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IT and software

Get renewals, maintenance, and project hours billed

See how many support credits each customer has left, which licenses are due for renewal, and which project hours are waiting to be billed. You manage licenses and maintenance contracts in IWB with sales and accounting, and approved license lines from issued invoices update the license.

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Runs in your browser. In the cloud or on your own server, it's the same IWB.

01Document flow

Tie support calls and renewals to the license

You open the license with its first term and set up its support call credits as a pool. When your team closes one of the customer's tickets and approves the deduction, one credit comes off the pool. When the end date is a set number of days away (60 in this example), the license's owner on your team gets a reminder. You can turn that reminder into a task. The renewal wizard builds the quote from the licensed product's pricing rule. The license line on the issued invoice waits for your approval, and approving it adds the renewal term to the license.

  1. LicenseLIS-2025-00094
  2. Support ticketDST-2026-00384
  3. Expiry task
  4. Renewal quoteTEK-2026-00224
  5. InvoiceFTR-2026-00228
  6. Renewal term

02

Check support credits left as you close a ticket

You can see how many of their support credits each customer has used. Support calls, training, site visits, and updates are credit pools attached to the license. Each ticket is linked to the customer, product, contract, and license. When your team closes a ticket, they see the customer's remaining support call credits. A credit is deducted only if they approve, and the same ticket can't trigger a second deduction.

  • Site visit credits are deducted on the service order, and canceling the order puts the credit back with a reversing entry
  • IWB calculates remaining credits from the usage records
  • Per-customer first response and resolution times (SLAs) are optional and off by default

Your team approves each deduction

When a ticket is closed, IWB suggests the credit to deduct. If the box isn't checked, no credit is deducted.

03

Have maintenance invoices drafted every period

The contract shows how much of the commitment you've invoiced. The same period can't be billed twice. You tie maintenance and support fees to the contract's billing schedule, which runs monthly, quarterly, semiannually, or annually and creates draft invoices by default. The VAT-exclusive total of issued invoices counts against the commitment. Support tickets are linked to the same contract, and the contract code appears on the ticket.

  • By default, reminders go out 30 and 7 days before the end date, and a reminder can become a task
  • Renewing opens a new draft contract and leaves the original untouched
  • Upcoming periods on the schedule are included in the cash flow plan

You decide when invoices are issued

Invoices are created as drafts by default. If you want them issued automatically, you turn that on per schedule.

04

Turn implementation and support time into invoices

On a time-and-materials project, approved hours move to the ready-to-bill list, and the lines you pick go onto a draft invoice. On a milestone project, a milestone becomes billable once it's reached. Your team starts the timer from a task, and stopping it creates a draft time entry. In the weekly timesheet, you tie each line to a project and task, then pick the activity, time type, and work location. Work location comes from a fixed list, so you can separate hours worked inside and outside a Technology Development Zone (TDZ, a Turkish technopark).

  • If hour approvals go through an approval flow, no one can approve their own hours
  • The "Task hours" report breaks down by person, project, time type, and work location
  • The built-in "ERP Implementation" template comes with 7 phases, 19 steps, and 4 milestones

Hours can't be billed twice

Once a line goes onto a draft invoice, it's linked to that invoice, and the same hours can't go onto a second one.

05

Reclaim licenses when employees leave

See who holds each license and which installs exceed the entitlement. You track the licenses your company uses on license records, as you do the ones you sell. Each record keeps a dated history of the employee, device, or unit the license is assigned to, and assignments are closed rather than deleted. The gap between entitlements and assignments shows up as over-installs and unused entitlements. A departing employee's open assignments appear as a warning on HR's offboarding checklist.

  • Upload the assignment list as a CSV, and IWB checks the file before saving it
  • Viewing a license key requires a separate permission, and every view is logged
  • The SGK termination notification (filed with Turkey's Social Security Institution) and the certificate of employment are required checklist items

A warning, not a block

An open license assignment stays on the offboarding checklist as a finding that can't be checked off. You close the assignment on the license record.

06Connected modules

They share the same database and permission model

07

Frequently asked questions

Do we need a separate edition of IWB for a software company?

No. Licenses and Help Desk are IWB modules. For IT firms, these two are set up together with Contracts, Projects, Sales, and CRM. The Licenses module tracks the software you sell and use. It has nothing to do with IWB's own license.

Can our customers see their licenses in the portal?

No. Customers can open tickets, reply, and close them in the portal, but licenses don't appear there. Tickets are linked to the license, and your team approves the credit deduction at closing.

How do we bill customers for implementation and support hours?

On a time-and-materials project, approved hours count as earned revenue and move to the ready-to-bill list. The lines you select become draft sales invoices, one per customer. A support ticket doesn't create an invoice on its own.

We're based in a Technology Development Zone (TDZ). Can we track hours worked inside the zone separately?

Yes. Each time entry takes its work location from a fixed list that includes Inside TDZ and Outside TDZ. Break down the Task hours report by work location to see hours inside the zone on their own.

We also bid on public IT tenders. Can we add tender tracking?

Yes. If you turn on Tender Tracking, you can pick the IT / Software Services package from the ready-made industry packages and install it. The package sets up its profile, stage, document type, and cost type rows together. When you win a tender, you can hand the work over to a project.