- SaaS spending was tracked in spreadsheets with no clear view of licenses, costs, or actual usage.
- Finance lacked department-level spend data and cost-per-license visibility for right-sizing decisions.
- Manual tracking caused overspending on unused licenses and slowed spend analysis across the SaaS stack.
How Sapphire Ventures Went from SaaS Spend Blind Spots to Full Visibility Across Every App, License, and Department
"We had no clear view of what each license actually cost or whether people were using what we were paying for. CloudEagle gave us complete visibility across every app, license, and department in one place. Finding unused licenses alone created immediate value, and spending decisions became far more confident and data-driven."
~ Will Suttle, VP of Finance, Sapphire Venture
44
reports across apps, vendors, and departments
80%
reduction in spend analysis time
1,270 hrs/yr
saved on SaaS management
44
reports across apps, vendors, and departments
80%
reduction in spend analysis time
1,270 hrs/yr
saved on SaaS management
Challenge
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Solution
- CloudEagle.ai connected SSO, HRIS, and finance systems into one live spend management dashboard.
- Spend Intelligence showed spend by app, vendor, department, and cost per license tied to usage.
- License Management surfaced unused and underutilized licenses for smarter renewal and right-sizing decisions.
Result
- Sapphire Ventures replaced spreadsheets with a centralized, real-time view of SaaS spend across all departments.
- Unused licenses were identified and removed, reducing waste and improving renewal decision accuracy.
- Spend analysis time dropped by 80%, saving 1,270 hours annually in manual data collection.
Challenge
Sapphire Ventures managed SaaS spending through spreadsheets with limited visibility into licenses, usage, and real costs.
The finance team could see invoices but not cost per license, actual usage, or department-level spend.
Without clear data, renewal and budgeting decisions were based on assumptions. Manual tracking also consumed hours each week and still left unused licenses and wasted spend hidden across the growing SaaS stack.
Solution
- CloudEagle.ai created one live dashboard for SaaS spend across every app, license, and department.
- Spend and App Discovery surfaced all active applications, including tools not formally tracked before.
- Spend Intelligence generated reports by app, department, vendor, and cost per license using real usage data.
- License Management identified unused and underutilized licenses for proactive right-sizing at renewal.
- AI-powered contract metadata extraction removed manual work by pulling renewal and contract details automatically.
Why CloudEagle.ai?
Sapphire Ventures evaluated several solutions and chose CloudEagle.ai for these reasons:
- Fast onboarding connected SSO, HRIS, and finance systems and delivered visibility the same day.
- Spend Intelligence tied cost-per-license data to actual usage instead of basic login activity alone.
- 44 custom reports gave finance teams instant visibility across apps, vendors, departments, and licenses.
- License Management proactively surfaced unused licenses instead of waiting for renewal discovery cycles.
- Automated contract metadata extraction removed manual effort from contract tracking and renewal planning.
Impact
Full Visibility Into Spend, All in One Place
- Sapphire Ventures moved from spreadsheet-based tracking to a live dashboard covering every app, license, and spend line across the business.
- Spend and App Discovery surfaced both sanctioned tools and apps that had been quietly added without going through IT or Finance.
- The finance team gained a single source of truth for SaaS spend, with data current as of the last integration sync rather than the last time someone updated a spreadsheet.
Usage Data That Made Right-Sizing Possible
- CloudEagle.ai generated 44 custom reports across apps, vendors, departments, and cost per license.
- Usage telemetry showed which licenses were active, which were sitting unused, and which users had not logged in for months.
- For the first time, Sapphire Ventures could go into a renewal conversation knowing exactly what they needed and what they did not.
Unused Licenses Found and Removed
- License Management surfaced unused and underutilized licenses across the SaaS stack based on real usage data.
- Sapphire Ventures removed licenses that were being paid for without being used, cutting waste and reducing the SaaS bill without disrupting any active users.
- Spend analysis time dropped by 80%, saving 1,270 hours per year that the finance team previously spent pulling data manually from spreadsheets and admin consoles.
The Transformation
Before CloudEagle
Tracked SaaS spending in spreadsheets with no real-time data on licenses or department costs.
Could not see actual license counts or cost per license, making right-sizing impossible.
Decentralized spending data left budget allocation based on estimates rather than facts.
Unused licenses quietly added cost with no way to find or remove them.
Finance team spent hours each week on manual spend tracking and analysis.
After CloudEagle
Full SaaS visibility in 30 minutes: every app, license, and dollar of spend in one live dashboard.
Cost per license is visible and tied to usage data, making right-sizing a data-backed decision.
44 custom reports covering spend by department, app, and vendor, available on demand.
Unused licenses identified and removed, cutting waste across the SaaS stack.
Spend analysis time down 80%, saving 1,270 hours per year.
