- RingCentral lacked centralized visibility into SaaS license usage and relied on manual spreadsheet tracking.
- Unused and underutilized licenses quietly increased costs, making renewal decisions reactive and inefficient.
- Growing AI tool adoption created the same risk of unmanaged license waste across new subscriptions.
CloudEagle.ai Saves RingCentral Time and Costs In License Harvesting
Harvesting 932 unused Salesforce licenses in a single workflow was the turning point. CloudEagle helped us return $2.5M to the business without a single support ticket. License management stopped being a quarterly spreadsheet exercise and became a continuous operating process.
- Fred Chin, AVP, Head of IT Operations, RingCentral
$2.5M
saved by reclaiming unused licenses
932 users
deprovisioned in Salesforce
1,562 hrs/yr
saved in SaaS management
$2.5M
saved by reclaiming unused licenses
932 users
deprovisioned in Salesforce
1,562 hrs/yr
saved in SaaS management
Challenge
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Solution
- CloudEagle.ai centralized license usage and harvesting across the SaaS stack through direct integrations.
- License Management identified unused Salesforce licenses and reclaimed them automatically in one workflow.
- JML Automation enabled fast provisioning, deprovisioning, and license reallocation without manual coordination.
Result
- RingCentral reclaimed 932 unused Salesforce licenses and returned $2.5M to the business.
- Automation saved 1,562 hours annually by removing manual license tracking and reconciliation work.
- The same harvesting model now extends to AI tools, reducing future AI license waste proactively.
Challenge
RingCentral managed SaaS licenses through manual checks, spreadsheets, and user follow-ups, making license visibility slow and unreliable.
IT teams had to verify usage across applications individually, and by the time records were updated, the data was already outdated.
Without centralized visibility, renewal decisions were based on assumptions instead of actual usage.
Unused and underutilized licenses quietly added unnecessary cost, while growing adoption of AI tools like ChatGPT Enterprise, Claude, and Copilot created the same risk of unmanaged license waste.
Solution
- CloudEagle.ai created one dashboard for license usage, spend, and harvesting across the entire SaaS stack.
- License Management tied license inventory to real usage data and surfaced unused licenses for one-click reclaim.
- Automated workflows reclaimed 932 unused Salesforce licenses and reassigned them to new users instantly.
- JML Automation improved provisioning and deprovisioning while keeping onboarding and offboarding audit-ready.
- The same framework now extends to AI tools and license optimization across ChatGPT, Claude, and Copilot.
Why CloudEagle.ai?
RingCentral evaluated several solutions and chose CloudEagle.ai for these reasons:
- Deeper usage visibility made license optimization decisions based on evidence, not assumptions.
- Automated harvesting workflows turned license reclaim from a multi-quarter project into one workflow.
- Harvesting, reallocation, and provisioning were managed from one platform instead of multiple tools.
- Broad integration coverage across 500+ apps enabled complete visibility, including deep Salesforce usage insights.
- The same governance model extends to AI tools and prevents future license waste as adoption scales.
Impact
932 Users Deprovisioned in Salesforce
- CloudEagle.ai automated the deprovisioning of 932 unused Salesforce licenses in a single workflow, unlocking $2.5M in savings.
- Reclaimed licenses were immediately reallocated to new users, improving utilization without new purchases.
- License ROI improved materially for RingCentral, with license utilization shifting from best-guess tracking to a live, measurable operating metric.
Time Saved and Productivity Increased
- Automation cut 1,562 hours per year of manual license tracking, spreadsheet updates, and user follow-ups.
- IT shifted from reactive license management to proactive portfolio optimization.
- The same workflow that saved IT time is now being applied to AI tools, catching unused AI seats at the same cadence.
Cost Savings Through Continuous Optimization
- License Management & Harvesting turned SaaS cost control from a quarterly spreadsheet exercise into a continuous operating process.
- Detailed usage insights made renewal right-sizing decisions data-backed instead of best-guess.
- Application Rationalization surfaced overlapping and duplicate tools, supporting further consolidation decisions beyond the initial Salesforce reclaim.
The Transformation
Before CloudEagle
Manual spreadsheet tracking with no real-time license visibility across the SaaS stack.
Reclaiming unused licenses required IT to manually verify usage, chase users, and update records one app at a time.
Provisioning and deprovisioning caused delays, with new hires waiting and leavers retaining access longer than intended.
Overspending on underused licenses went unnoticed until renewal time.
No governance model in place for the AI tool licenses starting to appear on the SaaS stack.
After CloudEagle
Centralized dashboard with real-time license visibility across 500+ app integrations.
Automated License Management & Harvesting workflows reclaimed 932 unused Salesforce licenses in a single motion.
JML Automation delivered one-click provisioning and deprovisioning, speeding up onboarding and closing leaver access.
Saved $2.5M by optimizing and reallocating unused licenses.
Saved 1,562 hours per year through automation, with the same harvesting model now extending to AI license optimization.
