RingCentral uses a wide range of SaaS applications from multiple vendors. But all critical vendor data, like GDPR, contract value, security information, business contacts, etc. was tracked and stored in Smartsheet. All the data had to be manually updated–this process was prone to errors, and tracking was difficult.
The Smartsheet based system made it challenging to renew contracts on time. The data was manually updated by users and had no links to the actual app that was bought and tracked via the SaaS management system.
There was a disconnect between the Smartsheet data and actual application buying and usage. Because of this siloed system, the RingCentral team did not have real time visibility into app renewals. This meant that apps were getting auto-renewed or renewal deadlines were getting missed.
Approvals for procurement and SaaS renewals were delayed because there was no standardized process. Renewals did not follow a single process, and follow-ups for approvals consumed a lot of time.
RingCentral wanted an all-in-one platform that could manage vendors as well as the procurement process.
CloudEagle was the right choice as it was the only platform with contract management capabilities, automated renewal workflows, and SaaS management features.
We created several custom fields to update information about vendors, like links to architectural tickets, security information, etc. 300+ out of box Connectors provided real-time visibility into spend and usage data. Now all the data about SaaS vendors was in a single place.
Our procurement and renewal workflows helped the RingCentral team start renewals 90 days ahead of time, follow a streamlined process, and automatically escalate if the team is not getting approvals.
After creating the required custom fields, RingCentral migrated all the vendor data from Smartsheet to our platform. RingCentral got rid of the Smartsheet and uses CloudEagle as the single source of truth for all software vendors.
Procurement workflows brought transparency and timely approval of requests, streamlining the entire SaaS buying process. Advance messaging alerts and email alerts ensured that the right stakeholders were notified and the contracts were renewed on time.
With the help of CloudEagle, RingCentral successfully consolidated two separate platforms into a single, unified solution. This consolidation not only resulted in significant cost savings but also greatly improved the productivity of the team.
“CloudEagle streamlined our procurement workflows. We can now track procurement requests and approvals from a single dashboard – saving time and FTE.”
Erik Silver, Head of Procurement, RingCentral
RingCentral is a business collaboration platform and a leading provider of cloud communications. Headquartered in San Mateo, CA, they offer a range of cloud-based services like voice, video, messaging, and team collaboration tools to enable organizations to communicate and work together efficiently.