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How JoVe Found a Vendor Was Billing Them Twice for the Same App and Saved $800K+

"We were tracking SaaS spending in spreadsheets and thought we had a reasonable picture of what we were paying for. CloudEagle connected to our finance system and showed us immediately that our spreadsheets were only covering a third of our apps. The billing error on top of that made the case on day one."

~ Fred Anthony, VP of Technology, JoVe

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$800K+
savings realized
1,530 hrs/yr
saved in SaaS management
70%
reduction in vendor research time

$800K+

savings realized

1,530 hrs/yr

saved in SaaS management

70%

reduction in vendor research time
Problems
Challenge
  • JoVe tracked SaaS spend in spreadsheets that captured only one-third of actual applications.
  • A vendor was billing both annually and monthly for the same app, with no system to detect it.
  • Lack of visibility meant finance could not verify charges or understand total SaaS spend.

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Solutions
Solution
  • CloudEagle.ai connected to finance systems in 30 minutes and surfaced all SaaS applications, including those missed in spreadsheets.
  • Spend intelligence identified the billing error of duplicate charges for the same app.
  • A complete, real-time view of SaaS spend enabled verification of every vendor charge.

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Profit
Result
  • JoVe identified the overcharge and gained full visibility into its SaaS portfolio.
  • The issue led to $400K in savings and improved spend accuracy going forward.
  • SaaS management time dropped by 70%, saving 1,530 hours annually.

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Challenge

JoVe tracked SaaS spend in spreadsheets, assuming they reflected actual usage. They didn’t. When CloudEagle connected to finance systems, it revealed nearly three times more applications than recorded.

This gap meant no way to catch billing errors. One vendor was charging both annually and monthly for the same app due to a system error, which went undetected without visibility into all charges.

The team needed a real-time view of the full SaaS portfolio, linking every charge to a vendor and flagging anomalies before they appeared on invoices.

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Solution
  • CloudEagle.ai connected to JoVe's finance and internal systems in 30 minutes, giving the finance team an immediate view of the full SaaS stack
  • Discovered all active apps, including two-thirds that were missing from spreadsheets
  • Correlated billing data to identify duplicate annual and monthly charges for the same app
  • Enabled resolution of overcharging and set controls to prevent future billing errors
  • Replaced spreadsheets with a live dashboard for real-time vendor spend tracking

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Why CloudEagle.ai?

JoVe evaluated several solutions and chose CloudEagle.ai for these reasons:

  • Integrates with finance data to reveal the complete SaaS portfolio
  • Detects billing anomalies by correlating charges across billing cycles
  • Delivers immediate value with onboarding and insights on day one
  • Provides a continuously updated view instead of static spreadsheets
  • Surfaces discrepancies in real time, not at month-end

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Impact

The Full SaaS Stack, Finally Visible

  • Spend and App Discovery revealed that JoVe's spreadsheets had been tracking only one-third of all active SaaS applications, saving the team 1,530 hours per year previously spent on manual data collection and reconciliation.
  • The finance team gained a complete view of every vendor, every application, and every charge across the business for the first time.
  • With the full portfolio visible, JoVe could make spending decisions based on what was actually in use, not what appeared in a manually maintained spreadsheet.

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Billing Error Caught and Resolved

  • Spend Intelligence correlated annual and monthly charges from the same vendor and flagged duplicate billing for a single application, contributing to $800K+ in total savings.
  • This vendor finance error had gone undetected because JoVe had no system that looked across billing types for the same application.
  • JoVe resolved the overcharging directly with the vendor and recovered the overpaid amount as part of the total savings.

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1,530 Hours Saved on Manual Spend Tracking

  • Replacing spreadsheet-based tracking with a live dashboard cut time spent on manual data collection, reconciliation, and spend reporting by 70%.
  • The hours previously spent rebuilding the SaaS spend picture each month were eliminated entirely.
  • With accurate data always available, the finance team worked from a view that updated itself rather than starting from scratch each month.

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The Transformation

Before CloudEagle
Spreadsheets tracked only one-third of active SaaS applications, leaving most vendor spend invisible to finance.
No mechanism to correlate charges across billing cycles so duplicate charges went undetected.
Month-end reconciliation required hours of manual data collection with no guarantee of accuracy.
Finance decisions were based on incomplete data that understated the true portfolio size.
Billing errors could persist across multiple invoices before anyone noticed.
After CloudEagle
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Full SaaS portfolio visible in 30 minutes, covering every active application across the business.
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Spend Intelligence flagged a vendor billing both annually and monthly for the same app.
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Live spend dashboard replacing the manual spreadsheet cycle with anomaly detection running continuously.
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SaaS management time reduced by 70%, saving 1,530 hours per year.
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$800K+ saved through billing error recovery and accurate spend decisions across the full SaaS stack.

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