- RingCentral used Smartsheet and another platform for app and renewal management, both requiring manual updates that were slow and error-prone.
- Without a centralized system, they lacked clear visibility into vendor details and upcoming renewals, causing inefficiencies.
RingCentral consolidates SaaS management and Procurement with CloudEagle.ai
"CloudEagle’s custom fields helped us migrate our data from Smartsheet to the platform and their SaaS buying experts secured a favorable deal.”
- Eric Silver, AVP, Head of Procurement, RingCentral
20%
Reduction on SaaS spend
1830 hrs/yr
Saved in SaaS management
1180 hrs/yr
Saved in renewals
2350 hrs/yr
Saved in SaaS Management
3350 hrs/yr
Saved on renewals
1570 hrs/yr
Saved using Procurement Workflows
Challenge
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Solution
- CloudEagle.ai integrated with RingCentral’s systems using 300+ integrations and custom fields to centralize all vendor data.
- Automated procurement workflows streamlined approvals and renewals, providing full visibility to all stakeholders.
Result
- CloudEagle.ai replaced Smartsheet and the old platform as RingCentral’s single source of truth for SaaS spend, usage, and renewals.
- Centralization and automation improved visibility, cut manual work, and streamlined purchasing and renewal processes.
Challenge
We relied on Smartsheet to manually track vendor information, including contract values, compliance data, and security details. This approach was error-prone and made managing renewals difficult.
Because Smartsheet wasn’t connected to our SaaS management system, there was no real-time visibility into renewals or app usage. This led to missed or auto-renewed contracts and delayed approvals, as procurement and renewal workflows lacked standardization and required constant manual follow-ups.
Solution
- CloudEagle.ai provided RingCentral with a single platform to manage vendors, contracts, and procurement, improving visibility and streamlining operations.
- Seamless integration with internal systems, centralized spend and usage data, offering real-time insights for better decision-making.
- Renewal workflows began 90 days in advance, giving RingCentral ample time to review contracts and avoid last-minute renewals.
- Automated approval escalations reduced manual work and ensured renewals were completed on time without delays.
Why CloudEagle.ai?
RingCentral evaluated several solutions but chose CloudEagle.ai for the following reasons:
- CloudEagle.ai combined contract, renewal, and SaaS management in one platform, simplifying procurement.
- Fast integration with custom fields gave real-time tracking of vendor data and spend.
- Automated workflows kept renewals on schedule, improving collaboration.
- Consolidated processes saved time, letting RingCentral focus on strategic priorities.
Impact
“Savings started from day 1 as we had actionable insights from CloudEagle to optimize our SaaS spend.”
Easy Vendor Data Migration
- RingCentral successfully migrated all vendor data from Smartsheet to CloudEagle.ai, streamlining their vendor management process.
- CloudEagle.ai became the single source of truth for all software vendors, eliminating the need for multiple platforms.
- This migration simplified the tracking and management of vendor data, improving operational efficiency.
Workflows Saved Time and Increased Productivity
- CloudEagle.ai's automated procurement workflows with transparent approvals saved RingCentral 3,350 hours annually on renewals.
- Improved communication and automation led to a further 1,570 hours saved across procurement tasks.
- Streamlined workflows helped RingCentral save a total of 4,920 hours annually, boosting team productivity.
Consolidation Results in Significant Savings
- RingCentral consolidated the use cases of two separate platforms into CloudEagle.ai, simplifying SaaS management.
- By using a single, unified solution, RingCentral eliminated the need for multiple platforms, leading to significant savings.
- The integration of features and tools in CloudEagle.ai saved RingCentral 2,350 hours annually, enhancing efficiency across the organization.
The Transformation
Before CloudEagle
Used Smartsheet and another platform with manual, error-prone vendor data tracking.
Manual updates caused delayed renewals and no real-time visibility.
Slow, unstandardized approval process.
No unified platform to monitor SaaS spend and contracts.
Manual processes reduced productivity.
After CloudEagle
Centralized all vendor data in CloudEagle.ai platform.
Automated workflows started 90 days early for better planning.
Automated approval escalations ensured timely renewals.
Single source of truth for spend, usage, contracts, and renewals.
Saved 4,920 hours annually via automation and collaboration.
