How to Manage Software Licenses for Your Team

Why License Management Matters

Unlicensed software triggers audit penalties (₹5-50 lakhs). Over-licensing wastes money. Proper management prevents both.

Step 1: Create a License Register

Track for each licence: software name, vendor, licence type, count purchased, count deployed, renewal date, and assigned users/devices.

Step 2: Audit Deployments

Run monthly scans to identify what software is installed on company devices. Compare against your licence register. Any installation without a corresponding licence is a compliance gap.

Step 3: Optimise

Identify unused licences (users who left, software no longer needed). Reassign or cancel. Negotiate volume discounts for standardised tools.

Step 4: Prepare for Audits

Major vendors (Microsoft, Adobe) conduct audits. With a proper register, audit response takes 1 hour instead of 1 week.