Professional Services · IT Asset Management
95% of Licenses Now Renew on Time, in Every Country
A global consulting firm tracked software license requests, removals, and renewals across disconnected channels, with no single view of inventory. We built one Salesforce system covering every country and every renewal date. It now handles 1,200 requests a month, and 95% of licenses renew before their end date.
95%Licenses renewed before their end date
1,200Global license requests tracked monthly<2%Discrepancy between reported and actual countsThe Challenge
Software license requests and removals for vendors across every country the firm operates in came in through multiple channels. Renewals had to align to each vendor's enterprise agreement end date. There was no single place to see license inventory, and no reliable way to catch a renewal before it slipped past its deadline. At global scale, an untracked license renewal or an inaccurate inventory count is a compliance and cost risk, repeated across every country and every vendor. Counts that did not match reality made it hard to know what was genuinely in use. The firm needed one system of record, not a patchwork of spreadsheets.
What We Did
We built a centralized license request page that handles every request, removal, and contract amendment in one place, without a separate quoting tool. Requests from every country now arrive through the same route instead of through whichever channel the requester happened to use. We automated the inventory summary so an inventory record updates with every subscription change, tied to each vendor's enterprise agreement period. We also built custom renewal pricing logic that applies the correct net unit price automatically as licenses renew or change.
The Solution
Every license request, removal, and renewal runs through one Salesforce page, tied automatically to each vendor's enterprise agreement period. Inventory updates with each change, and the correct net unit price applies as licenses renew.
The Outcome
The system tracks 1,200 global license requests every month. Licenses renew before their end date 95% of the time, the gap between reported and actual license counts sits under 2%, and 85% of issued licenses are actively in use. License renewals that were tracked by hand now happen on schedule, in every country. Nobody hunts through spreadsheets to answer what the firm owns, and a lapsed renewal in one country stopped being something to discover after the fact.
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Is vendor license tracking scattered across teams and countries?
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