- No central view of software usage. The IT team couldn't tell which licenses were active, idle, or never opened.
- More apps and seats increased the gap between software purchased and software actually used.
- Renewals repeatedly defaulted to previous volumes without usage evidence for right-sizing decision.
How RingCentral Got Feature-Level Visibility Into Its Entire SaaS Portfolio and Cut Costs on Day 1
"As our software portfolio expanded across hundreds of applications, having clear usage visibility became increasingly important for smarter renewals. CloudEagle.ai gave us feature-level usage data across the portfolio and automated license reclamation, helping us quickly identify unused subscriptions and reduce wasted software spend."
- Fred Chin, AVP, Head of IT Operations, RingCentral
45%
of licenses identified as unused or underutilised
$2M+
saved by cutting unused software subscriptions
2500 hrs/yr
saved on manual usage reporting
45%
of licenses identified as unused or underutilised
$2M+
saved by cutting unused software subscriptions
2500 hrs/yr
saved on manual usage reporting
Challenge
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Solution
- 500+ direct integrations delivered complete usage visibility across every application, department, and individual user.
- Feature-level tracking identified not just logins but which capabilities each user was actually accessing.
- Automated license reclamation flagged unused and underused seats without manual audit cycles.
Result
- RingCentral gained its first complete view of software utilization across the entire portfolio.
- Unused and underutilised licenses reclaimed automatically, cutting subscriptions that weren't delivering value.
- Real-time usage reports gave IT and procurement evidence for every renewal conversation.
Challenge
RingCentral's SaaS portfolio had grown to hundreds of applications with no system to track how any of it was being used. The IT team couldn't distinguish between a heavily used license, one opened occasionally, and one never touched after rollout. All three looked the same on an invoice.
As the company grew, more apps and seats were added across departments, widening the gap between what was paid for and what was used. Renewal decisions consistently defaulted to the previous volume, with no basis for right-sizing or cancellation.
Solution
- 500+ direct integrations covered RingCentral's full portfolio with no custom development needed.
- Spend and App Discovery surfaced active and inactive applications with department, individual, and feature-level usage visibility.
- Spend Intelligence tracked feature usage deeply, showing whether assigned licenses delivered measurable business value.
- License Management & Harvesting automated reclamation workflows for unused and underused software subscriptions continuously.
- Real-time usage reports gave procurement teams current data before every software renewal conversation.
Why CloudEagle.ai?
RingCentral evaluated several solutions and chose CloudEagle.ai for these reasons:
- CloudEagle.ai shows specific feature usage, helping teams measure real software value beyond simple login activity.
- 500+ direct integrations covered RingCentral's full portfolio with no custom development needed.
- Automated license reclamation workflows converted unused software visibility into immediate measurable savings without manual follow-up.
- On-demand usage and spend reports gave procurement stronger evidence ahead of every renewal discussion.
- Continuous portfolio visibility keeps future renewal decisions grounded in current usage evidence, not assumptions.
Impact
A Complete View of Licenses
- Spend and App Discovery surfaced active, idle, and 45% of unused licenses with clear department-level ownership visibility.
- Feature-level tracking distinguished heavily used licenses from seats that existed only on paper.
- For the first time, RingCentral gained a complete utilization view across its software portfolio
Unused Licenses Reclaimed Automatically
- License Management automatically flagged unused and underused subscriptions as soon as usage thresholds were met.
- Automated reclamation workflows removed idle licenses quickly without requiring manual review cycles from IT teams.
- 2M+ savings from unused software were realized immediately instead of waiting for renewal windows.
Renewal Decisions Grounded in Evidence
- Real-time usage reports gave procurement current software data before every vendor renewal discussion.
- Renewal decisions now start with feature usage, seat counts, and departmental activity evidence.
- CloudEagle.ai’s usage visibility continues informing future renewals as RingCentral’s software portfolio evolves.
The Transformation
Before CloudEagle
No central view of software usage, so the IT team could not tell which licenses were active, idle, or unused.
Renewal decisions made at previous volume with no usage evidence to support right-sizing or cancellation.
Manual usage tracking required visiting each application admin console individually to pull any data.
Unused and underutilised licenses accumulated without a mechanism to surface or act on them.
Paying for seats across hundreds of apps with no department or feature-level breakdown of what was actually used.
After CloudEagle
Feature-level usage data across every app, department, and individual in one dashboard.
Unused and underutilised licenses flagged automatically, with reclamation workflows running without manual follow-up
Real-time usage reports available on demand for every renewal conversation
$2M+ savings confirmed from removing licenses and subscriptions confirmed as unused or underutilized.
2500 hrs/year saves on manual usage tracking and reporting
