›Why software license management needs a structured workflow
Software is now the fastest-growing IT spend line, yet most mid-market companies manage licenses with purchase records and guesswork. The consequences cut both ways: overbuying (20-40% of licenses unused) and underbuying (compliance gaps exposed during vendor audits, with true-up bills reaching six figures).
Without a structured workflow, nobody knows how many copies of each title are actually installed versus licensed — and the finance team only finds out at renewal or audit time.
Utilyx models software asset management as an executable workflow aligned with ISO 19770: auto-count, compliance status, threshold alerts, optimization recommendations and audit-ready PDF reporting.
›The automated license management workflow
- Installation discovery: the discovery agent scans endpoints and servers for installed software titles, versions and editions.
- License catalog: purchase orders and contracts are registered in the license catalog with entitlement counts, metric (per-device, per-user, per-core) and renewal date.
- Auto-count: the workflow reconciles installed instances against licensed entitlements by title and edition — updated on every discovery cycle.
- Compliance status: each title is flagged compliant, at-risk (within 10% of threshold) or non-compliant (over-deployed).
- Threshold alerts: the AI copilot sends alerts at configurable thresholds (90%, 95%, 100%) to the IT manager and procurement.
- Optimization recommendations: the AI identifies dormant installs (installed but unused for 90+ days), over-licensed titles, and consolidation opportunities — with estimated savings.
- PDF license report: usePDF generates a SAM report aligned with ISO 19770 for audits and renewals, in 7 languages.
- Archiving: useArchive retains every license snapshot, entitlement proof and reconciliation record for the audit trail.
›Concrete benefits
Organizations deploying Utilyx cut software spend by 25-35% in the first year (eliminating dormant licenses and right-sizing renewals), achieve 100% audit readiness, and remove the manual reconciliation effort.
The ITAM copilot builds the SAM workflow from a natural-language description — no SAM-certified consultant required, at 70% lower TCO than legacy SAM suites.
›The workflow in real time
Every node is executable, every branch is testable. Visualize the actual flow of your data while you design.
Frequently asked questions
Does the workflow support ISO 19770 SAM requirements?
Yes. The license catalog, entitlement reconciliation and PDF reporting are aligned with ISO/IEC 19770-1 SAM standards, and useArchive retains the audit trail required by auditors.
Can the AI recommend license optimization?
Yes. The copilot identifies dormant installs, over-licensed titles and consolidation opportunities, with estimated savings on every recommendation.
Ready to automate your processes?
Utilyx lets you design, automate and orchestrate your workflows visually — with an AI copilot, OCR, PDF generation and legal archiving. Start in minutes, not weeks.