Streamlined renewals: Gainsight Case Study
Gainsight cuts SaaS costs with Productiv's streamlined renewals
Challenges
- Fragmented tools and processes delivered limited visibility around SaaS apps and usage
- Historical reliance on various systems resulted in a lack of centralized documentation and process management
- IT and procurement managed by a small team with limited resources and overlapping responsibilities
Results
- $1.2 million saved over 104 renewals
- Cross-team processes streamlined, alleviating workload and clarity issues
- Customizable, no-code workflows help stay ahead of renewals
- Historical data provides insights for better SaaS decisions
Gainsight is a leading customer success platform designed to enable businesses to better prioritize customer satisfaction, increase revenue, and gain a competitive edge by providing tools for customer success, post-sales, and product teams to strengthen relationships, gain valuable insights, and implement best practices.
Why Gainsight chose Productiv
Gainsight's growing SaaS portfolio was becoming increasingly difficult to manage. The team struggled with justifying spend, lacked visibility into application usage, and faced time-consuming manual processes for renewals. To address these challenges, they turned to Productiv’s SaaS Management Platform.
By centralizing application usage data and automating workflows, Gainsight's small IT and procurement team significantly reduced manual efforts and costs. Productiv's all-in-one platform provided a comprehensive view of contract details, enabling timely renewals and cost optimization. This not only enhanced operational efficiency but also delivered substantial savings for the organization.
Increased renewal savings with workflows
Gainsight’s prior SaaS management process involved several tools, countless spreadsheets, and surveying the larger team for app usage data. It was cumbersome and time-consuming, often leading to constant follow ups, incomplete documentation, and even missed deadlines. With Productiv, Gainsight now configures customized, automated workflows that kick off 90 days before key contract dates, such as auto-renewals or contract end dates.
This automation eliminates the risk of missed deadlines and ensures that all necessary steps, including approvals and security certifications, are completed on time. By gaining deeper insights into pricing and negotiation strategies, Gainsight has already saved $1.2 million over 104 renewals.
Customization for clear, concise, contract management
With Productiv’s centralized platform and automated data, Gainsight can now easily locate necessary information, like renewal dates, costs, or contract terms, freeing up time to focus on how to further streamline their processes.
They created custom Smart Fields to support specific employee needs, such as tracking cost codes, integrations with other applications, and when the security review was completed. The ability to also track when, why, and how employees approved specific tools — along with access to the historical data — was transformational for Gainsight’s operational efficiency. It helped inform decisions around retiring or moonlighting applications based on past performances and cost-saving opportunities. This not only optimized the contract management process but empowered individual teams to make better SaaS decisions based on accurate and up-to-date information.
Looking ahead
Productiv has become an essential tool for Gainsight’s SaaS management strategy. By streamlining processes through workflows, alleviating the workload of a small team, and helping them stay on top of every renewal, they were able to deliver extensive cost savings.
Looking forward, Gainsight plans to deepen its use of Productiv, particularly in the areas of reporting and further automation. The team is exploring the potential of using automated reporting to provide different teams with easy access to the information they need, further reducing the manual workload and improving decision-making. By continuing to leverage Productiv’s capabilities, Gainsight aims to drive even greater efficiency and success across its teams, ensuring that its processes remain streamlined and its operations scalable.
"I love how Productiv allows us to immediately see who owns specific contracts and see exactly what we're paying for. It is especially helpful at renewal time because teams can see usage data, previous contracts, and evaluate if we're getting our ROI."
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