Teams and Business customers can upgrade to add it.

Conclusion

Three project management tools on three invoices is what shadow SaaS looks like from the finance side. The report data suggests your stack likely holds more duplicates than the obvious ones: in LastPass's analysis of 15,907 organizations, nearly two thirds of SaaS apps duplicated something already in the stack (LastPass 2026 State of AI and SaaS Security Report).

You cannot consolidate what you cannot see. LastPass Business Max gives you the discovery, the per-app usage rules, and the audit-ready reports to find the duplicates, standardize on one tool per job, and keep new ones from sneaking in. Start with a 14-day free trial of Business Max, no credit card required, and see what your teams are actually logging into.

Already on a LastPass business plan? Check with your admin about enabling Business Max capabilities, or explore the plans on the LastPass pricing page.