DataStax encountered significant challenges in managing SaaS renewals and procurement effectively. The process was delayed as the team had to chase stakeholders for approvals, and unused SaaS subscriptions were being auto-renewed, driving up costs unnecessarily.
DataStax Saves $70K Through Renewal Management and Procurement Services with CloudEagle.ai
"Due to a lack of visibility into our apps and contracts, we missed some renewal dates. To automate the renewal management process, we replaced spreadsheets and started using CloudEagle.ai. The platform helped us track renewals and negotiate better deals during procurement, saving us a significant amount in just one renewal cycle."
— Jessica Anderson, Sales Enablement Specialist, DataStax
$70K
Total savings realized
30 minutes
The time it took to onboard CloudEagle.ai
90 days
Renewal alerts sent in advance
Challenge
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Solution
CloudEagle.ai helped DataStax streamline its renewal management process and optimize procurement. Thanks to CloudEagle.ai's renewal reminders, there were no more auto-renewals. Armed with real-time insights into spending and usage, they were able to negotiate better terms.
Result
Through CloudEagle.ai’s renewal management and assisted buying services, DataStax saved $70K. Our expert negotiators leveraged usage data and the latest price benchmarking data, drawn from over 2 billion transactions, to secure better terms for their renewals.
Key Highlights:
Key Highlights
- CloudEagle.ai saved DataStax $70K through optimized renewal management and expert negotiation.
- Automated alerts and AI-driven insights ensured no missed renewals and improved efficiency.
- Real-time app usage data enabled better license allocation and contract negotiation.
Challenge
We faced significant challenges managing our SaaS subscription renewals. With over 300 apps in our stack, scattered across multiple departments, tracking each contract and its renewal dates manually became increasingly difficult.
It was challenging to manage all applications without centralized visibility, and inconsistent usage data made SaaS optimization and contract renegotiations during renewals harder.
To make matters worse, we struggled to ensure we were getting the best value from our software vendors. We didn’t have the right tools to help us benchmark our costs against industry standards or competitors, making it harder to negotiate favorable terms during renewals.
It felt like we were constantly flying blind, hoping we were making the right decisions when it came to renewing or canceling contracts. This disorganization and manual renewal tracking method was leading to the auto-renewal of contracts, leaving us to overpay for subscriptions that weren’t being fully utilized.
The constant worry of overlooking a renewal or paying for unused licenses placed unnecessary strain on our spend and ROI.
Solution
“CloudEagle.ai was a great choice for us, especially due to its AI-metadata extraction, which extracted renewal dates from contracts, created a renewal calendar, and started sending automated alerts via email and Slack. It felt great to not miss a renewal."
— Jessica Anderson, Sales Enablement Specialist, DataStax
Streamlined renewal workflows
DataStax used CloudEagle.ai to automate its renewal process. The AI-driven metadata extraction feature pulls key details from renewal documents, like dates and pricing, and sets up a clear renewal calendar. Custom workflows trigger reminders, notifying the right stakeholders at the right time. This eliminates the need for chasing approvals and worries about auto-renewals, making the entire process more efficient.
Data-driven insights & optimization
By using CloudEagle.ai’s detailed real-time app usage insights, DataStax identified underutilized applications and wasted spend across their software stack. They gained a clear view of which subscriptions weren’t being fully used and where they were overspending. This allowed DataStax to optimize its portfolio, reallocate licenses, and eliminate unnecessary subscriptions.
Expert negotiation support
Negotiating renewal terms became easier for DataStax with CloudEagle.ai’s expert support. Using detailed app insights and pricing benchmarks, our SaaS buying experts helped our customers negotiate better terms in contracts during renewals. As CloudEagle.ai experts handled all the heavy lifting of negotiations, this helped DataStax’s procurement team focus on their core tasks.
Impact
Slack integration
Managing renewals is no-more challenging for DataStax. With CloudEagle.ai's bidirectional Slack integration, the team is now managing renewals directly in Slack, streamlining the entire process. Approving/declining renewal requests are directly done from Slack, the team creates private Slack channels to collaborate with the stakeholders and make data-backed renewal decisions.
Cost savings
CloudEagle’s expert negotiators helped DataStax save $70K on unused licenses by leveraging CloudEagle.ai’s price benchmarking insights and usage data to negotiate better renewal terms and secure fair pricing. DataStax is not overpaying for SaaS anymore and their procurement team now focuses on managing strategic vendors while CloudEagle.ai’s SaaS buying teams handle research and negotiations. By automating reminders and approvals, CloudEagle.ai ensured DataStax stayed on top of renewal dates and vendor negotiations, eliminating the risk of missed opportunities and overspending.
No more worrying about renewals
CloudEagle.ai’s centralized contract dashboard gave DataStax a single view of all their SaaS subscriptions, and AI-metadata extraction helped DataStax not miss a renewal again. Automated renewal alerts via email and Slack 90 days before renewals continue to help the customer stay ahead of renewals, while our negotiation experts removed the auto-renewal clauses from their contracts to prevent surprise payments.
