- SaaS contracts and invoices were scattered across inboxes and shared folders with no central place to track them.
- Renewal dates were unclear, leading to missed windows and unplanned auto-renewals.
- Spreadsheets were slow and error-prone, and extracting key details required manual effort.
How Aira Stopped Missing Contract Renewals and Put Every SaaS Agreement in One Place
“Managing SaaS contracts across spreadsheets and scattered folders made it nearly impossible to stay on top of renewal dates, and we ended up paying for agreements we could have renegotiated or cancelled. CloudEagle.ai brought everything into one place, and the automated renewal workflows made sure we never missed a window again. Contract details that used to take hours to track down are now extracted automatically and available on the application record itself.”
- Troy Otilio, CEO, Aira
1,920 hrs/yr
saved on contract management
1,440 hrs/yr
saved on metadata extraction
1,360 hrs/yr
saved on renewal management
1,920 hrs/yr
saved on contract management
1,440 hrs/yr
saved on metadata extraction
1,360 hrs/yr
saved on renewal management
Challenge
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Solution
- CloudEagle.ai centralized all contracts and invoices in one searchable repository, organized by application & vendor.
- AI-powered metadata extraction pulled renewal dates, contract values, notice periods automatically.
- Automated workflows triggered 90 days before renewals and escalated reminders until action was taken.
Result
- Teams had one place to find and act on every SaaS contract.
- Missed and unwanted auto-renewals were eliminated.
- Contract data was extracted and organized automatically, saving hours of manual review.
Challenge
Aira had no central system for SaaS contracts. Agreements were scattered across inboxes, shared folders, and spreadsheets, making them hard to find and track.
This led to missed renewal dates and unplanned auto-renewals on contracts they could have renegotiated or cancelled. As Troy Otilio noted, tracking renewals in spreadsheets often resulted in paying more than necessary.
Extracting contract details was fully manual. Renewal dates, notice periods, opt-out clauses, and contract values had to be read from each document, with no easy way to get a complete view of SaaS commitments without hours of review.
Solution
- Centralized all contracts and invoices in one dashboard, integrated with finance systems
- Organized contracts by application and vendor for easy tracking
- AI extracted key terms like renewal dates, contract values, and notice periods automatically
- Dynamic filters enabled quick search by vendor, renewal date, or contract details
- Automated workflows triggered 90 days before renewals and escalated alerts via email and Slack
Why CloudEagle.ai?
Aira evaluated several solutions and chose CloudEagle.ai for these reasons:
- AI extracts contract metadata directly from documents, no manual entry needed
- Renewal workflows escalate until action is taken, not just one-time alerts
- Contracts are linked with application usage and spend for better decisions
- Built into SaaS management, not a separate disconnected tool
- Fast onboarding with immediate visibility from day one
Impact
One Place for Every Contract and Invoice
- Aira's contracts moved into a single, searchable repository, saving 1,920 hours per year on contract management.
- The procurement and finance team could find any contract in seconds using dynamic filters on renewal date, value, or vendor.
- Sensitive documents were stored securely, removing the risk of loss when employees changed roles or left.
Auto-Renewals Stopped Before They Started
- Renewal Workflows fired 90 days before each renewal date and escalated through email and Slack, saving 1,360 hours per year on renewal management.
- Teams had time to review usage data and negotiate or cancel before the window closed.
- The Renewal Calendar gave leadership a forward-looking view so renewal conversations happened on Aira's timeline, not the vendor's.
Contract Metadata Extracted Automatically
- AI pulled renewal dates, contract values, notice periods, and opt-out clauses directly from uploaded documents.
- Key contract terms were available on the application record without anyone opening the underlying document.
- The team saved 1,440 hours per year on manual document review, with contract details always accurate and current.
The Transformation
Before CloudEagle
SaaS contracts stored in employee inboxes and shared folders with no central inventory.
Renewal dates tracked in spreadsheets, leading to missed windows and unwanted auto-renewals.
Contract terms extracted manually by reading each document, slow and inconsistent.
No way to get a clear picture of total contract commitments without hours of review.
Finance team spent significant time chasing contracts and verifying details before each renewal.
After CloudEagle
Every contract and invoice stored in a centralized, searchable repository organized by application and vendor.
Renewal Workflows firing 90 days in advance with escalating reminders, so no renewal is missed.
AI-powered Contract Metadata Extraction pulling key terms automatically from every uploaded document.
Dynamic filters surfacing any contract in seconds by renewal date, value, period, or vendor.
Finance and procurement working from a single source of truth, with time saved from manual contract tracking.
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