Introduction

Organizations adopting more cloud-based platforms like Microsoft 365 and Salesforce face challenges with license sprawl, underutilized entitlements, and complex provisioning workflows. These issues lead to unnecessary expenses, compliance risks, and low ROI without proper governance.

In 2025, companies prioritize license optimization tools that provide visibility into usage, enforce governance policies, and offer automated cost-saving recommendations.

This blog lists the Top 10 License Optimization Tools for Microsoft 365 & Salesforce Governance in 2025, selected based on their pricing, licensing models, feature set, integration capabilities, and user reviews from trusted platforms like G2, Gartner, and Forrester.

What are License Optimization Tools for Microsoft 365 & Salesforce Governance?

License optimization tools for Microsoft 365 and Salesforce governance help organizations efficiently manage software licenses, ensuring optimal usage, cost reduction, and compliance with vendor agreements. These tools analyze license usage, identify underutilized or unused licenses, and provide recommendations for better license allocation.  

What are Microsoft 365 apps for enterprise license?

Microsoft 365 Apps for Enterprise is a subscription with premium apps like Word, Excel, PowerPoint, Outlook, Teams, Publisher, and Access (Publisher and Access are only available on PC). The apps can be installed on multiple devices, including PCs, Macs, iPads, iPhones, Android tablets, and Android phones.

What is the difference between Microsoft 365 and Microsoft 365 Enterprise?

A significant upgrade in Microsoft 365 Enterprise includes advanced security for corporate data. Microsoft 365 Enterprise comes with more identity and access features than Office 365. It includes security features like Windows Hello and Credential Guard.

Criteria for Selection

We shortlisted the top license optimization tools using the following criteria:

• Support for Microsoft 365 & Salesforce

• Transparent pricing & flexible licensing options

• Integration with identity providers, SaaS apps, and ITSM tools

• User ratings on G2 and Gartner Peer Insights

• Automation features for deprovisioning and right-sizing

• Role-based reporting and chargeback/show back capabilities

Top 10 License Optimization Tools for Microsoft 365 & Salesforce (2025)

1. CloudNuro.ai

Overview: CloudNuro.ai is a Gartner-recognized SaaS Management Platform (SMP) designed to provide organizations comprehensive visibility and control over their software assets.

• CloudNuro Pricing: Custom pricing is based on the number of users and applications managed.

• CloudNuro Licensing Options: Options range from basic to enterprise-level features.

• Best Use Cases: Managing extensive SaaS portfolios across departments

• Pros: Delivers actionable analytics for informed decision-making.

• Cons: As a newer entrant in the market, some advanced features are still under development.

Rating:
Gartner: 4.8/5 - 5 Reviews
G2: 4.8/5 - 2 Reviews

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2. Zylo

Overview: Zylo is a leading SaaS Management Platform (SMP) with strong Microsoft 365 and Salesforce optimization capabilities, license reclamation, and renewal management.

• Zylo Pricing: Quote-based pricing

• Zylo Licensing Options: Tiered enterprise licenses

• Best Use Cases: Large organizations with diverse SaaS portfolios

• Pros: Renewal alerts, SaaS inventory visibility, actionable insights

• Cons: More focused on SaaS than deep IT integration

Rating:
Gartner:4.5/5 - 17 Reviews
G2: 5/5 - 51 Reviews

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3. SailPoint

Overview: SailPoint’s IdentityNow platform integrates identity governance with license control, helping enterprises optimize provisioning and entitlements across M365 and Salesforce.

• SailPoint Pricing: Subscription-based, starting from $6/user/month

• SailPoint Licensing Options: IdentityNow, IdentityIQ, or hybrid models

• Best Use Cases: Enterprises needing identity-first license governance

• Pros: Policy-based automation, compliance alignment

• Cons: Requires careful implementation

Rating:
Gartner:4.7/5 - 638 Reviews
G2: 4.5/5 - 76 Reviews

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4. Torii

Overview: Torii combines SaaS discovery, license optimization, and workflow automation. It provides visibility into M365 and Salesforce usage and automates license reclamation.

• Torii Pricing: Custom pricing based on users and integrations

• Torii Licensing Options: Standard and Enterprise tiers

• Best Use Cases: Mid-market organizations with SaaS sprawl

• Pros: Intuitive UI, integration with HRIS and ITSM

• Cons: Fewer native security features

Rating:
Gartner:4.6/5 - 23 Reviews
G2: 4.5/5 - 274 Reviews

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5. Certero for SaaS

Overview: Certero delivers license optimization, software asset management, and cloud spend control with advanced reporting for Microsoft and Salesforce environments.

• Certero Pricing: Annual subscription, per-user licensing

• Certero Licensing Options: Individual and bundled platform solutions

• Best Use Cases: Enterprises with hybrid cloud and on-prem software

• Pros: Broad SAM capabilities, Microsoft expertise

• Cons: UI is less modern than peers

Rating:
Gartner:5/5 - 1 Reviews
G2: 5/5 - 2 Reviews

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6. CoreView

Overview: CoreView offers deep visibility and control over Microsoft 365 licensing, usage, and compliance. It helps organizations automate workflows, optimize licenses, and improve governance.

• CoreView Pricing: Custom pricing based on M365 user volume

• CoreView Licensing Options: Modular plans for insights, automation, and compliance

• Best Use Cases: Mid-to-large enterprises using Microsoft 365

• Pros: Advanced license analytics, delegated admin, workflow automation

• Cons: Steep learning curve

Rating:
Gartner:4.4/5 - 24 Reviews
G2:4.5/5 - 106 Reviews

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7. BetterCloud

Overview: While known for SaaS security, BetterCloud offers license governance workflows to automate provisioning and deprovisioning in M365 and Salesforce.

• BetterCloud Pricing: Starts around $3/user/month

• BetterCloud Licensing Options: Core, Pro, Enterprise

• Best Use Cases: IT teams automating lifecycle management

• Pros: Powerful workflows, policy automation

• Cons: More security-focused than cost-optimization

Rating:
Gartner:4.5/5 - 54 Reviews
G2: 4.5/5 - 458 Reviews

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8. CleanShelf (LeanIX)

Overview: CleanShelf offers license insights and optimization with a focus on renewal management and visibility into usage across M365 and Salesforce.

• CleanShelf Pricing: Quote-based depending on software inventory

• CleanShelf Licensing Options: Add-on to LeanIX suite

• Best Use Cases: Tech-forward finance and procurement teams

• Pros: Renewal workflows, SaaS ROI metrics

• Cons: Limited automation vs. others

Rating:
Gartner:4.6/5 - 328 Reviews
G2: 4.5/5 - 161 Reviews

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9. Productiv

Overview: Productiv combines license optimization with app engagement insights and collaboration analytics for Microsoft 365 and Salesforce.

• Productiv Pricing: Premium plans only (contact sales)

• Productiv Licensing Options: Feature-based tiers

• Best Use Cases: Enterprises seeking deep engagement analytics

• Pros: Granular usage insights, IT-finance alignment

• Cons: Higher cost

Rating:
Gartner:4.3/5 - 17 Reviews
G2: 4.5/5 - 71 Reviews

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10. Lumos

Overview: Lumos is an all-in-one platform that combines SaaS Management, Identity Governance, and Privileged Access Management to help organizations streamline operations, enhance security, and reduce costs.

• Pricing: Lumos offers custom pricing based on organizational needs.

• Licensing Options: Lumos operates on a subscription-based licensing model

• Best Use Cases: Organizations seeking to reduce software costs

• Pros: Provides a centralized view of all SaaS applications, including shadow IT, aiding in better management and decision-making.

• Cons: Lack of transparent pricing may require potential customers to engage in discussions to obtain specific cost information.

Rating:
Gartner:4.8/5 - 36 Reviews
G2: 5/5 - 51 Reviews

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Comparison Table: Top 10 License Optimization Tools for Microsoft 365 & Salesforce Governance 2025

FAQ:

How many users can use an Office 365 license?

The person has access to the features associated with the license. The person can download Microsoft 365 Apps on up to five Macs or PCs, five tablets, and five smartphones.

How do I optimize my Salesforce license?

Top 10 Tips for Salesforce License Optimization

Assess Your Needs: Review your business requirements regularly to ensure you have the right mix of Salesforce licenses.

Utilize License Management Apps.

Reassign Unused Licenses: Regularly check for inactive users and reassign their licenses.

What are the roles in M365?

The primary roles of an admin in Microsoft 365 are managing user accounts, setting up security and compliance policies, and monitoring system usage. For example, admins can create new user accounts, configure permissions for sensitive data, and track user activity for potential security risks.

What is the backup feature of M365?

Microsoft 365 Backup ensures your organization's data is always protected and easily recoverable. With the ability to back up all or select SharePoint sites, OneDrive accounts, and Exchange mailboxes, Microsoft 365 Backup provides comprehensive coverage for your critical data.

Conclusion

In 2025, organizations must move beyond license counting to intelligent license optimization, especially across platforms like Microsoft 365 and Salesforce. The right tool can help you reduce waste, ensure compliance, and improve IT budget planning.

If you're looking for a single source of truth for managing SaaS usage, licensing, and governance — CloudNuro.ai delivers a seamless experience. With advanced insights, renewal tracking, and policy-ready license metrics, CloudNuro helps you take back control.

👉 Book a Demo with CloudNuro.ai

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