Software Licence Procurement
When a licence is bought against the wrong metric, you both overpay and create an audit exposure. The right licence is chosen based on the organisation's actual usage.
- With Mipo
- 6/ 7
- Shared
- 1/ 7
Which step of the supply process belongs to whom is written before the contract.
Mipo procures corporate software licences through authorised channels and takes over the renewal tracking of the licence inventory. The correct licence metric is determined by user count, server core count and virtualisation architecture; unnecessary licence purchases and non-compliance risk are prevented.
In licence procurement, which step is whose responsibility.
In procurement projects most disputes arise from the question “who was supposed to do this”. The answer is in the table before the contract.
| Step | Detail | Owner |
|---|---|---|
| Usage inventory | Actual user, device and core count | Mipo · Client |
| Existing licence review | Available, usable and surplus licences | Mipo |
| Metric selection | User / device / core comparison | Mipo |
| Procurement | Purchase through authorised channel, registered in client name | Mipo |
| Activation | Assignment to systems and verification | Mipo |
| Renewal calendar | Monitoring expiry dates and advance notification | Mipo |
| Compliance file | Keeping records current for audit purposes | Mipo |
Microsoft licences, from vendor to contract: six stops.
Timeline differences arise mainly in the production queue and at customs. We flag both upfront.
- 01 / 06
Count
User, device and physical core counts are verified on-site.
- 02 / 06
Inventory
Existing licence keys and agreements are collected.
- 03 / 06
Gap analysis
What is genuinely missing is separated from what was over-purchased.
- 04 / 06
Metric decision
The most economical licensing option is selected based on virtualisation density.
- 05 / 06
Procurement
Purchase through authorised channel and registration in client name.
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Calendar
Renewal dates are placed under monitoring.
Why we buy software licences from authorised distributors.
User count alone is not sufficient
Windows Server and SQL Server are licensed by physical core count; a separate CAL is required for every user or device accessing the server. A proposal that looks only at headcount leaves the organisation exposed at audit.
The virtualisation break-even point
Once the number of virtual machines exceeds a certain threshold, it becomes cheaper to licence the physical server with unlimited VM rights than to licence each machine individually. The threshold differs for every organisation; it cannot be calculated without an inventory.
Licences are registered in the organisation's name
Even if the agreement ends, the licences remain with the organisation. We do not build a structure that creates supplier dependency.
- The licence costs themselves — the procurement service and the product price are separate items
- End-user training on the software
- Legal representation during manufacturer audits
Questions about software licence procurement.
User count alone is not sufficient; server core count, virtualisation architecture and remote access requirements also change the metric. A comparative recommendation is presented after the inventory has been completed.
In most cases, yes. The first output of the inventory work is a list of licences you already hold and that are available for use; new purchases are made only for genuine gaps.
Licences are registered in the organisation's own name. Even if the agreement ends, the licences remain with the organisation.
Renewal dates are tracked and notification is provided before expiry; the process is never left to chance.
Licence documentation is kept up to date and the records required in the event of an audit request are readily available.