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How Matterport Stopped Missing Contract Renewals and Put Every SaaS Agreement in One Place

"Managing SaaS contracts across spreadsheets and scattered folders made it nearly impossible to stay on top of renewal dates, and we ended up paying for agreements we could have renegotiated or cancelled. CloudEagle.ai brought everything into one place, and the automated renewal workflows made sure we never missed a window again. Contract details that used to take hours to track down are now extracted automatically and available on the application record itself."

~Kailyn (Wilson) Jelniker, Director, Strategy & Operations, Matterport

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1,920
hours saved per year on contract management
1,360
hours saved per year on renewal management
1,440
hours saved per year on contract metadata extraction

1,920

hours saved per year on contract management

1,360

hours saved per year on renewal management

1,440

hours saved per year on contract metadata extraction
Problems
Challenge
  • Matterport's SaaS contracts and invoices were scattered across inboxes and shared folders, with no central place to track or review them.
  • Renewal dates were unclear, leading to missed windows and unplanned auto-renewals.
  • Spreadsheets were slow and error-prone, and extracting key details required manual effort every time.

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Solutions
Solution
  • CloudEagle.ai centralized all contracts and invoices in one searchable repository, organized by application and vendor.
  • AI-powered metadata extraction pulled renewal dates, contract values, notice periods, and opt-out clauses automatically.
  • Automated workflows triggered 90 days before renewals and escalated reminders until action was taken.

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Profit
Result
  • Teams had one place to find and act on every SaaS contract.
  • Missed and unwanted auto-renewals were eliminated.
  • Contract data was extracted and organized automatically, saving hours of manual review.

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Challenge

Matterport had no central system for SaaS contracts. Agreements lived across inboxes, shared folders, and spreadsheets, making them hard to find and impossible to track consistently.

This meant missed renewal dates and unplanned auto-renewals on contracts that could have been renegotiated or cancelled. As Kailyn Jelniker noted, spreadsheet-based tracking consistently led to paying more than necessary.

Extracting contract details was entirely manual. Renewal dates, notice periods, opt-out clauses, and contract values had to be read from each document one by one, with no consolidated view of SaaS commitments

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Solution
  • Centralized all contracts and invoices in one dashboard, integrated with finance systems
  • Organized contracts by application and vendor for easy tracking
  • AI extracted key terms like renewal dates, contract values, and notice periods automatically
  • Dynamic filters enabled instant search by vendor, renewal date, or contract details
  • Automated workflows triggered 90 days before renewals with escalating alerts via email and Slack

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Why CloudEagle.ai?

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

  • AI extracts contract metadata directly from documents with no manual entry needed
  • Renewal workflows escalate until action is taken, not just one-time alerts
  • Contracts are linked with application usage and spending for better decisions
  • Built into SaaS management, not a separate disconnected tool
  • Fast onboarding with immediate visibility from day one

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Impact

One Place for Every Contract and Invoice

  • Matterport's contracts moved from scattered inboxes and shared folders into a single, searchable repository, saving the team 1,920 hours per year on contract management.
  • The procurement and finance team could find any contract in seconds using dynamic filters on renewal date, value, period, or vendor.
  • Sensitive documents are stored securely with no risk of loss when employees change roles or leave.

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Auto-Renewals Stopped Before They Started

  • Renewal Workflows trigger 90 days before each contract date and escalate via email and Slack until a decision is confirmed, resulting in a 1,360-hour annual savings on renewal management.
  • Teams have time to review usage, renegotiate, or cancel before the window closes.
  • The Renewal Calendar gives leadership a forward-looking view so renewals happen on Matterport's timeline, not the vendor's.

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Contract Metadata Extracted Automatically

  • AI pulls renewal dates, contract values, notice periods, opt-out clauses, and SKU details directly from uploaded documents, saving 1,440 hours per year on manual document review.
  • Key terms are available on the application record in CloudEagle without anyone opening the underlying document.
  • Contract details stay accurate and current with no dependence on manual spreadsheet updates.

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The Transformation

Before CloudEagle
Contracts stored in inboxes and shared folders with no central inventory.
Renewal dates tracked in spreadsheets, leading to missed windows and auto-renewals.
Contract terms extracted manually from each document, slow and inconsistent.
No clear picture of total contract commitments without hours of review.
Finance team chasing contracts and verifying details before every renewal.
After CloudEagle
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Every contract in a centralized searchable repository organized by application and vendor.
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Renewal Workflows firing 90 days in advance with escalating reminders so no renewal is missed.
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AI-powered metadata extraction pulling key terms automatically from every uploaded document.
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Any contract surfaced in seconds using dynamic filters by renewal date, value, or vendor.
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Finance and procurement working from a single source of truth with 4,720 hours saved annually.

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