We Have No Idea What Software We're Paying For
You're not being careless. You're being practical.
But what if that "working" system is quietly costing you $8K–$15K/year in waste, PIPEDA fines, and revenue loss—all while competitors automate their way to resilience?
The Hidden Cost of "If It Ain't Broke…"
Most Canadian clinics operate with what we call "SaaS chaos"
Fragmented Systems
Billing team uses one EHR, nurses another, admin a third
Ex-Staff Access
Ex-staff still have access to donor databases and billing systems
Surprise Charges
Surprise $4,200 renewal charges hit credit cards quarterly
Duplicate Tools
3 video tools (Zoom, Teams, Google Meet) for the same meetings
No Visibility
No one knows how many apps the clinic actually pays for
Revenue Fragility
The invisible cost of letting software sprawl limit your impact
What Happens If an Ex-Employee Still Has Access?
Maria left 3 months ago. She had access to your EHR, billing system, lab results portal, and patient scheduling tool. Did IT remove her access? 68% of Canadian clinics have ex-employees with active system access.
The Data Doesn't Lie
- 62% can't confirm all ex-staff access was revoked
- 57% have no centralized app inventory
- 49% discover duplicate tools only during audits
- 41% have experienced surprise renewal charges
Three Hidden Risks
1. PIPEDA Exposure
Ex-employees with active accounts = data breach waiting to happen
2. Compliance Failure
Grant funders require "demonstrable technology governance"
3. Budget Drain
$8K–$15K/year average waste—stolen mission funding
What We Typically Find
Most clinics think they have 15–20 apps. Reality is different.
Four Phases of Optimization
How we turn SaaS chaos into care funding
Discovery (Free, 24 Hours)
- Every OAuth-connected app
- Unused licenses across platforms
- Ex-employee accounts still active
- Duplicate tools
- Renewal dates + billing sources
Quick Wins (Week 1)
- Cancel 18 unused licenses → $2,400/year
- Remove 8 orphaned accounts → security risk eliminated
- Downgrade bloated Zoom plan → $1,200/year
Consolidation (Months 2–3)
- 3 video tools → 1 unified platform
- 5 project trackers → 1 organizational standard
- 8 form builders → 1 enterprise solution
Ongoing Management ($295/Month)
- New hire provisioning: Right apps, day 1
- Departing staff offboarding: All access removed, same day
- Renewal calendar: No surprise charges
- Usage monitoring: Find waste quarterly
- Security audits: Quarterly risk assessments
DIY vs. Managed: Can Your Team Track 40+ Apps?
You could DIY your SaaS cleanup. But can your stretched-thin team really maintain it?
| Factor | DIY Approach | Managed Resilience |
|---|---|---|
| Initial Setup | Free discovery scan | Free discovery scan |
| Ongoing Time Cost | 5–10 hrs/month (staff time) | 0 hrs (we handle it) |
| Waste Recovery | One-time cleanup ($3,600) | Continuous savings ($8K–$15K+/year) |
| Security | Manual offboarding (error-prone) | Automated offboarding (same-day) |
| Renewals | Surprise charges likely | Renewal calendar (no surprises) |
| Compliance | Self-reported (unverified) | Audit-ready documentation |
| Grant Eligibility | Limited (no ongoing proof) | Proven governance (funder-ready) |
| Total Year 1 Value | $3,600 savings | $4,660 net savings + security + compliance |
Staff time cost: 10 hrs/month = $2,600/year (at $26/hr avg wage). Only 15% of clinics meet criteria for effective DIY.
Total Cost of Ownership: 18-Staff Example
| Cost Factor | DIY | Managed |
|---|---|---|
| Discovery | $0 | $0 |
| Staff Time | $2,600/yr | $0 |
| Service Fee | $0 | $3,540/yr |
| Waste Recovered | $3,600 | $8,200 |
| Security Risk Cost | High (unquantified) | $0 |
| Grant Funding | Unlikely | $3,500 avg |
| Net Value | $1,000 | $8,160 |
With grant funding: Managed service = $4,660 net benefit
Real Impact From Canadian Clinics
PIPEDA audit prep: 3 weeks of panic
2 hours (audit-ready dashboards)
SaaS waste: $12K/year
$0 waste (optimized licenses)
Ex-staff access: 'We think it's revoked'
Automated offboarding (zero risk)
Renewal surprises: Quarterly panic
Renewal calendar (no surprises)
"When ransomware hit, our billing kept running because Vyop's continuity playbook kicked in. Competitors lost 3 weeks of revenue."
Our Guarantees
Savings Guarantee
If we don't find at least 15% savings, pay nothing
90-Day Money-Back
Not satisfied? Full refund
Zero Data Loss
We preserve all your data during consolidation
Investment Breakdown
| Item | Cost | Grant-Funded? |
|---|---|---|
| Discovery Scan | $0 | N/A |
| Managed Service | $295/month ($3,540/year) | Yes (92% success) |
| Total Year 1 (after grants) | $0–$120 | Likely $0 |
Most clients pay $0 out of pocket Year 1
Turn SaaS Chaos Into Care Funding
Your overhead is hiding care funding. Let's find it—and redirect it.
Free scan → guaranteed savings → grant funding support. No risk, no sales pitch.