In today’s increasingly digital corporate landscape, Shadow IT — the use of technologies without the knowledge or approval of the IT team — is becoming more widespread. A study by Better Cloud revealed that approximately 65% of SaaS applications used within companies are unauthorized, underscoring the severity of the issue.
Another statistic shows that 30% of software budgets are wasted on duplicate or underutilized applications, many of which are acquired without IT oversight. This leads to direct financial loss for companies.
Although often driven by the pursuit of agility, this behavior compromises security, governance, and operational efficiency. In this context, platforms like BotCity play a key role in reducing Shadow IT and helping businesses regain control.
What is Shadow IT?
Shadow IT refers to the use of tools, devices, or technological services without IT department approval or oversight. This includes everything from productivity tools to cloud storage platforms adopted by employees to make their daily tasks easier.
While these initiatives may seem harmless — or even beneficial — from an operational perspective, they often bypass the company’s security and compliance controls.
The problem lies in the lack of approval and visibility: a study by Cisco found that while companies estimate they use 30 to 40 cloud services, in reality, the number often exceeds 1,200.
How SaaS fuels Shadow IT
The rise of Shadow IT is closely tied to the growing popularity of SaaS (Software as a Service) tools. CRM systems, task management platforms, cloud storage services, and no-code automation tools have all become increasingly accessible.
Today, an employee can subscribe to and start using a new application in just a few minutes, often without involving the IT team or going through any validation process.
To illustrate the scale of the issue, Gartner estimates that by 2027, 75% of software spending in companies will be on SaaS solutions directly purchased by business units — many without formal IT involvement.
While this autonomy can help teams move faster, it also creates a fragmented and invisible digital ecosystem that’s difficult for IT leaders to manage.
Risks of Shadow IT
Below is a list of the main risks associated with Shadow IT:
Security Vulnerabilities
Research estimates that nearly half of all cyberattacks are linked to the use of Shadow IT, as unauthorized applications may not meet the organization’s security standards, exposing sensitive data to potential breaches.
Data Leaks
Without IT’s knowledge, strategic information may be stored on insecure platforms, increasing the risk of data leaks and loss of confidential information.
Non-compliance with Regulations
Using tools outside the IT department’s radar can result in non-compliance with regulations such as the LGPD and other industry-specific standards, leading to penalties and fines.
How BotCity can help prevent Shadow IT
BotCity offers a complete intelligent automation platform that tackles the root of the problem: lack of visibility and standardization. With BotCity, companies can enjoy the agility of SaaS without sacrificing governance. Key benefits:
Intelligent orchestration
With BotCity, you can visualize, manage, and standardize all corporate automations in a single layer. This allows you to identify tools being used outside of IT’s oversight and make informed decisions about their use.
Automated Governance
Through the creation of custom bots, BotCity enables the secure automation of sensitive workflows. This means technology adoption no longer occurs in a grey area but follows strategic and technical criteria.
Redundancy Reduction
By centralizing processes and integrating different systems, the platform eliminates duplicate tool usage and optimizes the company’s tech stack—reducing costs and improving operational efficiency in measurable ways.
Visibility and Control
With BotCity, managers have real-time access to all running automations, with centralized logs and full traceability. This enhances process visibility and allows precise identification of unofficial technology usage.
All set on Shadow IT and SaaS?
Shadow IT is a byproduct of digital transformation, and its connection to the SaaS model demands increased attention from IT, automation, and compliance teams.
The data shared in this article highlights how, without visibility and control, productivity can turn into risk. BotCity operates exactly at this balance point—delivering automation with governance and security.
Take the opportunity to create a free BotCity account or speak with one of our specialists today!
