PlainID was facing escalating SaaS expenses due to limited visibility into how licenses were being used across its software stack. Without accurate usage data, the team couldn’t distinguish between active, underused, or entirely unused licenses. This lack of clarity led to over-provisioning, resource misallocation, and bloated software costs that were hard to justify or control.
CloudEagle.ai Delivered Deep License Insights, Helping PlainID Eliminate SaaS Waste
“We lacked visibility into how our licenses were actually being used, which led to overspending and tool sprawl. CloudEagle.ai uncovered unused apps and duplicate licenses with precision. With this clarity, we consolidated vendors, reallocated resources, and immediately reduced waste. It’s helped us align our software spend with real needs and make confident, data-driven decisions.”
— Erez Storch, Chief Financial Officer, PlainID
Challenge
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Solution
To address this, PlainID adopted CloudEagle.ai to gain deep, real-time insights into license usage across all its SaaS apps. The platform automated license audits and delivered detailed reports on application activity. With centralized visibility and data-driven insights, the team could quickly spot redundant licenses, monitor utilization trends, and uncover areas for consolidation.
Result
By utilizing CloudEagle.ai, PlainID was able to eliminate unused licenses and better align its license allocation with actual usage data. This resulted in direct cost savings and improved efficiency in their SaaS management. The team was able to optimize their license provisioning, reduce waste, and ensure that their budget was being spent more effectively.
Key Highlights:
- CloudEagle.ai helped PlainID uncover and eliminate unused licenses, reducing SaaS waste and saving on unnecessary spend.
- Automated license audits and real-time usage reporting empowered the team to make confident, data-driven decisions.
- Improved visibility into SaaS usage enabled smarter budgeting and more effective vendor negotiations.
Challenge
As our business grew and our organization started using more SaaS apps across different departments, managing all those licenses became difficult. At first, it was simple because we had only a few apps. But as the number of apps increased, tracking who used what and when became confusing and time-consuming.
We tried using spreadsheets and emails to keep track, but it quickly became a mess. There was no single place to see all our licenses. This made it hard to understand if we were using our licenses well or wasting money on ones nobody needed.
Without clear information, we often gave out licenses without knowing if they were being used. Some people had licenses they didn’t need, while others might have needed more. This guesswork led to overspending and wasted budget.
We also found it very hard to spot duplicate licenses or those that were no longer necessary. Because of this, we missed chances to save money by canceling or reallocating unused licenses.
On top of that, tracking renewal dates manually was stressful. We worried about missing important deadlines, which could have meant paying extra fees or losing access to important software. This added to the pressure on our team and made our license management inefficient.
Solution
"CloudEagle.ai gave us full visibility into all our apps and contracts. By automating renewals, we were able to cut down on waste and make smarter decisions on licenses. This led to a more efficient use of resources and better budget management."
— Erez Storch, Chief Financial Officer, PlainID
Eliminating Inactive SaaS Licenses
Managing SaaS licenses becomes challenging when there is no clear view of which accounts are actively used. CloudEagle.ai addresses this by automatically identifying inactive or unused licenses across various SaaS applications. Instead of relying on manual checks or assumptions, the platform highlights licenses that are not being utilized. This helps the team avoid paying for licenses that provide no value, ensuring resources are used efficiently and reducing unnecessary costs.
Automated Regular License Usage Audits
Manual tracking of license usage can be time-consuming and prone to errors, often leading to missed opportunities for cost savings. CloudEagle.ai simplifies this by automating regular license usage audits. The platform continuously monitors usage data and provides up-to-date reports that clearly show which licenses are in use and which are not. This automation saves time for the team and ensures that decisions about license allocation are based on accurate, real-time information.
License Reclamation Workflows
Reclaiming unused licenses, especially when employees leave or no longer need a certain app, is often a complex process. CloudEagle.ai streamlines this with automated reclamation workflows. When the platform detects inactive licenses, it can trigger alerts or initiate workflows to recover or reassign those licenses promptly. This reduces manual effort, improves license utilization, and prevents unnecessary spending. The automated process makes license management more efficient and supports better control over SaaS costs.
Impact
Reduced SaaS Waste
PlainID significantly reduced SaaS waste by gaining clear visibility into inactive and underused licenses. This allowed them to quickly eliminate unnecessary licenses, cut wasted spend, and redirect their budget to more important priorities. By focusing only on licenses that were actively in use, PlainID improved cost efficiency across its SaaS portfolio. This also freed up resources that could be invested in tools that truly support their business goals.
Data-Driven License Optimization
PlainID optimized license allocation through data-driven decisions. With accurate, detailed insights from CloudEagle.ai, they moved away from guesswork and allocated licenses exactly where they were needed. This improved license adoption, reduced waste, and made managing software access easier for IT and procurement teams. The clear data also empowered stakeholders to understand software usage patterns, enabling better collaboration across departments.
Smarter SaaS Budgeting
PlainID improved budget planning and vendor negotiations by leveraging real-time usage data. Finance and IT teams collaborated using these insights to plan renewals better and negotiate contracts more effectively. This helped PlainID avoid unnecessary fees, align spending with actual usage, and secure better deals with software vendors. Ultimately, it gave them greater confidence in managing SaaS investments and supported strategic decision-making at all levels.
