Case Study

Helping Vincit realise substantial cost savings on their software through full visibility and an efficient sourcing process.

Company

Vincit is a custom software development and design agency that creates digital services and software applications from idea to market, with offices in Finland, Poland, Sweden and the U.S. With support on Composable Commerce, Data and AI, SAP Solutions and Core Processes, and Digital Products and Services, Vincit services an array of industries and solutions.

Industry

Digital Services

Vincit has been on a transformation track with a recent merger, bringing together diverse teams and capabilities, along with inheriting a complex web of software contracts and decentralised procurement practices.

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This has presented some considerable hurdles, particularly with software procurement and license management and, having the scale for sourcing effectively. Viio was able to quickly help Vincit develop situational awareness on the current tool stack and support by developing and implementing an efficient sourcing process moving forward.

The Challenge

Disorganised SaaS Sourcing Process, Limited Visibility, and Cost Inefficiencies

Following rapid organisational expansion, Vincit found itself struggling to manage a patchwork of software licenses and inconsistent purchasing practices. Key challenges included:

Lack of Coordination in Software Purchases: Multiple teams were independently purchasing marketing software tools, creating overlaps and wasted budgets.
Lack of Transparency in Spend: Fragmented procurement led to difficulty tracking actual software utilization and budgetary implications.
Inefficient Contract Negotiations: Without detailed centralized oversight, the team lacked confidence in vendor negotiations and was missing opportunities for more advantageous contract terms, resulting in overspending and waste

The Solution

Partnering with Viio for Streamlined Software Procurement and Cost Optimization

Recognizing the need for specialized expertise, Vincit partnered with Viio to transform their software procurement and asset management processes. Viio provided:

Advanced Software Management Platform: Gave the team clear visibility into software licenses, usage, and spending across the organisation, eliminating shadow IT and offering transparency across the tech stack.
Fractional Sourcing Expertise: Enabled access to specialised procurement knowledge and processes without the overhead of additional internal resources.
Tailored Collaborative Strategy: Viio closely collaborated with Vincit's IT and finance teams, crafting procurement processes uniquely suited to the evolving departmental needs.

Viio has offered an efficient way to have a sourcing process and awareness on our contracts, offering a guarantee on how to save money doing the process the right way

Kimmo Kärkkäinen

CFO, Vincit

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The Result

Cost Savings, Time Efficiency, a Streamlined Procurement Process

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The collaboration between Viio and Vincit led to some remarkable outcomes, fundamentally enhancing the operational efficiency of the organization while ensuring guaranteed savings within a short time-span of onboarding the tool.

Improved Visibility: Gained clear insights into software and the full portfolio of usage by personnel, facilitating more strategic budgeting and allocation decisions.
Optimized Procurement Practices: Adopted a more transparent, centralized approach, helping to improve negotiation strength and contract terms.
Cost Savings: Achieving significant savings through improved licensing negotiations and the detection of underused licenses, with initial cost benefits clearly defined and actionable from these insights.

The Future

Let’s uncover your hidden savings potential together— we only need 10 minutes of your time

Oliver Quittek, CRO & Founding Member

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Continue the Momentum and Take Advantage of the Positive Initial Results in the Partnership

With clear advantages already achieved in the partnership with Viio, there's room to grow the collaboration, with greater emphasis moving forward on leveraging the increased visibility achieved and further development of the streamlined procurement process.

Broadening the Possibilities: Continue to uncover additional efficiencies as the collective data grows, rolling out additional strategies from these insights that further impact software optimisation and savings.
Increasing Strategic Alignment: Deepening the collaborative approach with Viio to continually drive efficiency and reduce software costs.
Cultivating Responsibility and Transparency: Continuing to empower teams with clear insights and tools for effective software management, promoting greater discipline in budgeting and helping accountability and organizational efficiency.

Ready to start saving?

Viio is the modern way for IT teams to optimize their SaaS & cloud spending. We’re eager to show you how.

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