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Preparing for a software license compliance audit
When a vendor or an internal auditor asks you to prove what you own and what you run, the hard part is rarely the licensing rules. It is finding the purchase records and a current list of what is installed. LicenseSphere 360 helps you keep that evidence in one place so an audit request does not turn into a month of spreadsheet archaeology.
What audit requests usually ask for
Although the details differ by vendor and contract, requests tend to boil down to a few things: proof of entitlement (what you bought and when), a deployment report (what is installed and where), and a reconciliation of the two. Internal and financial auditors add a fourth: evidence that someone reviews the records and that changes are traceable.
Evidence you can keep in LicenseSphere 360
- License records with vendor, seat count, cost and renewal date, plus purchase order and contract reference fields that point to the original paperwork.
- Seat allocations to named users or devices, so you can show who holds which seat.
- Installed-software lists reported by the endpoint agent on Windows, macOS and Linux (name, version, publisher, install date), refreshed hourly by default.
- An audit trail of key actions, including seat reclaims, which authorised users can review.
- CSV export of licenses and of the audit trail, so you can hand evidence over in a format an auditor can open.
A realistic preparation routine
Do the reconciliation before you are asked. Once a quarter, compare seats purchased with seats allocated and with the installed-software reports for the products that matter most. Resolve differences: either buy the missing seats, remove the unneeded installs, or reclaim the unused allocations. Fixing gaps early is cheaper than explaining them later.
Keep the purchase order and contract references filled in as you renew, not when the request arrives. Name an owner for each large license.
Who should be involved
Audit preparation goes more smoothly when three groups look at the same records. Procurement confirms entitlements and contract references, IT confirms what is deployed, and an auditor or finance reviewer checks that changes are traceable. Fixed roles in LicenseSphere 360 let each group see what it needs without sharing one login.
What this tool does not do
LicenseSphere 360 does not provide legal, audit or compliance advice, and it does not decide whether you are compliant. Many vendor agreements use their own metrics (processor cores, named users, concurrent use) and the tool does not calculate those for you. It does not hold third-party security certifications. What it does is make the underlying records complete, current and exportable.
Related reading: software asset management, license renewal tracking and reducing unused licenses.
Frequently asked questions
Will LicenseSphere 360 tell me whether I am compliant?
No. It organises the records you need and highlights differences you can review, such as seats that appear idle. Compliance conclusions remain with your team, your auditors or your legal advisers.
Can I give an auditor access?
There is a fixed auditor role for reviewing license records and the audit log. Users are provisioned in advance by your organisation and sign in with Google or Microsoft.
What can I export?
Licenses and the audit trail, both as CSV.
Related guides
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