IT Asset & Licence Management
Know exactly what software, hardware and cloud subscriptions you own and use, stop paying for the rest, and face vendor audits with confidence.
Is this for you?
You might need this if…
A vendor has announced a licence audit, or you fear one is coming.
You pay for Microsoft 365, Oracle or SAP licences but are not sure how many are actually used.
Departments buy SaaS tools on their own, and nobody has a full list of subscriptions or renewal dates.
Laptops and other devices disappear when people leave, and the asset register is out of date.
What we deliver
What it covers
Software licence optimisation
We compare what you are licensed for with what is installed and used for major vendors such as Microsoft, Oracle and SAP. You get concrete ways to reduce spend, from removing unused licences to choosing better-fitting licence types.
Software and hardware asset management
We set up processes and tools to track assets from purchase to disposal, including discovery, ownership and lifecycle. You always know what you have, where it is and who uses it.
Cloud subscription and SaaS spend management
We find all SaaS and cloud subscriptions, including those bought outside IT, and track usage, owners and renewals. Unused seats and overlapping tools are removed before the next renewal.
Audit defence and compliance
We prepare your licence position before an audit, review the vendor’s claims and support you through the process. You avoid unexpected back-payments and keep control of the conversation.
Our approach
How we work
01
Discover
We collect installation, usage and entitlement data from discovery tools, contracts, invoices and purchase records.
02
Reconcile
Entitlements are matched against actual deployment and use, vendor by vendor, to build an effective licence position.
03
Optimise
Savings and compliance risks are prioritised, and agreed actions such as reharvesting, downgrades or renegotiation are carried out.
04
Sustain
Ongoing asset management processes, renewal tracking and regular reporting keep the position accurate.
Best practices
What we bring to every engagement
Know your entitlements first
A complete picture of contracts and proofs of purchase is the foundation of every licence position.
Measure use, not just installation
Usage data shows which licences can be reharvested or downgraded, which installation data alone cannot.
Act before renewals
Optimisation is timed to renewal and true-up dates, when changes actually reduce the bill.
Manage the full lifecycle
Assets are tracked from request to secure disposal, linked to joiner and leaver processes.
Be audit-ready at all times
An up-to-date licence position turns an audit letter into a routine exercise instead of a crisis.
Align with established standards
Processes follow ISO/IEC 19770 principles for IT asset management, scaled to your organisation.
Outcomes
What you get
- An effective licence position for major software vendors
- Concrete savings opportunities, prioritised by value
- A complete inventory of SaaS and cloud subscriptions
- An accurate hardware and software asset register
- A renewal calendar with owners and decision points
- Readiness to respond to vendor audits
AI-powered
Unleash the power of AI
We offer the possibility of using AI throughout this work: ready-to-use AI tools, or a customised version built for your organisation that can run inside your own infrastructure. In licence management, AI reads contracts and invoices to extract entitlements and terms, normalises messy software inventory data and flags unused licences and overlapping SaaS tools, so the licence position is built faster and kept current with less manual work.
Starter offer
Licence Position Review
A fixed-scope, four-week review of one or two major software vendors or your SaaS portfolio that shows your licence position, compliance risks and savings opportunities.
Week 1
Gather
Kick-off and collection of contracts, entitlements, invoices and installation and usage data.
Week 2
Reconcile
Matching of entitlements against actual deployment and use for the selected vendors.
Week 3
Quantify
Identification of compliance gaps, unused licences and better-fitting licence options.
Week 4
Advise
Findings and recommended actions presented, timed against upcoming renewals.
You receive
- An effective licence position for the selected vendors or SaaS portfolio
- A list of compliance risks and how to address them
- Prioritised savings opportunities
- Recommended actions ahead of renewals and true-ups
FAQ
Frequently asked questions
How long does a licence review take?
A review of one or two major vendors usually takes three to six weeks, depending on the quality of the data and contracts available. Broader asset management programmes are built up over several months.
We have received an audit letter. What should we do first?
Avoid sharing data with the vendor before you understand your own position. Contact us early, and we will help you agree the scope and process with the auditor and prepare your licence position.
Do we need a dedicated asset management tool?
Not always. We often start with the discovery and endpoint management tools you already have, such as Microsoft Intune or Configuration Manager, and recommend a dedicated tool only when the scale requires it.
How does Altechy work with licence specialists?
Altechy is your single point of contact, and we bring licensing specialists from partner firms in our network for each vendor. Our advice is based on your needs, not on reselling licences.
Related services
Cloud Operations & FinOps Technology Strategy & Advisory Microsoft 365 & Collaboration ERP & Finance Platforms End-user Computing Multi-vendor Service Integration (SIAM)
Let’s get your licences and assets under control
Book a free 60-minute idea session. We explore your challenges and opportunities with you, and suggest where to start — with no obligation.