Outrider followed a manual process for vendor management. They lacked visibility into contract data and risked missing renewal deadlines. They did not have insights into application usage and license tracking. They were overutilizing Okta, leading to concerns about penalties.
Challenge
Outrider lacked centralized visibility to manage SaaS vendors and applications. This made it difficult to track and manage application usage, spend on each application, duplicate apps, and free applications efficiently.
Licenses weren’t utilized optimally. However, the team could not right-size the licenses as contracts were on auto-renewal, resulting in increased spend.
On the other hand, due to rapid growth in headcount, the Outrider team was overutilizing Okta without realizing they had exceeded the licenses purchased. Outrider needed a solution to address this and prevent such incidents from happening in the future.
“After surpassing the desired usage limit, we were expecting a penalty from the vendor, but CloudEagle intervened and managed to salvage the situation and secure an additional discount ”
- Tom Baroch, Head of Global Supply Management, Outrider
Solution
CloudEagle integrated directly with Outrider’s internal SSO, finance, and HRIS systems. These in-depth integrations provided 360-degree app visibility, accurate usage insights, and spend data.
Our AI platform identified redundant and duplicate apps in Outrider’s SaaS stack and organized them in a single dashboard. Underutilized licenses were harnessed and reallocated to optimize SaaS spend.
We created a renegotiation plan for Okta to secure a favorable deal with the vendor without leading to penalties for over-usage. The objective was to renegotiate effectively and prevent the SSO provider from canceling the discount.
Our procurement team worked with CloudEagle’s SaaS buying experts to effectively mitigate the issue and ace the negotiations with the vendor.
- Tom Baroch, Head of Global Supply Management, Outrider
Result
Outrider’s finance and IT teams got centralized visibility into spend and usage data. They were able to track and rightsize licenses, leading to cost savings.
“With centralized visibility, we effectively tracked usage and spend data, driving user adoption and increasing our ROI. We now no longer worry about duplicate or free apps, as CloudEagle sends proactive alerts when an unauthorized purchase is made.“
- Tom Baroch, Head of Global Supply Management, Outrider
Automated renewal workflows, which start 90 days in advance, Outrider’s team now stays on top of contract renewals. The workflows provided visibility to all stakeholders and automatically assigned the requests to the relevant and the next step in the workflow.
CloudEagle’s SaaS buying experts leveraged the increased scope of operations during vendor negotiations and convinced Okta to grant an additional 10% discount on the contract.
As a result, Outrider realized significant cost savings, amounting to thousands of dollars
"Thanks to the invaluable assistance of CloudEagle's SaaS buying experts, we achieved remarkable results with our contract renegotiation. Their negotiation expertise and established vendor relationships led to an additional 10% discount and waiver of penalties from the vendor.”
- Tom Baroch, Head of Global Supply Management, Outrider
Outrider
Outrider is a Colorado-based advanced autonomous technology development solution specializing in autonomous yard operations for logistics hubs, such as distribution centers and warehouses. They build advanced technology solutions combining robotics, artificial intelligence, and autonomous vehicle systems to automate yard operations.
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