{"id":5648,"date":"2024-04-23T09:37:00","date_gmt":"2024-04-23T07:37:00","guid":{"rendered":"https:\/\/www.aagon.com\/license-audit-preparation-risks-and-opportunities\/"},"modified":"2026-05-11T10:07:41","modified_gmt":"2026-05-11T08:07:41","slug":"license-audit-preparation-risks-and-opportunities","status":"publish","type":"post","link":"https:\/\/www.aagon.com\/en\/license-audit-preparation-risks-and-opportunities\/","title":{"rendered":"License audit – preparation, risks and opportunities"},"content":{"rendered":"
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Anyone who uses software from Microsoft & Co. must sooner or later expect that the manufacturer will want to carry out a license audit. Companies should be prepared for this scenario. Otherwise there is a risk of high costs and other inconveniences. Find out everything you need to know about license audits and how to stay in control of your software licenses in this blog post. <\/strong><\/p>\n

The global study \"The Compliance Gap\" shows that in 2018 <\/span>37 percent<\/a> <\/span>of the software installed in companies was not or not properly licensed. This not only poses security risks due to <\/span>Outdated software versions<\/a> <\/span>but also the risk of being confronted with high demands and legal consequences from the manufacturer in the course of a software audit.<\/p>\n

Software manufacturers are aware of the fact that there is \"something to be gained\" from license audits in most companies. Accordingly, these audits are carried out consistently. Those who take a preventative approach to license audits and adapt their license management accordingly can prevent license audits from becoming a cost trap - and also significantly optimize their expenditure on software licenses. <\/p>\n

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What is a license audit?<\/span><\/h2>\n

A license audit is a procedure to determine whether software products have been properly and quantitatively acquired by companies and are being used in accordance with the contract. Manufacturers or licensors of software products are entitled to check whether their customers are using the contractually agreed <\/span>License conditions<\/a> <\/span>for the use of their products. This check takes place as part of a software audit. License audits are carried out on a random basis or in the event of concrete suspicion of unlicensed software use. <\/p>\n

License violations can have serious consequences for companies: Depending on the extent, high payments for subsequent licensing may be due. Some manufacturers reserve the right to claim retroactive maintenance costs for license use in previous years. In addition, claims for damages can also be asserted. <\/p>\n

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Who can carry out license audits?<\/h3>\n

Audits are carried out either directly by the software manufacturer or by external interest groups such as the BSA (Business Software Alliance). The actual implementation of the audit can vary depending on the scope and complexity of the software solutions. In advance, the company is informed by the manufacturer or licensor in a letter that the legally compliant use of its products is to be audited. <\/p>\n

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Legal bases and license audit clauses<\/span><\/h2>\n

Software manufacturers have a legitimate interest in reviewing the scope and intensity of use of the software licenses used in the licensees' companies. The exact regulations for license audits can be found in the respective software license agreement. Licensees should use every opportunity to negotiate the content of the audit clause in such a way that economic and legal interests are safeguarded. <\/p>\n

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Software audit checklist<\/span><\/h2>\n

Specifically, licensees should pay particular attention to the following points in license clauses:<\/p>\n