Frequently asked questions

LICENSEWARE is a modular SaaS platform that automates software license analysis. It helps IT, procurement, and compliance teams reduce audit risk, control software costs, and improve visibility across their software estate, using the data they already collect.

The platform is built around three principles: flexibility through publisher-specific apps that solve real licensing problems, open integrations with the IT and ITSM tools customers already use, and pay-as-you-go pricing that removes the multi-year commitments that have defined the SAM category for two decades.

LICENSEWARE is built for the people doing the work, including SAM managers, IT asset managers, procurement leads, compliance teams, and the consulting partners and resellers who serve them. Common scenarios include audit preparation, internal compliance reviews, contract and entitlement validation, software cost reduction, and multi-source software normalization.

Traditional SAM vendors lock customers into rigid suites and multi-year contracts, with long deployments and broad scopes that rarely match actual licensing needs. LICENSEWARE takes a different approach:

• Modular apps for each publisher (Microsoft, Oracle, Red Hat, Adobe, etc.), so you only pay for what you use.
• Open integrations with discovery, ITSM, and inventory tools you already run, no agents required.
• Pay-as-you-go pricing alongside subscriptions, with no minimum commitments.
• Fast time to value, with audit-ready results from your existing data.

The platform currently includes these apps, which can be used independently or in combination:

The full list lives on the apps page.

Yes. LICENSEWARE is SOC 2 Type 1 and Type 2 certified, demonstrating that security controls are both well-designed and operate effectively over time. The platform also follows GDPR principles and is hosted on Google Cloud Platform, which holds ISO/IEC 27001, 27017, 27018, SOC 1/2/3, PCI DSS, HIPAA, and FedRAMP certifications. LICENSEWARE has also been recognized in the Gartner Market Guide for SAM Managed Services in 2025 and 2026.

Sign up on the registration page for your preferred data region. Enter your name, company, job title, email, and a password, then verify your email. You can also sign up with Microsoft SSO directly from the login screen.

Pick the region closest to where your data should reside, for performance and compliance reasons:

• app.licenseware.io, Netherlands (Europe)
• us.licenseware.io, Iowa (United States)
• au.licenseware.io, Sydney (Australia, APAC)

Each instance is fully isolated and customer data does not move between regions.

Yes. Sign up for free and use the platform without a time limit. The free plan includes unlimited data uploads, full app functionality, and reports limited to 10 rows per table. NEO is fully free with no feature restrictions. To unlock unrestricted reports and broader data visibility, upgrade to a paid plan.

Sample data lets you explore the platform with preloaded demo data, so you can see what reports look like before uploading anything yourself. Tick the Load sample data for my account checkbox during registration, or create a new project later with the same option enabled.

Important: projects with preloaded sample data cannot accept manual uploads. To trial your own raw data, create a separate project without sample data enabled.

Yes. LICENSEWARE supports SSO via Microsoft and Google. Click Sign in with Microsoft or Sign in with Google on the login screen, complete authentication with your identity provider (including MFA if your organization requires it), and you will be signed in automatically. Access policies, password rules, and conditional access are controlled by your IT team via your identity provider.

Verification emails occasionally take longer to arrive or land in spam. If yours hasn't arrived:

• Check your spam or junk folder.
• Ask NEO Support (the chat in the bottom-left corner of licenseware.io or the platform) to resend it, or to hand you to a human.
• Or email contact@licenseware.io with the subject Unable to verify email.

Projects are isolated workspaces for data, users, apps and results. Each one is its own tenant: uploads, integrations, apps and reports are scoped to the selected project, users must be invited to each project, and data cannot be moved between projects afterwards, so set them up deliberately. Teams split projects by client, vendor (Oracle, Microsoft), task (audit, true-up, renewal), business unit or region.

Projects can also be white-labelled with your own name, colour, logo, favicon and page title, which partners use when delivering to their clients.

Open Apps, choose the app, and you land on its Uploaders tab. Pick the data source, drag and drop your files or browse for them, and the platform checks the file type. When the status reads Approved, press Process files. If a file is rejected, the Description column says why; it is usually a file-name format, the wrong uploader, or the wrong file type.

The platform is the foundation: account management, projects, data ingestion, security, integrations, and shared services. Apps are publisher-specific or function-specific browser-based analytics modules that run on top of the platform, like Oracle Database Manager or License & Contracts Manager. You only pay for the apps you use, and you can mix and match them based on the licensing problems you are trying to solve.

NEO is LICENSEWARE's agentic AI assistant. It is built specifically for software licensing and runs across the platform with multiple skills, including chat, insights, contract analysis, and support. NEO is fully free with no feature restrictions, even on the free plan.

NEO has dedicated skills for different tasks:

• NEO Chat, answers licensing questions using public sources, stored memory, and any contracts you have uploaded to LCM.
• NEO Insights, analyzes processed data and recommends actions for software rationalization, optimization, and remediation.
• NEO Support, instantly answers product questions by reading the support documentation.
• NEO Context, reads contracts, identifies risks, explains key clauses, and extracts terms.

NEO Insights requires you to invite neo@licenseware.io to your project before it can analyze your data.

Yes. The NEO app is fully free with no feature restrictions, regardless of which plan you are on. You can use NEO Chat, Insights, Support, and Context skills at no additional cost.

SAS is the ITAM Maturity Assessment app. It walks you through a structured questionnaire across multiple ITAM governance dimensions, then uses AI to generate a maturity report with recommendations. It is useful for benchmarking your current ITAM capability, building a roadmap, or justifying investment in a SAM program.

LCM centralises software contracts and licenses. You create them manually or load them in bulk from the Excel template, attach the PDFs (master agreements, order forms, addenda), set renewal reminders so nothing auto-renews or lapses unnoticed, add custom fields, and allocate licenses to deployments or reservations to track consumption. The uploaded contracts also power NEO Insights and NEO Context, so you can ask questions of your own agreements.

GREG reconciles several CSV datasets that describe the same assets or users (Active Directory, a CMDB, discovery tools, vendor exports) into one golden record. You map columns across files, choose a primary or composite key to match records, and set a trust order that decides which source wins when values conflict. The Compare view shows every conflict and the value chosen, and the merged output can be reviewed in-app and downloaded.

A lightweight agent for software metering at scale. It runs as a background service on Linux, Windows and macOS, collects hardware and software inventory plus execution and usage indicators, and uploads them to LICENSEWARE over outbound HTTPS with token authentication; no inbound ports or remote access. You generate a token in the platform, install the Collector and register it; configuration and collection catalogs then update themselves. Technical documentation lives at licenseware-collector.com.

LICENSEWARE supports 58+ data sources across 24 vendors. Common ones include Lansweeper, Microsoft SCCM, Microsoft Configuration Manager, Flexera, Snow, ServiceNow, Red Hat Satellite, vCenter, MAP Toolkit, BigFix, and IBM HMC. Files can be uploaded as XLSX, CSV, JSON, XML, or ZIP. The full list is on the data sources page.

Yes, natively via API. The integration enables real-time synchronization of hardware and software inventory between Lansweeper and LICENSEWARE. No file handling, no scripts, no agents. Your license analysis always runs on the latest data available in Lansweeper.

Yes. You can request an API integration directly from the platform under Uploaders, Request new Uploader. Specify the purpose (for example, push JSON from a CMDB or extract ELP results), the endpoints you need, the authentication method, and any API specs you have. The team will confirm what's supported via the public or scoped API. More complex custom integrations may be scoped as paid features.

Request a new uploader from inside the platform. Go to the Uploaders section, click Request new Uploader, and submit details about the tool or format. Sample data is required to evaluate compatibility. Once validated, the team will confirm and start building. New connectors are typically added based on customer demand.

XLSX, CSV, JSON, XML, and ZIP. Most apps also accept structured templates so you can normalize data from systems that don't have a direct connector. The platform handles ingestion, validation, and normalization automatically.

Yes, through the Microsoft Graph integration: read-only, API-based, no agents, and no changes to your tenant. It pulls user profiles and assigned licenses from Entra ID, Microsoft 365 usage and activity reports, and device inventory from Entra ID and Intune, which feed Microsoft 365 license position analysis, downgrade and dormant-account recommendations, and software recognition in SIM. Set it up under Integrations, Microsoft Graph.

Yes. Lansweeper customers can procure LICENSEWARE as an add-on to their Lansweeper license. The core bundle covers Software Inventory Manager, License & Contracts Manager and NEO; the advanced bundle adds the vendor apps (Microsoft, Oracle Database, Middleware and Java, Red Hat, Adobe), Infrastructure Mapper, the entitlement managers and GREG. Lansweeper Cloud connects directly through the API integration, so no exports are needed.

NEO, Software Inventory Manager, License & Contracts Manager, Infrastructure Mapper and the Oracle apps (Database, Middleware, Java) are language-independent and process data in any language. For the other apps, English data gives the most accurate recognition and license mapping, though German, Spanish, Japanese and Indian regional languages are processed routinely. The interface is in English and translates at browser level. Unsure about a dataset? The team will review it.

LICENSEWARE offers four commercial models so you can match cost to usage:

• Free plan, no time limit, full app functionality, reports capped at 10 rows per table. NEO is fully free.
• Pay-as-you-go, billed by volume of data analyzed, monthly or upfront via quote.
• Subscription, defined number of users with unlimited data and analysis runs for a scoped product over 12 months (custom terms available).
• Custom agreements, including unlimited external subscriptions for service providers and bespoke commercial terms.

The free plan gives you unlimited data uploads across all apps, full app functionality, and reports with limited visibility (up to 10 rows per table). NEO is fully unrestricted. There is no time limit, so you can use it for as long as you want before deciding to upgrade.

You're charged based on the volume of data analyzed (devices, servers, databases, or instances, depending on the app). You can pay upfront via quotation or monthly via automated billing based on actual usage. Once data is analyzed, you keep access to the reports and project results indefinitely, or until you delete the project.

Recommended retail starting prices:

Volume discounts and subscription pricing are available, contact sales@licenseware.io.

Credit and debit cards, bank transfer, and invoice. Most major currencies are supported. Billing frequency can be upfront, quarterly, or monthly (including usage-based billing for pay-as-you-go).

Yes. Volume discounts are available on subscription contracts and large pay-as-you-go commitments. There are also dedicated commercial models for service providers, including unlimited external subscriptions that let partners offer LICENSEWARE to their own clients. Contact sales@licenseware.io for a tailored quote.

Email sales@licenseware.io with the apps you're interested in and an estimate of your environment size (number of devices, databases, or instances). The team will respond with pricing options that match your scope, including pay-as-you-go, subscription, or custom agreements.

Yes. LICENSEWARE is SOC 2 Type 1 and Type 2 certified, runs on Google Cloud Platform, and applies layered security controls:

• TLS 1.2 minimum for all traffic between users and the application.
• Service-to-service encryption using Cilium with WireGuard.
• Encryption at rest using Google-managed keys with automatic rotation.
• Cloudflare WAF and GCP load balancers for DDoS mitigation and traffic filtering.
• Regular Vulnerability Assessment and Penetration Testing (VAPT) following OWASP standards.

All customer data is held on Google Cloud servers in your selected region, and persists until you delete it or ask for it to be removed.

Data does not move between regions.

Yes, both in transit and at rest. Data in transit uses TLS 1.2 or higher between users and the platform, and Cilium with WireGuard for service-to-service traffic. Data at rest is encrypted using Google-managed keys with automatic key rotation, including application storage, persistent volumes, monitoring data, and backups stored in Google Cloud Storage buckets.

Yes. Open Settings, then Security, enter your password to unlock the section, and scan the QR code in the 2FA area with any TOTP authenticator app (Microsoft Authenticator, Google Authenticator, Authy). Enter the 6-digit code it generates and select Enable 2FA. From then on every login asks for the current code, which refreshes every 30 seconds.

If you lose the device, contact your administrator or support to reset MFA. If you sign in via SSO, MFA policies come from your identity provider.

AI processing follows the same residency model as the rest of the platform, with multi-availability zones in Europe, Australia, and North America. Models are deployed on LICENSEWARE's secure infrastructure with API-based inference, and integrate with Microsoft Azure and Google Cloud for compute. No identifiable customer data is used for model training. Documents are only analyzed on demand, when you explicitly request it.

Yes, with the LICENSEWARE Encryptor, a Windows tool for subscribers. It obfuscates confidential fields such as device names consistently across every data source, using a secret phrase you keep, so relationships between files survive. You encrypt each source locally, then either upload the encrypted files yourself or let the Encryptor create the project and start processing. Request the Encryptor for your region (EU, US or AU) from your LICENSEWARE representative.

Until you remove it. Data stays in your project until you delete the project or ask for removal, and on pay-as-you-go you keep access to analysed data, reports and results indefinitely, or until the project is deleted. Deleting a user account removes the user and all data associated with it.

No, and that's deliberate. LICENSEWARE applies AI only where it adds real value, and keeps deterministic, rules-based processing at the core for licensing calculations. AI augments human expertise rather than replacing it, and it never makes binding or business-critical decisions. All outputs are subject to human review.

No. Identifiable customer data is never used for model training or improvement. Documents and data submitted for AI analysis are processed only on demand, when you explicitly request it, and are stored permanently or until you request deletion.

You do. The underlying AI model IP is owned by Microsoft Azure and Google Cloud as the inference providers, but the results NEO produces from your data are fully owned by you as the customer.

LICENSEWARE uses a combination of machine learning and generative AI, with inference layered behind a secure API. The underlying models are hosted on Microsoft Azure and Google Cloud, deployed across multi-availability zones in Europe, Australia, and North America. Incident response includes AI-specific safeguards like data leak prevention, third-party API vulnerability management, and adversarial attack monitoring.

Three ways:

• NEO Support, the chat in the bottom-left corner of the platform, licenseware.io and the knowledge centre. It answers from the product documentation; say speak to a human to be handed to a person.
• The Support Request form, behind the headphone icon in the top-right of the platform.
• Email support@licenseware.io.

Custom SLAs can be agreed under enterprise contracts.

All requests can be submitted from inside the platform:

• New uploader or data source, in the Uploaders section, click Request new Uploader and provide details plus sample data.
• API integration, follow the same flow and specify endpoints, auth method, and use case.
• New app, in the Apps section, click Request new App and describe the functionality.
• Custom report or feature, raise a Support Request with the requirement and use case.

Requests are reviewed and prioritized based on demand. Custom builds are available under paid engagements when guaranteed delivery is needed.

Two ways:

• From the sign-in page, click Forgot password, enter your registered email and follow the link you receive.
• Inside the platform, open Settings, then the Manage account tab, and scroll to the change-password option.

If you sign in with Microsoft or Google SSO, your password is managed by your identity provider, not in LICENSEWARE.

Account deletion is done on request so we can verify it's you. Email contact@licenseware.io from the address associated with your account, or use the in-app support button. We verify your identity, remove your user and all data associated with it, and send you a confirmation email.