Software licences
Software licences: every seat, who holds it and when it renews
Microsoft 365, Adobe, Tally, Zoho, AutoCAD: every licence in one list with its seats, price and renewal date. Seats go to joiners with their laptop, come back when people leave, and the owner hears about a renewal before the vendor’s last day to cancel.
- Seats per person or device
- Renewal reminders at 90, 60, 30 and 7 days
- Seats recovered at exit
Software
Licences and seats
Who holds what, what it costs, when it renews
- Microsoft 365 Business StandardLIC-0002 · per user · renews 7 Dec41 / 50
- Adobe Creative CloudLIC-0001 · per user · ₹2,40,000 a year4 / 4
- Tally Prime GoldLIC-0003 · concurrent · renews 28 Oct2 / 3
- AutoCAD LTLIC-0006 · per device · 2 PCs in Pune2 / 5
Example data
You are paying for people who left in March
Licences sit on different cards and invoices, the seat list lives in each vendor’s admin page, and nobody owns the renewal dates. Leavers keep their Adobe seat, a new joiner gets a fresh Microsoft 365 licence while nine sit unused, and a subscription renews itself a day after the notice period ended.
Every licence in one list
Add a licence from a ready list (Microsoft 365, Google Workspace, Zoho, Tally Prime, Adobe and more) or your own software. Choose how seats are counted: per user, per device, concurrent or site-wide. Add the price per seat or for the whole licence, the term and the vendor’s notice days, and AssetVow shows the yearly cost and the last day to cancel.
- Per user, per device, concurrent or site
- Monthly, yearly or one-time
- Yearly cost worked out
- Company-wide or for one office
Software
Licences and seats
Who holds what, what it costs, when it renews
- Microsoft 365 Business StandardLIC-0002 · per user · renews 7 Dec41 / 50
- Adobe Creative CloudLIC-0001 · per user · ₹2,40,000 a year4 / 4
- Tally Prime GoldLIC-0003 · concurrent · renews 28 Oct2 / 3
- AutoCAD LTLIC-0006 · per device · 2 PCs in Pune2 / 5
Seats given and taken back
Give seats to people, or to computers for per-device licences. You cannot give more seats than you bought unless the licence allows it, and then the extra seats show as over-allocated. Take back a seat with a reason, or give it straight to someone else. A person’s page shows their software, and employees see theirs on My assets.
- Seat limit enforced
- Take back with a reason
- Give to someone else in one step
- Software on the person and device page
LIC-0002
Microsoft 365
41 of 50 seats given
- Priya SharmaBengaluru · since 4 JunSeat
- Arjun MehtaPune · since 18 AugSeat
- Sneha IyerLeaving on FridayOn notice
Joiners get their software with their laptop
Add software to a kit, such as Developer: laptop, charger, Microsoft 365, GitHub. When you hand that kit over, AssetVow offers a seat of each from a licence with a free seat, and you untick what is not needed. Software you allow can also be requested by employees, and IT fulfils it by choosing the licence.
- Software in role kits
- Seat offered from a licence with free seats
- Employees can request a seat
- IT chooses the licence
No paid seat left behind at exit
The exit case lists every seat the leaver holds, next to the laptop and phone. For each one IT chooses Take back, Give to someone else (often the replacement), or Keep until a date, for example a mailbox kept for a month, with an email to IT on that day. The case closes only when every seat is resolved, and the No-Dues certificate lists them.
- Seats on the exit case
- Take back, give or keep until
- Exit closes only when resolved
- Listed on the No-Dues certificate
Exit case
Sneha Iyer · last day 14 Nov
Software seats
- Microsoft 365Give to Rahul Verma (replacement) Resolved
- Adobe Creative CloudTaken back Resolved
- Zoho Workplace mailboxKeep until 30 NovIT reminded then
Renewals before the deadline, not after
The licence owner and IT are emailed 90, 60, 30 and 7 days before the end date, and in the week before the last day to cancel for licences that renew themselves. Teams can get the same alert. Renew for a new term, with the same or changed seats and price, or cancel; every decision is kept on the licence.
- Emails at 90, 60, 30 and 7 days
- Last day to cancel tracked
- Renew, change or cancel
- Teams alert for renewals
Renewals
What renews in the next 90 days
Owner and IT emailed at 90, 60, 30 and 7 days
- Tally Prime GoldEnds 28 Oct · ₹27,000Renewal due
- Microsoft 365 Business StandardLast day to cancel 7 Nov · ₹92,400Renews itself
- Quick Heal Total SecurityEnds 15 Jan · ₹18,60090 days
Teams · IT team › AssetsBought on a GST bill, approved like any purchase
On a purchase bill, mark a line as a software licence. When the bill is approved it creates the licence, renews an existing one or adds seats. Owners can require renewals to go through purchase approval. Software shows as its own line in the spend report.
- Licence created from the bill
- Renewals through purchase approval (optional)
- Software in the spend report
- Keys stored encrypted, every view recorded
How it works
Three steps, no project plan
- 1
Add or import your licences
One at a time, or a CSV or Excel file with software, seats, price, end date and who holds them.
- 2
Give seats
To people now, and to joiners through their kit from then on.
- 3
Let the reminders work
Renewals reach the owner before the deadline, and leavers’ seats come back on the exit case.
FAQ
Software licences and seats: common questions
Which software can we track?+
Anything you pay for. A starter list includes Microsoft 365, Google Workspace, Zoho Workplace, Tally Prime, Adobe Creative Cloud, Canva, Figma, AutoCAD, GitHub, Jira, Zoom, Slack and antivirus such as Quick Heal and Seqrite; add your own too.
Does AssetVow read seats from Microsoft 365 or Google Workspace automatically?+
Not yet. You add the licence and give seats in AssetVow, by hand or by import. Taking a seat back here does not remove the account in the software itself; IT still does that in the vendor’s admin page.
Does it scan computers for installed software?+
No. AssetVow tracks licences you buy and who holds each seat. It does not install an agent or scan your network.
How do we avoid an unwanted auto-renewal?+
Enter the vendor’s notice days on the licence. AssetVow works out the last day to cancel and emails the owner and IT in the week before it, as well as 90, 60, 30 and 7 days before the end date.
Who can see licence keys and prices?+
Owners and IT admins manage licences and keys; keys are stored encrypted and every view is recorded. HR, Finance and Auditors can see licences. Prices are shown to people who can see spend or manage licences.
More of AssetVow
It all works from the same register
Exits and No-Dues
Every leaver gets a return checklist and reminders. The No-Dues certificate is issued once the last item is back.
Learn moreGST bills and Tally
Purchase and repair bills with GST, approval rules, assets created on approval, and export to Tally or Zoho Books.
Learn moreEmployee self-service
Employees see what they hold, request equipment and report a broken or lost device from their phone. IT gets one inbox.
Learn moreFind the seats you are paying for and nobody uses
Import your licences with who holds them, and see the free seats and next renewals the same day. Free for 30 days.