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LicensesLIS

Get a heads-up before any license expires

Quote renewals to customers on time, and know which licenses your company pays for but doesn't use or has installed beyond its entitlement. As a term nears its end, the person responsible for the license gets a reminder, and IWB prices the renewal with the product's pricing rule.

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Records
LIS
Expiry reminders (default)
30 and 7 days before
Entitlement types
Training, support calls, site visits, updates
Connected modules
6

01

Know when each license was sold and for how much

You see a license's initial purchase, renewals, mid-term user additions, and upgrades as separate term lines. The license's status is calculated from those terms. The same record works for licenses you sell to customers and licenses your company uses. On reseller deals, the distributor, reseller, and end customer each have their own field.

  • Metrics: device, named or concurrent user, core, server, site, subscription
  • Each term's price is recorded in its own currency, with its exchange rate

02

Don't lose track of licensed invoice lines

When a sales invoice you issue includes a licensed product, that line stays on the pending lines list until a license is created for it. When you approve the line, IWB opens a new license record or adds a term to an existing license.

  • The source invoice line and project link stay on the license
  • The document flow chart shows the invoice and license linked to each other

Licenses open with your approval

You enter the license key, license number, and metric when you approve the line. An invoice doesn't create a license on its own.

03

Quote the renewal before the term ends

The person responsible for the license gets a reminder before the term ends, and you don't have to work out the renewal price by hand. The first reminder comes when the days left reach the threshold you set, then repeats at each of the 60-, 30-, and 7-day steps below it. With the default 30-day threshold, reminders come 30 and 7 days out. Set it to 90 days, and they come 90, 60, 30, and 7 days out. A reminder can also become a task. The renewal wizard prices the licenses you select with each product's pricing rule, combines them into one quote, and tells you why any license couldn't be priced.

  • Align the selected licenses to the same end date
  • Warning for licenses that already have an open quote
  • Optional CRM opportunity

Price late renewals by your own rules

Four late-renewal rules are preset: up to 3 months, more than 3 months, less than 1 year, and more than 1 year late.

04

Find licenses you pay for but don't use

See which licenses you've installed beyond your entitlement and which ones have entitlements sitting unused. IWB keeps a dated history of the person or device each license you use is assigned to, and compares entitlement with usage based on the license's metric. The result shows as Over-installed, Unused entitlements, Compliant, or Unlimited.

  • Assign to an employee, a device, or a department
  • "Only with a gap" filter
  • Closed assignments don't count toward compliance

Past assignments stay in the log

"Who had this license last year?" The assignment log has the answer. Assignments are closed and stay on record.

05

Keep support within what the customer paid for

See how many training days, support calls, and site visits remain on each license. Together with updates, these form an entitlement pool attached to the license. Whoever closes a support ticket is asked whether to deduct one from the pool. An annual fee collected up front is spread across the months by number of days, and the share beyond 12 months appears in a separate column.

  • An entitlement pool belongs to the license or to a specific term
  • Remaining entitlements are calculated from the usage log
  • Rounding differences go to the closing month

Accruals your accountant can post from

Your accountant posts the adjusting entry from this table. The Licenses module doesn't create journal entries.

Tracking maintenance and service contracts?Go to Contracts

06Document flow

Sold licenses stay on your radar until renewal

When you issue a sales invoice, any licensed line on it waits for your approval, and approving it opens the license with its first term. As the term nears its end, the expiry reminder can become a task, and the renewal wizard creates the sales quote.

  1. InvoiceFTR-2025-00203
  2. Pending line
  3. LicenseLIS-2025-00088
  4. Expiry reminder
  5. Task
  6. Renewal quoteTEK-2026-00238

07IWB AI

Put idle licenses to work

Ask which licenses expire soon, which are over-installed or unused, and what your renewal rate is. IWB AI asks for your approval before it drafts a renewal quote or assigns a license to an employee or device.

Lookups
4
Actions you approve
2
See how IWB AI works

IWB AI only assigns licenses your company uses. It doesn't read or show license keys.

Answers your questions

  • Which of our licenses are expiring soon?Searching licenses
  • Are any of the licenses we use over-installed?Calculating compliance gaps
  • What was our license renewal rate in the last 12 months?Calculating renewal rate

Acts with your approval

  • Create license renewal quote
  • Assign license

Every action comes to you first as an approval card. IWB AI doesn't create or change records without your approval.

08Capabilities

What you can do with Licenses

  • Pricing rule

    Set a fixed price per product, a percentage of the purchase price, or a late-renewal formula.

  • Assignment import

    Import the assignment list for the licenses you use from a CSV file. Preview the result, then apply it.

  • Offboarding warning

    A departing employee's open license assignment shows as a warning on HR's offboarding checklist.

  • Renewal rate

    See what share of the terms that ended in the last 12 months were renewed, and which ones weren't.

  • License key

    Opens only with separate access. Every view is logged in the audit trail, and keys don't appear in search results.

  • Included modules

    Program modules included in a license are listed on the license with their quantity and price.

  • Licenses on contacts and opportunities

    A customer's licenses show on their contact record and on the opportunity.

  • IWB AI

    Searches licenses and reads compliance and the renewal rate. Asks for your approval before it creates a quote or assigns a license.

09Connected modules

They share the same database and permission model

Industries

10

Frequently asked questions

Does it track both the licenses we sell and the ones we use?

Yes. You track licenses you sell to customers with their terms and renewals, and licenses your company uses with their assignments and compliance, on the same kind of record.

Does issuing an invoice create a license automatically?

No. A license opens with your approval. The licensed line on the invoice goes to the pending lines list, and when you approve it, IWB opens a new license or adds a term to an existing one.

How do I prepare a renewal quote?

Select the licenses to renew, and IWB builds a sales quote from each product's renewal pricing rule. A late renewal adds a late-renewal line to the quote. You can also open a CRM opportunity along with it.

How are license keys protected?

License keys don't appear in the list, stay masked on the license record, and open only with separate access. Every view is logged in the audit trail, and keys are left out of search results.

Does it create accounting entries?

The Licenses module doesn't create journal entries. It shows how fees collected up front spread across the months in accounts 380 and 480 (deferred income), and your accountant (SMMM) uses that table as the basis for the adjusting entry.