Stop paying for software nobody uses
Zefron Licence Manager keeps every licence, subscription, AMC and certificate in one place and shows who really uses each seat. Unused seats, people who left and duplicate tools are found automatically, and every renewal is decided with real usage in front of you.
Why companies overpay for software
Most companies buy software department by department: Microsoft 365 by IT, design tools by engineering, video calls by sales, antivirus and backup by infrastructure. Each purchase has its own renewal date, seat count and owner, usually tracked in a spreadsheet that is out of date the day after it is updated.
The result is predictable. Seats stay paid after people leave, licences bought for a project are never used again, two departments pay for the same tool, and renewals happen automatically because nobody checked usage in time. Typical reviews find a fifth or more of software spend producing no value.
Zefron Licence Manager connects to Microsoft 365 and any SaaS product with a user list, or takes a simple CSV export, and works out what each unused seat costs. Sixty days before a paid renewal the owner decides renew, fewer seats or cancel, and the department head approves the decision.
What Licence Manager does
Spend & usage
- Yearly cost per licence (monthly, quarterly, yearly or one-time)
- Seats active, not used for 30+ days, held by leavers or never assigned
- Money paid for unused seats, per licence and department
- Possible duplicate tools across departments
Integrations
- Microsoft 365: subscriptions, assigned users and last sign-in
- Any SaaS with a user-list API, read-only token
- CSV import from any vendor admin portal
- Secure REST API for IT asset, SSO or purchasing tools
Renewals with approval
- Renewal review opened 60 days before each paid renewal
- Owner decides renew, fewer seats or do not renew
- Department head approves - never the same person
- E-mail reminders before every renewal and expiry
Secure by design
- Licence keys encrypted, reveal needs two-step verification
- Every view, reveal and change logged
- API keys hashed, approved by a second administrator, IP-limited
- Access per category and department
Spreadsheet vs SaaS-management tool vs Zefron
How the three common approaches compare.
| Excel licence register | Separate SaaS-management tool | Zefron Licence Manager | |
|---|---|---|---|
| Licences, AMCs and certificates | Yes, typed by hand | Mostly SaaS subscriptions only | All in one register with files and keys |
| Who uses each seat | Unknown | Yes | Microsoft 365, any SaaS API, CSV or REST API |
| Leavers still holding seats | Found at the next audit | Yes | Matched to your user list and HR sync automatically |
| Renewal decisions | E-mail, often too late | Reminders | Review 60 days ahead, approved by the department head |
| Licence keys | In clear text in the file | Usually not stored | Encrypted, reveal needs two-step verification and is logged |
| Link to quality and compliance | None | None | Same portal as ISO 27001 controls, audits and documents |
| Cost | Staff time | Per-user or per-application subscription | Per application, per site, unlimited users |
Free downloads: 8D, CAPA, PPAP and audit checklist templates →
Where it helps in audits
Licence and asset control is checked in information security and IT audits.
| Requirement | How the portal supports it |
|---|---|
| ISO/IEC 27001 Annex A 5.9 | Inventory of information and other associated assets, including software. |
| ISO/IEC 27001 Annex A 5.11 and 5.18 | Return of assets and removal of access rights when people leave. |
| ISO/IEC 27001 Annex A 5.32 | Intellectual property rights: using software only within its licence terms. |
| SOC 2 CC6.2 and CC6.3 | Granting, changing and removing access, reviewed regularly. |
| Software audits by vendors | Proof of purchase, seat counts and assigned users ready in one place. |
Live in three steps
Configure
We set up your sites, departments, standards, document levels, numbering and approval chains.
Migrate
Your existing procedures, work instructions, forms and records are moved into the portal with their current revision.
Train & go live
Administrators and users are trained online. Most organisations go live within two to four weeks.
See it in the product
Licence Manager product tour (5 minutes)
Frequently asked questions
How does Zefron know if a seat is used?
From the last sign-in or last use reported by the system: Microsoft 365 through its official Graph API, other SaaS products through their user-list API, a CSV export, or our REST API. Seats with no use for 30 days or more are shown as not used.
Which products can be connected?
Microsoft 365 is built in. Any SaaS product that offers a user list with last-login dates through an HTTPS API can be connected with a read-only token, and every other product through a CSV export or our API.
Can someone read our licence keys through the API?
No. Licence keys and notes are encrypted and never leave the portal through the API. Revealing a key in the portal needs two-step verification and is logged.
Does Zefron cancel or change subscriptions?
No. Zefron shows what is unused and records the approved renewal decision. The change itself is made in the vendor portal, so nothing happens without your team.
How is it priced?
Licence Manager is priced per application, per site, per year, with unlimited users - like every Zefron application. It can be bought alone or with the other applications.
Is there a free demo?
Yes. Try the live demo with sample data or book a free 30-minute online demo.
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