Matix uses Substly at the University

"Using Substly has been a reality check for us. I believe there is a need for a service like Substly in companies of all sizes."

Robert Orbelin Director of Matix

"I was shocked to see how much the prices have increased since we started using some of the subscription services."

- Robert Orbelin

Matix’s top three reasons for using Substly

  • The overview – getting all Saas and other subscriptions in one place!
  • User management – finally we have control of who is using what and it has made off-boarding of users much easier.
  • Alerts function – it helps us remember to cancel subscriptions on time.

Robert Orbelin, Director of Matix, says he is getting a huge value from gathering all subscriptions, users and costs in one place:

“Using Substly has been a reality check for us. I believe there is a need for a service like Substly in companies of all sizes.”

Why Matix started using Substly

In addition to holding the position as Director of Matix, Robert Orbelin has profound experience as Chairman of the Board in several privately held companies and from a long career in management consulting in small and medium-sized businesses.

A common problem he has seen is how companies fail to manage subscriptions and user accounts in an effective way. There’s often a lack of structure and processes. In many companies, everyone simply assumes that someone else is keeping track of what digital services employees and consultants have access to, and how much they cost. This is causing unnecessary expenses and is in some cases even a security risk (former employees have access to company information they shouldn’t have).

Matix is a small organisation, but since both students, employees and consultants have access to subscription services it has been a challenge for them to keep track of all their services and user accounts.

“As a small organisation you have a perception of being in control of these things. Substly showed us otherwise.”

With limited knowledge of what was being used and by whom, Matix was looking to improve the following by using Substly:

  • Getting a clear overview of all their SaaS and other subscription based services
  • Detailed knowledge of how much money is being spent
  • Monitoring which people have access to which digital services

How using Substly solved Matix’s challenges

After signing up to Substly, Robert uploaded a credit card statement, which allowed Substly to automatically find subscriptions Matix pays for. When he saw how much Matix spend on subscriptions, he was more than surprised.

“I was shocked to see how much the prices have increased since we started using some of the subscription services.”

Many of the subscriptions identified by Substly had been used for several years by Matix. When they got a better insight into how much the prices had increased it triggered them to have a closer look at how competitive the services they use really are. This led them to acquire several new services. To have an updated view on the digital services we use enables me to assess which ones we should keep, or get rid of, on a regular basis, Robert adds.

“The overview I get from using Substly is of high value to me.”

One thing that surprised Robert with Substly was the user management features. Having an updated list of subscriptions and keeping track of who has access to which services has always been somewhat of a challenge in Matix. In Matix, employees, consultants and some of the students all have user accounts in different services.

The user management features in Substly has made this much easier for them. I especially like the off-boarding feature – for example when the students graduate, I already have a list of which user accounts to cancel, Robert says.

Once Matix got all data into Substly, Robert says he felt a sense of relief and gratitude. A service that helps me gather and visualise this information and at the same time saves me time is extremely valuable to me, he adds.

“Once we got all our data into Substly, I felt a sense of relief!”

Another thing that is being used a lot by Matix in Substly is the Alerts function. Who would have thought that getting an email before renewal would provide so much value, but it has helped us avoid paying for subscriptions we would have forgotten to cancel otherwise, says Robert.

By tracking their subscriptions Matix have saved money and improved both their subscription management and user management. Click on one of the links below if you are curious to learn more about how your company could save money by using Substly.

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