How Leap Automated $2.8M in SaaS Spend Management

TL;DR

Leap manages 134 software tools with $2.8M in annual spend, without a dedicated procurement team. Before SpendHound, spend management created blind spots around SaaS renewals and pricing. Now they save an hour per application every year—over 130 hours total. With 60-day renewal alerts, stakeholder ownership, and verified pricing benchmarks for major vendors, their software management is now a streamlined process.

Meet Leap: Digital backbone for home improvement contractors

Leap is a leading provider of software designed specifically for the home improvement industry. The platform helps contractors manage the customer journey from lead to close, with tools for estimating, proposals, financing, material ordering, and payment collection.

Jesse Gray, Leap’s VP of Technology, oversees product, design, engineering, and support, being closely involved in software purchasing and renewals. His challenge: bring order to $2.8M in annual software spend without adding procurement headcount or budget. 

Leap’s IT Manager, Stephen McCrowey, was also brought in to help operationalize that effort. He was tasked with tracking every software application across the business. At first, that work lived in a spreadsheet. “Executives hated it. I hated it,” Stephen said. Within his first few months in the role, Stephen motioned to replace that system with something the company could actually run on.

The problem: Manual tracking creates renewal blind spots

When Jesse started working on spend management at Leap, the system was defined by manual effort and what he described as “pretty bad spreadsheets.” With 134 applications to track, contract details scattered across shared drives, and no central renewal calendar, the process was entirely reactive.

Internally, the team was trying to keep tabs not just on contracts, but on app owners, departments, billing details, and budgets across the company—without a reliable system of record.

The effort compounded: 

• No market intelligence: On major six-figure contracts, the team had no baseline to know if they were paying competitively. 
• Renewal surprises: Without automated alerts, renewals arrived with little warning. Leap would get pulled into last-minute negotiations after vendors had already set terms. 
• Constant information chasing: Every renewal meant hunting across contracts, forwarding invoices, and coordinating with stakeholders across email and Slack.
• Unclear ownership: With tools purchased across different teams, it wasn’t always obvious who owned what, making accountability difficult during renewal cycles. 

Jesse estimated the manual overhead consumed roughly one hour per tool per year, just keeping the spreadsheet current and chasing down basic information. Across 134 tools, that added up to weeks of lost productivity. 

More fundamentally, the team lacked confidence. Were they getting good deals? Which tools were critical versus optional? Without real data, decisions felt like shots in the dark. 

The solution: Quick onboarding to centralized intelligence

When SpendHound appeared on Jesse and Stephen’s radar, the value proposition was clear: automated SaaS spend management at zero cost. “As soon as we started working with SpendHound, they were massively eager to jump in and help,” Jesse recalled. 

After connecting integrations and sharing their existing spreadsheet, SpendHound’s team took ownership of the data migration. Within two weeks, Leap had a new system of record for all $2.8M in software spend. 

The platform gave Leap three immediate capabilities: 

1. 60-day renewal alerts replaced manual calendar tracking. Jesse and the team now receive automated notifications well before contracts expire, giving them time to negotiate or evaluate alternatives. 

2. Centralized document management eliminated the scavenger hunt. Every vendor now has contracts and invoices linked directly in SpendHound. Finding a contract now takes “one click.” 

3. Democratized stakeholder ownership clarifies accountability. Each tool is assigned to a specific owner who receives renewal notifications.

That visibility quickly proved its value. In one case, Leap avoided renewing a major contract worth more than $100,000 because SpendHound surfaced the deadline in time. Without it, the team likely would have missed their window and been locked into another year with a tool they no longer needed.

Jesse also tapped SpendHound’s procurement experts to benchmark pricing on major, higher-stakes deals—gaining market intelligence the team never had access to before. 

For Stephen, that support served as negotiation backup: a way to sense-check vendor behavior, understand what “normal” pricing looked like, and walk into renewal conversations with clearer guidance on what to push for.

The results: 130+ hours reclaimed and “infinite ROI” gained

• $2.8M in spend now fully under control  
• 60-day early signals on all 134 software renewals
• 130+ hours saved annually by eliminating manual work
• Market-rate pricing intelligence on six-figure contracts 
• “Infinite ROI” by replacing manual procurement with a free platform

The most tangible win for Leap has been time. Jesse estimates SpendHound saves “roughly one hour per application per year,” time previously spent updating spreadsheets, forwarding invoices, and chasing stakeholders. Across 134 tools, that’s over 130 hours reclaimed annually. 

On the cost side, Stephen estimates the team has avoided tens of thousands of dollars in unnecessary spend over the past year between fewer price increases and unwanted auto-renewals that never happened.

But the bigger shift was moving from reactive to confident. When one of Leap’s major renewals came up, SpendHound’s benchmarking confirmed the price fell within market range. Similarly, the team verified that the pricing of the CRM they use their CRM was already competitive. 

The platform has also surfaced blind spots. Tools tied to former employees, reimbursed subscriptions that never became centralized, and overlapping tools that could be consolidated. These discoveries don’t always lead to immediate savings, but they give the team visibility they never had before. 

Day-to-day operations have streamlined as well. Invoice searches that once required navigating through folders, activity logs, and email threads now happen in seconds. Stakeholder notifications happen automatically, and renewals surface with full context and not as last-minute surprises.

As Jesse summarized: “SpendHound has operationalized contract renewals and vendor management to a substantial degree. They helped us remove a lot of operational overhead. And the proactivity that it brings helps us keep everything on track, that’s the real value. It’s worth every second to have it.” 

Looking ahead, Jesse advocates for broader adoption within the company, seeing the potential to move Leap’s entire procurement pipeline and approval workflows into SpendHound. Stephen sees an opportunity to deepen the platform’s role in budgeting, giving finance and IT a shared system for understanding upcoming software commitments.

See “infinite ROI” on your free software spend tool

Leap centralized $2.8M across 134 tools and reclaimed 130+ hours annually by making SpendHound their source of truth. 

Get SpendHound for free and start automating your spend management workflows, benchmarking your SaaS pricing, and saving your team time.