> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assetgullak.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Software Licenses

> Track what you've purchased, from whoever you bought it from, until it's due to renew.

A record of the software your company has actually paid for — vendor, seat count, cost, and when it renews — kept somewhere it won't get lost in an inbox or a spreadsheet nobody remembers to check.

<Note>
  This is a tracking tool, not an automatic reconciliation system: licenses here are recorded by product name, not linked to what's actually detected installed on your devices ([Software Inventory](/features/software)). If you own 50 seats of something, AssetGullak won't automatically tell you 62 are actually installed — you're tracking what you bought, not cross-checking it against what's running. Worth knowing going in, so this does exactly what you expect it to.
</Note>

## What's tracked

| Field                                  | Notes                                                                                                                                                                                                                                                          |
| -------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Product name & vendor**              | Free text — whatever you'd naturally call it                                                                                                                                                                                                                   |
| **Seat count**                         | How many licenses you've purchased                                                                                                                                                                                                                             |
| **Total cost**                         | Optional — divide by seat count yourself if you want a per-seat figure; not every license is cleanly priced per seat (a flat "unlimited users" subscription isn't), so this stays as one number rather than forcing a per-seat model that doesn't always apply |
| **Purchase date**                      | When it was bought                                                                                                                                                                                                                                             |
| **Renewal date**                       | When it's next due — leave blank for a perpetual, one-time license that never renews                                                                                                                                                                           |
| **Renewal cadence**                    | How often it renews, in months — 12 for annual, 36 for a 3-year term, or anything else. Deliberately a plain number rather than a fixed list of options, so a 2-year or 5-year license doesn't need special handling                                           |
| **Vendor contact, license key, notes** | Whatever else is worth having on hand when you're actually dealing with the vendor                                                                                                                                                                             |

Multiple separate license records are allowed for the same product — a "Photoshop – Marketing" purchase and a separate "Photoshop – Design" purchase, different contracts, different renewal dates, tracked as two distinct entries rather than forced into one.

## Renewal status & reminders

Every license shows a renewal status — **valid**, **expiring** (within 30 days), **expired**, or **none** for a perpetual license with no renewal date — the same visual language already used for asset warranty and AMC status, so it's one pattern to recognize, not three different ones across the product.

When a license is expiring soon, a reminder email goes automatically to your company's admins. Renewing it — updating the renewal date — resets that reminder for the new cycle, so you're not reminded about a renewal you already made.

## Finding what you need

The license list can be filtered directly by renewal status — pull up only what's expiring, only what's already expired, or only perpetual licenses with nothing to renew — rather than scanning the full list by eye. Search matches product name and vendor.

## Who can do what

Creating, editing, or deleting a license is restricted to **Owner** and **Admin** roles — this is cost and vendor data, held to the same standard as other financially-sensitive settings in AssetGullak. Viewing the list is open more broadly, so IT staff can see what's actually licensed without needing to touch the underlying records.