- Vendor data in Smartsheet required constant manual updates and was often partially outdated.
- Disconnected systems created no real-time view of usage, contracts, and upcoming renewals together.
- Procurement approvals lacked standardized workflows, causing delays and repeated manual stakeholder follow-ups
How RingCentral Replaced Smartsheet and a Legacy ITAM Platform with One Source of Truth for SaaS Management and Procurement
"Managing vendor data across spreadsheets and separate procurement systems made visibility and execution harder than it needed to be. CloudEagle.ai helped us migrate vendor data faster, centralize contracts and renewals, and automate procurement workflows in one platform. That shift gave our team a single source of truth for SaaS management and stronger control over every vendor relationship.”
- Eric Silver, AVP, Head of Procurement, RingCentral
1,960 hrs/yr
saved across renewals and procurement
40%
reduction in migration time
90
renewal alerts with automated workflows
1,960 hrs/yr
saved across renewals and procurement
40%
reduction in migration time
90
renewal alerts with automated workflows
Challenge
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Solution
- CloudEagle.ai integrated through 300+ direct integrations and used custom fields to migrate all vendor data from Smartsheet without a lengthy data project.
- Spend and App Discovery created a live dashboard for contracts, spend, renewals, and application usage.
- Procurement Workflows automated approvals and launched 90-day renewal alerts with Slack escalations
Result
- RingCentral replaced Smartsheet and its legacy procurement platform with one connected SaaS management system.
- Automated workflows removed manual approval chasing and improved renewal execution across vendor contracts.
- Total time savings across renewal management, procurement tasks, and platform consolidation reached 1,960 hours per year.
Challenge
RingCentral relied on Smartsheet to track vendor information including contract values, compliance data, and security details. Every new contract, renewal, and change had to be entered by hand, and because the data was only as current as the last manual update, the picture was always partially wrong.
Smartsheet was also disconnected from RingCentral's SaaS management system, so procurement decisions were made without current data and renewal deadlines were easy to miss. Procurement approvals compounded the problem: with no standardised flow or automated escalations, every approval required someone to chase stakeholders manually.
Solution
- Custom field mapping migrated all vendor data from Smartsheet into CloudEagle.ai without a lengthy data project, cutting migration time by 40%.
- Spend and App Discovery unified contracts, spend, usage, and renewals into one live operational dashboard.
- Contract Management gave procurement teams real-time visibility into vendor details, contract values, and renewals.
- Procurement Workflows automated approvals with structured escalations delivered directly through Slack notifications.
- Price Benchmarking and buying support strengthened vendor negotiations when procurement bandwidth became constrained.
Why CloudEagle.ai?
RingCentral evaluated several solutions and chose CloudEagle.ai for these reasons:
- CloudEagle.ai replaced disconnected systems, bringing spend, contracts, renewals, and procurement workflows into one operational platform.
- Custom field migration moved Smartsheet vendor records quickly without creating a large manual migration burden.
- Automated renewal workflows created 90-day visibility, reducing missed contracts and rushed renewal decisions significantly.
- Procurement workflow automation removed repeated stakeholder chasing and improved approval speed across purchasing cycles.
- Buying support gave RingCentral procurement expertise during vendor negotiations when internal bandwidth was limited.
Impact
Off Smartsheet, Into One Platform
- CloudEagle.ai became RingCentral’s single source of truth for contracts, spend, renewals, and vendor records.
- Real-time visibility replaced static spreadsheets with continuously updated operational data across procurement teams.
- Centralized SaaS management saves 1,960 hours per year by maintaining disconnected systems and workflows separately
Renewals Automated, 90-Day Visibility Added
- Renewal workflows now begin 90 days early, creating stronger planning windows before contract deadlines arrive.
- Automated Slack escalations replaced manual follow-ups and improved stakeholder response speed during approvals.
- Procurement teams now approach renewals with clearer usage, contract, and approval visibility together.
Procurement Centralised, 40% Faster Migration
- Custom field migration moved vendor data from Smartsheet 40% faster without a lengthy manual data project.
- Standardized procurement workflows created clearer approval paths and removed inconsistent purchasing processes across teams.
- Consolidated procurement operations gave RingCentral stronger control across the full SaaS lifecycle.
The Transformation
Before CloudEagle
Vendor data tracked in Smartsheet with manual updates that were slow, error-prone, and always partially out of date.
No connection between Smartsheet and the SaaS management system, so there was no real-time view of app usage or upcoming renewals.
Renewals managed reactively, with no advance alerts leading to missed deadlines and auto-renewed contracts.
Procurement approvals ran on an unstandardised process requiring manual follow-ups at each stage.
Two separate platforms for SaaS management and procurement that did not share data.
After CloudEagle
All vendor data, contracts, usage, and spend in one live dashboard, replacing Smartsheet and a legacy platform.
Renewal Workflows firing 90 days in advance with automated Slack escalations, ending missed renewals.
40% reduction in migration time with custom field mapping from Smartsheet.
Automated approval flows removing manual follow-ups and closing procurement decisions faster.
Single source of truth for SaaS management and procurement, saving 1,960 hours per year.
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