Licensing Renewals
Bytes Software Services are specialised in assisting our customers reduce the headache of managing, software licensing renewals. We have developed automated systems to help the renewal process and our account teams are focused on obtaining the best renewals deals.
Automating the Renewal Process
Our Software Licensing Portal has a renewals database which is based upon a traffic light system and automatically sends out e-mails reminders to any given relevant personnel giving them 90, 60 and 30 days notice until the renewal is due. In fact we let you decide how many days in advance you prefer the reminders to come through.
Also if the agreement is mid-term but approaching its anniversary and the purchase activity has clearly out performed its expectations, notice will also be given of upward re levelling to achieve greater discounts.
Renewal Renegotiations
We use renewals as an opportunity to renegotiate with vendors on behalf of our customers, in order to lower the renewal pricing for support/maintenance and any additional licenses required.
We have had great success in leveraging discount when timing the renewal to coincide with the vendor quarter / year end and we always insist that maintenance is co-terminated within existing contracts.
Reporting of all quotes and orders split by vendor, region and cluster comes as standard with our service making it very easy to collate data for the renewal negotiations.
Contract Management
Our portal has the functionality to store copies of our customer's software licensing contracts. As well as being a centralised repository for scanned contracts we can highlight special terms and conditions and build a repository for dialogue as e-mails can be stored within the contract database.
Risk Reward Service
We are happy to share gains with our customers, if we can prove that we have saved money on a specific vendor renewal then we are happy to only be paid a proportion of that saving, therefore incentivising us further to ensure our customers get the best possible pricing.
Vendor Engagements
In addition to our Portal services and the robust systems we have in place, our very close vendor engagements across a wide range of vendors from tier one vendors, through to specialist or niche vendors, enable us to monitor and alert our customers with details on upcoming renewals to ensure that these are always captured and interrogated through all of our Renewal Service offerings. Large or small – you can be assured that your Software Portfolio is well supported and managed.
Zero Tracking SKUs
When negotiating new Software Agreements clients will often overbuy licenses to meet upcoming forecasts for the deployment of new IT assets or will wish to aggregate purchases to qualify for a specific discount in the future. At other times, as part of a specific software agreement, an organisation may negotiate the right to deploy software licenses before paying for them, based on the understanding that they will later report and pay for the licenses. In either case, it is up to the purchasing organisation to keep track of the number of licenses originally purchased, the number of licenses deployed and the number of licenses that need to be purchased to meet the contractual obligations. We help clients to simplify this process by creating tracking partcodes or a stock keeping unit (SKU). The tracking SKU is a zero pound SKU that is added to a purchase order to create an audit trail for a specific software license. Tracking SKUs can also be used to help departmental billing and cost allocation.
Benchmarking
With hundreds of trading customers we can track pricing supplied by vendors as well as record any special concessions that we've managed to obtain, this could vary from be contractual benefits or discounted pricing. We use this information to directly benchmark renewals and our customers see the value that we give back to them.
Contact your Bytes Software Services account manager today to find out more about the services that you could be benefiting from!
