Client Challenge
The client, a provider of engineering software, faced significant challenges managing their 1- and 3-year licenses. Each license was tied to a unique email address, with some clients purchasing multiple licenses for their teams. Previously, the client lacked an effective tracking system, relying on labor-intensive manual processes. Staff spent days sifting through exported order data and support tickets to manage renewals and ensure accurate licensing, leading to inefficiencies and potential errors.
Solution Delivered
To address this, I developed a comprehensive license management tool that transformed their operations. The solution enables real-time processing of new orders, capturing critical details such as:
License assignment date
License duration
Billing email
All licensed emails associated with a single billing customer
Available license seats
Upcoming expirations
+ Many more features
Additionally, I implemented a suite of automated backend systems to streamline renewals. Customers now receive four automated renewal notices starting 30 days before expiration, complete with payment links and seamless payment attribution for renewals. This automation eliminates manual intervention, ensuring a smooth customer experience.
Impact
The tool has saved the client hundreds of hours in data processing annually, translating to estimated cost savings of £150,000 per year. By automating license tracking and renewals, the system has enhanced operational efficiency, reduced errors, and allowed the client to focus on core business activities.