"Managing a growing number of licenses became challenging as our team expanded. CloudEagle.ai gave us the insights needed to identify inactive users and recover unused licenses effortlessly. The automated real-time usage reporting and license harvesting saved us $22K in just one quarter, giving us better control over SaaS resource allocation."
— Aaron Blew, Director of Engineering, CaptivateIQ
CaptivateIQ faced major hurdles in managing its growing portfolio of SaaS licenses. Without a clear view of which licenses were in active use, the team struggled with underutilized and wasted resources. The reliance on manual tracking and spreadsheets made the process error-prone and inefficient. As a result, the company was unknowingly overspending on unused licenses, contributing to unnecessary costs.
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CaptivateIQ turned to CloudEagle.ai to address these inefficiencies. The platform provided real-time insights into license usage across all their SaaS apps, enabling the team to quickly identify underused or inactive licenses. With automated license harvesting, unused licenses were easily reallocated to the appropriate users, ensuring optimal ROI.
Thanks to CloudEagle.ai, CaptivateIQ saved $22K by eliminating wasteful spending on inactive licenses. With automated renewal workflows, they optimized license management, boosted productivity, and added another $62K+ in renewal savings. Automation removed manual tracking, while usage insights and vendor benchmarks drove savings like $12K+ on Qualtrics and $21K+ on Zendesk, keeping the team efficient and cost-effective.
As our SaaS stack grew, managing over 150 SaaS licenses became a major challenge. With multiple departments using over a dozen SaaS apps, we had no clear view of how licenses were allocated or which ones were actively being used.
Spreadsheets and emails, which we initially relied on to track renewals, quickly became inefficient and prone to errors as the number of tools and licenses expanded. Without a centralized system to manage our licenses, we ended up wasting resources.
Unused licenses kept accumulating, leading to unnecessary costs without any value in return. We struggled to assess whether the tools we were paying for were being used effectively, and this caused growing frustration within the team.
Managing renewals was another challenge. Without a clear process to track contract terms and renewal dates, we frequently found ourselves scrambling at the last minute to avoid missing deadlines. This led to the risk of paying inflated renewal fees or allowing contracts to lapse, which could have resulted in service disruptions.
"CloudEagle.ai gave us clear visibility into our SaaS usage at both the feature and department levels. By automating license tracking, we quickly identified unused apps, reducing unnecessary costs and optimizing usage. The insights helped us streamline our licensing strategy moving forward."
— Aaron Blew, Director of Engineering, CaptivateIQ
CloudEagle.ai helped CaptivateIQ automate and simplify its procurement process by introducing custom intake forms and smart approval routing. Instead of relying on lengthy email threads, requests were sent directly to the right stakeholders, reducing delays and confusion. This streamlined approach sped up approvals and eliminated the need for constant follow-ups.
With CloudEagle.ai’s Slack integration, communication across departments became much smoother. Procurement, finance, and IT teams received real-time updates on requests directly within Slack, keeping everyone informed without needing to switch tools. This transparency made it easier to track progress, respond quickly, and resolve issues faster.
CloudEagle.ai gave CaptivateIQ full control over its deadlines with customizable alerts and notifications. The platform automatically sent out 90-day reminders for contract renewals, along with real-time alerts for approvals and milestones. These tailored notifications ensured that nothing slipped through the cracks.
CaptivateIQ quickly saved $22K by identifying and eliminating underused software licenses. These immediate savings helped them reallocate budget to higher-priority initiatives. With CloudEagle.ai’s visibility into usage data, the company made smarter spending decisions and avoided surprise costs. This allowed them to run a leaner, more effective SaaS operation.
Using CloudEagle.ai, CaptivateIQ reallocated unused licenses to active users instead of purchasing new ones. This ensured every license was being used to its full value, maximizing ROI on their software investments. By focusing spend on the tools teams needed, they improved both productivity and cost-efficiency across the organization.
Before CloudEagle.ai, license audits and renewals required hours of manual work. With automation in place, those processes became seamless and error-free. The team no longer had to chase deadlines or update spreadsheets. This freed up valuable time, allowing them to focus on strategic tasks and boosting overall operational efficiency.
