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16.10.2025

Managing Software License Compliance in Growing Companies: Common Cases and Good Practices

Managing Software License Compliance in Growing Companies: Common Cases and Good Practices

ManagingSoftware License Compliance in Growing Companies: Common Cases and GoodPractices

Theimportance of software license management is becoming more pronounced ascompanies expand and rely on technology solutions, and ignoring this aspect canexpose organizations to legal and financial risks.Here are
some of the common situations that growing businesses may face when dealingwith software licenses, with recommendations to avoid them.
EducationalLicenses – Autodesk / AutoCAD
  • Status: Get an educational copy of AutoCAD at a discounted price, then use it in commercial projects.
  • Impact: It is a clear violation of the  terms of the license and may result in financial claims up to times the value of the original license
  • Good Practice: Verify the type and scope of the license before use, and retain proof of purchase or educational eligibility.

Rapidgrowth and number of users – Microsoft 365 / Office
  • Status: A company that started with only five licenses, then expanded its number of employees to 15 while continuing to use the same licenses.
  • Impact: Sharing accounts or exceeding the number allowed constitutes a breach of contract and may result in additional financial obligations
  • Good Practice: Review the number of licenses periodically, and expand subscriptions in proportion to the size of the team.

Shareand use concurrently – Adobe Creative Cloud
  • Status: Using one license on multiple devices or from more than one user at the same time.
  • Impact: Adobe's licenses are individual and do not allow for multiple simultaneous use, otherwise the company would be subject to lawsuits
  • Good practice: Use Teams/Enterprise plans to assign licenses to each user as needed
ServerLicense – Windows Server / SQL Server
  • Status: Running server systems without obtaining correct licenses for users or devices.
  • Impact: Server licensing models are complex, and any malfunction can lead to high costs and operational difficulties.
  • Good practice: Identify the appropriate model (per user/device or per kernel), and clearly document the use of licenses.
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Adherenceto software licenses is a strategic administrative and investment measure thatprotects companies from significant legal and financial risks.
Commitment enhances companies' credibility with their partners and customers,and contributes to reducing security and operational risks.
In addition, adhering to software licenses protects companies from financialrisks such as:
  • Compensation: The company may be forced to pay damages to the developers or companies that own the affected software.
  • Legal costs: Companies facing lawsuits may have to pay legal defense costs that can be prohibitive.
  • Failure to receive official updates and maintenance: Unlicensed software may not receive the necessary security updates, putting the system at risk.
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Developingclear policies to manage software license compliance is an essential step toensure safe and sustainable growth, and to avoid financial damage that mayarise from non-compliance.

Forexpert advice on how to effectively manage software licenses in your company,contact us now.

 

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