Managing SaaS across your domains shouldn’t be hard

Today, IT teams manage not just one set of tools, users, and identities. They manage many. Multiple domains, contractors, tools without APIs, orphaned accounts... and that’s just a Tuesday.

SaaS sprawl is hard enough. Multi-domain SaaS sprawl? That’s where chaos really begins.

From license audits and offboarding to user access reviews, managing SaaS across brands or subsidiaries becomes a minefield of manual work. Stitchflow fixes that.

Why multi-domain SaaS management is a nightmare

Take a typical example: Sarah works at a fast-growing company with three business units, each with its own domain. She uses the same tools across acme.com, apptick.xyz, and tracklio.io. But her accounts don’t look the same across them. Different usernames, mismatched access levels, and outdated app status. Multiply this by 200 users? You’ve got a mess.

For the IT team, managing identities like Sarah’s means chasing down duplicates, hunting for orphaned accounts, and manually stitching usage logs. The problem isn’t just visibility; it’s reconciliation. Without a way to unify data across IdPs, apps, and spreadsheets, they’re left guessing who has access to what, where, and why.

It’s not uncommon for access reviews to span multiple weeks, with IT teams juggling CSVs, HR data, login reports, and internal checklists. And yet, gaps slip through: unused accounts renewed, deprovisioning missed, risk unflagged. Most audits end with more questions than answers.

Stitchflow’s Free App Access Matrix shows who has access to what, across tools and domains.

The hidden costs of managing SaaS across domains

1. The multi-domain multiplier

Every new domain multiplies the complexity. A user like Sarah might have three identities across business units, but only one is active in your IdP. Managing her access means three times the effort: more systems to check, more licenses to reconcile, and more policies to enforce.

2. Spreadsheet gymnastics

The more domains you manage, the more spreadsheets it takes. You’re pulling CSVs from Okta, Google Workspace, and individual app admin panels, then doing cross-sheet comparisons to match users across email aliases and departments: one bad formula, and the audit’s off.

3. Duplicate user chaos

With no unified view, users end up duplicated across domains. When someone leaves, only one identity gets offboarded. The others linger, costing money, posing a risk, and breaking your compliance trail.

4. Ghost licenses & unused apps

Teams often forget to remove access in tools like Zoom or Salesforce because they can’t see all user identities simultaneously. That means licenses get renewed automatically for people who are no longer at the company.

5. Compliance headaches

When audits occur, IT must prove who had access to what, when, and why. Without unified data, these reviews take weeks and require multiple teams to align just to export logs and validate user information.

The manual burden: Why IT teams are stuck in spreadsheets

Most teams know spreadsheets are fragile. But they’re familiar. When each brand uses different apps and identity providers, and user records don’t match, spreadsheets become the only flexible tool to hold everything together. Until they don’t.

Consider a quarterly review where IT must confirm license usage for tools like Asana and Zoom. They pull data from app admin panels, HR systems, and IdPs without a centralized system. They write custom formulas to find mismatches and try to map the same person across three email addresses. It’s not scalable. It’s barely sustainable.

Even a small error — a missing alias or an outdated department tag — can lead to overpaid renewals or missed offboarding. Multiply this across dozens of tools, and spreadsheets become more of a liability than a solution.

"At Turing, we manage hundreds of contractors across multiple domains. Quarterly access reviews used to take two full weeks of manual checks. With Stitchflow, we closed hundreds of gaps and finished the same process in under a day." 

— Edwin Katabaro, CISO, Turing

How Stitchflow solves the reconciliation problem

Unlike tools that only aggregate data, Stitchflow resolves it. It builds a unified map of your SaaS environment by stitching together identities, licenses, and access patterns across systems. That means no more second-guessing spreadsheets or hopping between admin consoles.

If you’re trying to understand which users still have access to Zoom, Stitchflow doesn’t just show you a list. It highlights the inactive accounts in your IdP but still active in Zoom. It tells you where the mismatch is, why it matters, and how to fix it. All in minutes.

At the heart of it is Stitchflow’s IT Graph — a live representation of your environment. It ingests data from Okta, Google Workspace, HR platforms, and SaaS tools. It identifies orphaned accounts, duplicate users, and stale licenses. And then it lets you take action.

This isn't just an audit tool. It's real-time SaaS governance.

Visibility that actually closes gaps

Stitchflow doesn’t just show you who has access. It shows you what’s wrong and what to do about it. When one of your team members sees that someone is still active in Jira despite being deactivated in Okta, Stitchflow flags it. When licenses are assigned to users who haven’t logged in for 6 months, Stitchflow surfaces it.

This adds to faster resolution, fewer surprises during audits, and real savings.

"Stitchflow reconciles accounts instantly across multiple domains. No spreadsheets, no manual work." 

— Stitchflow Customer, IT Manager

What kind of impact can you expect?

For IT teams managing SaaS across brands, Stitchflow offers real, measurable results:

• License audits that take minutes, not weeks
• Access reviews that don’t rely on stitching CSVs by hand
• Renewals tied to usage, not assumptions
• Offboarding that covers even the hardest-to-see accounts

In one implementation, a team recovered nearly $66,000 in unused license value, closed over 400 compliance gaps, and saved two full days of IT time weekly. That’s not just an operational lift; it’s ROI.

Instead of running access reviews with cross-functional teams and week-long spreadsheet marathons, teams using Stitchflow resolve issues within hours. Missed offboarding alerts become instant triggers. License bloat becomes a one-click cleanup. Quarterly audits go from a calendar block to a dashboard view.

➡️ Tired of chasing access data across 8 tabs and 3 spreadsheets? Book a demo today and see how Stitchflow can simplify your SaaS reality.