Software licence management involves manually collecting vendor data, tracking user assignments, and monitoring renewal dates across multiple spreadsheets and portals. This fragmented approach causes missed deadlines, duplicate payments, and wasted spending on unused seats.
Automation consolidates licence data from all sources, tracks active user assignments in real time, and alerts the team to renewals and cost-saving opportunities automatically. the team focuses on strategic decisions while the system handles data collection, reconciliation, and notifications.
The full workflow, from trigger to completion.
A new licence record is created or updated in the central licence database, or a renewal date approaches within 60 days.
The automation queries Active Directory or a user management system to retrieve the current list of assigned users for each licence.
The automation analyses the assigned users against paid seats, identifies unused or underutilised licences, and calculates potential savings.
If a renewal is due within 60 days, the automation sends a notification to the IT and finance team with renewal details and cost.
A task is automatically created assigned to the finance manager with renewal details, deadline, and approval workflow.
The automation updates the central licence spreadsheet with current user counts, unused seat flags, and renewal status.
An email is sent to the finance manager with a summary of the renewal, cost, and a link to approve or deny in Jira.
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