- No app usage data, centralized renewal dates, or benchmarking data meant negotiations started from vendor pricing.
- Approval workflows involved 8–10 stakeholders and regularly stalled in email chains for weeks.
- Contracts auto-renewed without review because renewal deadlines were not actively managed.
How Shiji Replaced Email-Based Approval Chains and Manual Renewals with Automated Procurement and Saved 34%
"As our SaaS portfolio expanded, managing approvals, renewals, and vendor negotiations across multiple stakeholders became increasingly complex. CloudEagle.ai brought our contracts, usage data, and approvals into one system, helping us secure 34% contract savings while reducing procurement negotiation time by 70%. That visibility also transformed approvals from a manual process into a transparent, structured workflow."
~ Sebastian Bertram, Vice President Finance, Europe, UK & Americas, Shiji
34%
savings secured through vendor negotiations
70%
time reduction on negotiations
90
day renewal reviews
34%
savings secured through vendor negotiations
70%
time reduction on negotiations
90
day renewal reviews
Challenge
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Solution
- CloudEagle.ai centralized SaaS contracts, usage data, and spend into one operational dashboard.
- Procurement Workflows replaced email approvals with structured intake forms and automated stakeholder routing.
- Assisted Buying used price benchmarks and usage data to negotiate directly with vendors.
Result
- Shiji reduced procurement negotiation time by 70% through automated workflows and expert buying support.
- Purchase requests gained real-time tracking visibility, eliminating approval blackouts across stakeholders.
- Vendor negotiations delivered 34% contract savings with no missed renewal deadlines.
Challenge
Shiji managed SaaS procurement through emails and spreadsheets while coordinating approvals across 8–10 stakeholders. Requests often moved slowly, and both requestors and approvers lacked visibility into where approvals were getting stuck.
At the same time, the finance team lacked the data needed for stronger procurement decisions. No centralized usage data, renewal visibility, or market pricing benchmarks meant negotiations started from vendor pricing rather than informed leverage.
Solution
- Spend and App Discovery gave finance a real-time view of applications, license counts, and usage levels.
- Procurement Workflows replaced email chains with structured intake forms, automated routing, and Slack escalations.
- Renewal Workflows started 90 days before contract deadlines, preventing auto-renewals and rushed decisions.
- Assisted Buying used benchmarking data and actual usage insights to negotiate stronger vendor terms directly.
- Requestors and approvers gained complete visibility into approval status across every procurement workflow stage.
Why CloudEagle.ai?
Shiji evaluated several solutions and chose CloudEagle.ai for these reasons:
- CloudEagle.ai improved internal procurement workflows while also delivering stronger vendor negotiation outcomes from one platform.
- Usage insights and market benchmarks helped negotiate the right license volume at competitive contract pricing.
- Procurement workflows gave requestors clear visibility into approval status, removing friction caused by stalled requests.
- Renewal workflows starting 90 days early put contract decisions back in Shiji’s control before deadlines closed.
- Immediate access to usage and contract data improved procurement decisions from the first day of onboarding.
Impact
34% Contract Savings Through Negotiation
- Assisted Buying combined usage insights and pricing benchmarks to negotiate vendor contracts with stronger leverage.
- Having internal usage data alongside market pricing changed what Shiji could achieve in negotiations.
- That combination helped secure 34% savings across vendor contracts without expanding internal procurement bandwidth.
70% Less Time on Procurement Negotiations
- CloudEagle.ai removed research, vendor back-and-forth, and approval chasing from procurement negotiation workflows.
- Structured workflows reduced manual coordination across 8–10 stakeholders involved in software purchasing decisions.
- Procurement negotiation time dropped by 70%, freeing teams for more strategic finance work.
Full Procurement Visibility, No Stuck Approvals
- Every request now moves through a structured workflow visible to both requestors and approvers.
- Renewal workflows starting 90 days early ended missed contract reviews and unwanted auto-renewals completely.
- Finance now manages procurement through one live dashboard covering contracts, approvals, renewals, and spend.
The Transformation
Before CloudEagle
SaaS procurement managed through emails and spreadsheets with 8–10 stakeholder approvals and no process transparency.
Approvals regularly stuck for two weeks with no visibility for requestors or approvers.
No app usage data, no benchmarking data, and no centralised renewal dates, leaving negotiations underinformed.
Contracts auto-renewed without review because renewal deadlines were not tracked.
Finance team spending significant time on manual procurement tasks with no system to reduce the load.
After CloudEagle
Structured procurement workflows with Slack integration giving all stakeholders real-time visibility into every request.
34% savings on vendor contracts through Assisted Buying with price benchmarking and usage data.
70% reduction in procurement team time on negotiations.
Renewal Workflows starting 90 days in advance, ending auto-renewals and missed deadline costs.
Full SaaS contract, usage, and spend data centralised in one dashboard, replacing emails and spreadsheets.
