- SaaS contracts tracked in spreadsheets provided no automated alerts before renewal deadlines arrived.
- Missed renewal deadlines triggered vendor access restrictions, disrupting teams that depended on those applications.
- As the SaaS stack grew, spreadsheet-based contract tracking became increasingly difficult to maintain accurately.
How Falkonry Eliminated Auto-Renewals and Stopped App Access Disruptions with 90-Day Advance Renewal Workflows
.avif)
"As our software portfolio expanded, staying ahead of every contract renewal became increasingly important for cost control and operational continuity. CloudEagle.ai gave us 90-day renewal visibility, eliminated auto-renewals, and helped reduce contract management time by 80%, saving 1,350 hours annually. That shift gave our team complete control over renewals without disrupting access to critical tools."
- Pratibha Mehta, Head of Operations, Falkonry
1,350 hrs/yr
saved in renewal management
100%
reduction in auto-renewals
80%
reduction in contract management time
1,350 hrs/yr
saved in renewal management
100%
reduction in auto-renewals
80%
reduction in contract management time
Challenge
%201.svg)
Solution
- CloudEagle.ai centralized contract data and extracted renewal dates automatically from existing records.
- Auto-renewal clauses were removed, and Renewal Workflows started 90 days before contract deadlines.
- Contract Management created a live view of vendor contracts, renewal dates, and spend in one dashboard
Result
- Falkonry eliminated auto-renewals and gained advance notice before every contract renewal decision.
- Vendor access disruptions caused by missed renewal deadlines stopped completely across the software portfolio.
- Contract management time dropped by 80%, saving 1,350 hours annually for operations teams.
Challenge
Falkonry managed SaaS contracts in spreadsheets with a best-effort process for tracking renewal dates. As the stack grew, that process stopped working. Contracts auto-renewed without review, which meant Falkonry kept paying at previous rates with no opportunity to renegotiate, cancel, or right-size.
The consequences were both financial and operational. Auto-renewals added unexpected costs, and when a deadline was missed entirely, some vendors restricted app access until the contract situation was resolved, causing downtime for teams that depended on those tools
Solution
- Contract Metadata Extraction automatically pulled renewal dates, contract values, and key terms from existing contract records.
- Auto-renewal clauses were removed early, ensuring every contract reached a deliberate renewal decision point.
- Renewal Workflows began 90 days before contract deadlines and escalated reminders until decisions were confirmed.
- Contract Management created a searchable dashboard covering vendor contracts, renewal dates, and spend lines centrally.
- Existing spreadsheet data moved into CloudEagle.ai without requiring manual contract re-entry or cleanup work.
Why CloudEagle.ai?
Falkonry evaluated several solutions and chose CloudEagle.ai for these reasons:
- CloudEagle.ai’s escalating renewal reminders continued until action was taken, preventing contracts from slipping through unnoticed.
- Auto-renewal clauses were removed early, giving Falkonry direct control over every contract outcome moving forward.
- Contract Metadata Extraction used existing spreadsheet records, making the transition fast without manual data migration.
- 90-day renewal visibility gave teams enough time to review usage, approvals, and vendor terms properly.
- A centralized dashboard replaced spreadsheets with searchable contract visibility across renewal dates and vendor spend.
Impact
100% of Auto-Renewals Eliminated
- Auto-renewal clauses were removed, ensuring every contract renewal required an active business decision.
- No contract now rolls forward automatically without Falkonry reviewing renewal terms beforehand.
- The 100% reduction in auto-renewals helped Falkonry regain direct control over renewal outcomes instead of relying on vendor default settings.
App Access Disruptions Stopped
- Renewal Workflows beginning 90 days early ended missed deadlines that previously caused vendor access restrictions.
- Escalating reminders through Slack and email ensured contract decisions were never left unattended.
- Teams now maintain uninterrupted access to critical software without renewal-related operational disruptions.
80% Less Time on Contract Management, 1,350 Hours Saved
- Automated contract metadata extraction removed spreadsheet maintenance from day-to-day contract management workflows.
- Centralized renewal visibility eliminated manual contract checking before each vendor renewal cycle completely.
- Contract management time fell by 80%, saving Falkonry 1,350 hours annually.
The Transformation
Before CloudEagle
SaaS contracts tracked in spreadsheets with no automated alerts, so renewal dates arrived without warning.
Auto-renewal clauses in vendor contracts meant costs rolled forward without the team's input.
Missed deadlines caused vendors to restrict app access, disrupting operations.
Contract management consumed significant manual effort with no scalable process as the SaaS stack grew.
No centralised view of contracts, renewal dates, or vendor spend.
After CloudEagle
All contracts centralised in one dashboard with renewal dates and metadata extracted automatically.
Auto-renewal clauses removed from vendor contracts, giving Falkonry full control over every renewal outcome.
Renewal Workflows starting 90 days in advance, escalating until each contract decision is confirmed.
100% reduction in auto-renewals and app access disruptions eliminated.
80% reduction in contract management time, saving 1,350 hours per year.
.avif)
