An expiry date becomes a piece of work with an owner, not a reminder.
For your own IT team the working face of this module is renewal tracking: which licence expires when, which server’s maintenance contract is running out, when a warranty closes and who owns that job. The dates sit on the inventory records themselves, and the automation turns them into alerts at 90, 30 and 7 days and on the expiry day, plus a single follow-up task per device. If you are a service provider, a full sales line rides on the same data: product catalogue, multi-line quotes, suppliers and commission. The two never mix — in organization mode the entire sales group disappears from the menu and only the Licence, Support and Warranty screen remains.
Licence, support and warranty expiry raises one alert each at 90 days, 30 days, 7 days and on the day itself, and the first threshold opens a single follow-up task for the device. A date already in the past creates that task as urgent. The same device, date and threshold never produce a second task or notification, so nobody is buried in alerts.
Change the date and a new lifecycle begins, with fresh follow-up generated for the new date, while the previous period’s record is not deleted. How many times a server’s maintenance contract has been renewed, and at what intervals, stays on the record. You do not keep that history in a separate spreadsheet.
The task is tied to the department the inventory record belongs to, and lands on the owner you choose in the automation settings. Notifications go out by email, WhatsApp or both; the two channels run independently and leave separate audit trails. Task and notification show the device’s current user alongside earlier users from the assignment history, so you can see who a renewal will affect.
Licences, subscriptions, support and warranties already running sit in an “Existing” state: no price to enter, and no cost or margin fields kept. They still feed inventory, the licence and support view, and renewal notifications. Legacy spreadsheets are read server side, matched against records you already have, and duplicate lifecycle rows are skipped.
Hardware attaches to a device in inventory when it is recorded, and can create a new hardware record if none is picked. A Microsoft 365 subscription, a protection licence, vendor support or a service is not a device: nothing fictitious is added to inventory. Where it fits, the record links to a device you already have and updates that device’s licence, support and warranty lifecycle. A product can only pair with a device in the same scope.
Technical users see the product, its model, quantity, linked device and the licence, support and warranty dates; cost, sell price, margin, supplier and commercial notes are not merely hidden in the interface but never sent to them at the API level. Portal users see only their own products and expiry dates — cost, gross margin, commission and supplier purchase prices never travel there. In organization mode cost and margin are not a subject at all.
The catalogue is a reusable template and belongs to nobody; a quote is a price snapshot in time; a customer product is what is in use; inventory is the physical device. The flow runs one way: catalogue, quote, won or existing product, a device record where needed, then renewal and support. Each step copies from the one before instead of depending on it, so a later change cannot rewrite history.
This point and the next appear only on the MSP surface. The quote version the customer received cannot be edited; when products, prices or scope must change, “Revise quote” opens a new draft such as R2 or R3 under the same quote root and the sent version stays read-only in the history. Reports and CSV exports carry the quote number and the revision number in separate columns, so old and new totals never blend.
When a quote is saved, the product name, description, quantity, cost and sell price, discount, currency and chosen supplier are stored as they were at that moment, so a later catalogue or exchange-rate move leaves the earlier quote alone. The catalogue is not a price list but a hierarchy of product group, manufacturer, family, model, variant or bundle and SKU, where anything sold separately is its own record. Commission is not a fixed product attribute: the referrer and the payee are chosen separately on the quote, the calculation is either a percentage of gross margin or a flat amount, and reports show gross margin, commission and net contribution after commission separately.
In the automation area under Settings you switch on licence and support tracking and choose the task owner, the notification channel and the WhatsApp recipient. The email wording comes from the licence and support alert template under notification templates. With no WhatsApp connection configured, task creation and the email flow carry on unaffected.
It does not. Licences, subscriptions, vendor support and services are not devices, so nothing fictitious is added to inventory. Where it fits, the product is linked to a device you already have, and that device’s licence, support and warranty lifecycle is updated.
Imported rows become product records in the “Existing” state: no price required and no sale recorded, but their expiry dates do feed renewal notifications. The file is read server side rather than in the browser, matched against records you already have, and duplicate lifecycle rows are skipped.
No. The whole sales group disappears from that menu: quotes, catalogue, suppliers, customer products and the quote template are not there. Organization mode keeps only the Licence, Support and Warranty screen, which turns expiry dates into tasks through the same lifecycle automation, and cost and margin are never discussed on that surface.
Not the version you sent. Revising opens a new draft under the same quote root while the earlier version stays read-only in the history, so the document in the customer’s hands and the record in the system never drift apart. The commission details are copied forward to the new revision.
The Suppliers screen keeps alternative purchase sources for one product, and different suppliers can price the same item. The manufacturer part number and the distributor’s own code are separate fields and are not mixed. The Turkish customs tariff code is optional; when entered it must be exactly twelve digits and is never guessed from the product name.
Organization IT teams and IT managers who have to chase licence, support and warranty expiry dates, and, on the service-provider side, sales teams building quotes and account managers tracking renewals.
Let us open a workspace for you and try it with your own customers and devices. We will guide you through setup and data migration.
