- Lob had a procurement service but no platform, so the team had no view of what was in use, what it cost, or what was coming up for renewal.
- Spreadsheets tracked contracts, licenses, and renewal dates, going stale constantly and creating data gaps at renewal time.
- Duplicate apps and unused licenses accumulated undetected, with no way to trace costs back to departments or individuals
How Lob Reclaimed Unused Licenses, Automated Contract Renewals, and Cut SaaS Spend by 20% from Day One
“We had a procurement service helping us buy software but no platform to see what we actually had, how it was being used, or what was coming up for renewal. We were always reacting. CloudEagle.ai gave us the full picture on day one and savings started immediately.”
Barnaby Go, IT Manager, Lob
20%
reduction on SaaS spend
3,000+ hrs/yr
saved in SaaS management
1,180 hrs/yr
saved through automated contract renewals
20%
reduction on SaaS spend
3,000+ hrs/yr
saved in SaaS management
1,180 hrs/yr
saved through automated contract renewals
Challenge
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Solution
- CloudEagle.ai connected to Lob's systems in 30 minutes, replacing spreadsheet tracking with a live view of every app, contract, and license.
- License Management & Harvesting identified duplicate apps and unused licenses by department and employee on day one, with reclamation workflows cutting costs immediately.
- Contract Metadata Extraction built a live renewal calendar automatically, with Renewal Workflows sending 90-day advance alerts through Slack.
Result
- SaaS costs reduced by 20% from day one through unused license reclamation and duplicate app removal, without waiting for renewal cycles.
- Contract management shifted from spreadsheets to automated workflows, saving 1,180 hours per year.
- License reclamation automation saved a further 1,830 hours per year, bringing total annual time savings to over 3,000 hours.
Challenge
Lob used a procurement service for buying software, but lacked a platform to manage it centrally. The team had no single view of active applications, assigned licenses, renewal timelines, or departmental software costs.
Contracts, licenses, and renewal dates lived in spreadsheets that needed constant updates. Data gaps appeared most often when renewal decisions were due, forcing teams to assemble information manually at the last minute.
Duplicate applications and unused licenses also accumulated unnoticed across departments, creating unnecessary spend and making software buying increasingly reactive.
Solution
- CloudEagle.ai surfaced a complete SaaS inventory across SSO, finance, and HRIS systems.
- Spend and App Discovery mapped application ownership, usage patterns, and departmental software allocation clearly.
- License Management automated unused seat reclamation and duplicate license removal across teams before the first full week ended.
- Contract Metadata Extraction created a live renewal calendar directly from uploaded vendor contracts.
- Procurement Workflows added structured approvals before new software purchases became untracked costs.
Why CloudEagle.ai?
Lob evaluated several solutions and chose CloudEagle.ai for these reasons:
- License Management found unused and duplicate licenses immediately, enabling measurable savings from day one.
- Lob's prior procurement service had no platform. CloudEagle connected to every system and produced a complete view in 30 minutes.
- Renewal dates, contract values, and usage data sit in the same system, so renewal conversations start with data already assembled.
- Renewal approvals, new app requests, and contract alerts surface natively in Slack with no new tool for the team to adopt.
- Structured procurement workflows prevented new software purchases from becoming untracked future spend.
Impact
20% Cost Reduction from Day One
- Unused license reclamation reduced software spend immediately without waiting for renewal cycles.
- The 20% cost reduction started on day one because the savings did not depend on upcoming renewals. They came from reclaiming licenses and removing duplicates that were already paying their way out of the budget.
- Department-level license visibility gave Lob clearer evidence for ongoing spend decisions.
Contract Renewals Automated, 1,180 Hours Saved
- Automated renewal workflows replaced spreadsheet tracking with a live contract management system.
- 90-day renewal alerts gave teams more time for evaluation and vendor planning.
- Contract automation saved 1,180 hours annually across procurement and finance operations
License Reclamation Automation, 2,430 Hours Saved
- Automated license harvesting removed inactive seats without relying on manual software audits.
- Usage tracking showed exactly which licenses were assigned but no longer used.
- License reclamation workflows saved 2,430 hours yearly, pushing total savings above 3,000 hours.
The Transformation
Before CloudEagle
Relied on a procurement service with no platform, so the full SaaS stack was never visible in one place.
Spreadsheets tracked contracts, licenses, and renewals, with data going stale and gaps appearing at renewal time.
Duplicate apps and unused licenses accumulated undetected across departments.
Renewal management was reactive: the team scrambled to pull together usage and spend data when a contract date arrived.
New app purchases went through without structured approval, adding to the blind spot.
After CloudEagle
Full SaaS stack visible in 30 minutes, with every app, contract, and license tracked by department and employee.
20% SaaS cost reduction from day one through unused license reclamation and duplicate app removal.
Automated Renewal Workflows sending 90-day advance alerts through Slack, saving 1,180 hours per year.
License Management & Harvesting automating reclamation of unused seats, saving 2,430 hours per year.
Over 3,000 hours saved annually and structured procurement workflows ending the pattern of untracked purchases.
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