Aira lacked a centralized inventory for storing SaaS contracts and invoices, resulting in dispersed data across inboxes and shared folders. This decentralized storage caused difficulties in tracking and often resulted in missed SaaS renewals and auto-renewals of multiple contracts.
Aira Centralized their SaaS Contracts and Invoices using CloudEagle
“CloudEagle was the right choice for us. “We got a centralized view of all the SaaS contracts, and the team doesn’t have to chase behind employees’ inboxes anymore.”
- Troy Otilio, CEO, Aira
1000+ hrs/yr
Saved on renewals
80%
Time reduction in contract management
100%
Reduction in missed renewals
Challenge
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Solution
Aira chose CloudEagle for comprehensive SaaS management. CloudEagle integrated with Aira's internal systems to extract contract information and organize all SaaS contracts and invoices into a centralized dashboard, ensuring timely renewals and preventing auto-renewals, providing relief to procurement and finance teams.
Result
CloudEagle provided Aira with centralized SaaS contract and invoice management, ensuring documents weren't lost in inboxes or folders. Renewal workflows initiated 90 days before renewal dates, aiding renegotiations. Dynamic filters streamlined contract retrievals, saving the team time and enhancing efficiency.
Key Highlights:
- Aira didn’t have a centralized contract management approach
- CloudEagle's contract management module centralized contracts and invoices
- Renewal workflows helped the team renew contracts on time.
Challenge
“SaaS contracts hold sensitive information, and storing them in one secured location for easy access is recommended. “
- Aira had its SaaS contracts and invoices dispersed throughout different locations, such as employees' inboxes, shared folders, etc.
What was missing was a centralized inventory to store all this sensitive data in one place.
- Their decentralized storage process led to the team often missing out on SaaS renewals, leading to the auto-renewal of multiple contracts.
“It was challenging for the team to track SaaS contracts using spreadsheets, and often we missed the renewal dates, which resulted in increased SaaS spending,” says Troy Otilio, CEO of Aira.
Solution
Aira started actively looking for a contract management solution that not only managed contracts (like most platforms in the market do) but a holistic platform that could do more.
They decided to proceed with CloudEagle as it can manage Aira’s entire SaaS lifecycle, including procurement, renewals, contracts, apps, and their SaaS vendors.
During the onboarding process, the first step for the CloudEagle platform was to integrate with Aira's internal systems to extract contract-related information.
We helped Aira’s team upload all their SaaS contracts to the CloudEagle platform, and everything started coming into place.
- CloudEagle organized all the SaaS contracts and invoices in one centralized dashboard and helped Aira’s team quickly retrieve and verify the contracts whenever needed.
- Aira’s procurement and finance team were immediately relieved that their contracts won’t be auto-renewed anymore, as CloudEagle’s renewal workflows will initiate 90 days before the renewal date and remind the team to renew on time.
Result
Centralized contract management: CloudEagle enabled Aira to centralize their SaaS contracts and invoices, ensuring that these sensitive documents would no longer be lost in employees' inboxes or shared folders.
Based on the information extracted from the contracts and invoices, CloudEagle organized all the documents relevant to each application in one place. This made it easier for the team to track and manage them. Also, reduced time spent on contract management and metadata extraction by 80%.
Renewals: After uploading all the SaaS contracts to the CloudEagle platform, the platform extracted the renewal dates from the contracts and initiated renewal workflows for each application, resulting in a yearly savings of 1000 hours on renewals.
Workflows helped the team stay on top of the renewals. Renewal workflows are initiated 90 days in advance, providing enough time for the team to leverage the app usage data and ace their renegotiations, saving significant SaaS expenses. Aira doesn't miss out on renewals anymore; workflows enable them to stay ahead.
Dynamic filter: Aira’s team used CloudEagle filters to easily retrieve the right SaaS contracts and invoices they needed without having to scroll through 100s of them.
For example, suppose Aira's team is interested in examining a contract with a particular renewal date. They can simply apply the "renewal date" filter, and the CloudEagle platform will present the document as of that specific date.
Likewise, CloudEagle organized the SaaS contracts based on various filters like renewal date, contract period, contract value, etc., to save time for the team.
Are you looking for SaaS contracts in your employees' inboxes and decentralized folders too?
Talk to our experts and centralize your contract with CloudEagle.
Aira
Aira is an on-demand, live, human-to-human, visual interpreting service that can be used as an accommodation or productivity tool. It improves independence by offering reliable and skilled visual interpreting services for any tasks like reading a newsletter, shopping, navigating, etc. Aira can be used by anyone, anywhere, anytime; this is what makes it even more special.
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