The Yearly Software Licence Check-Up That Stops Overpaying

You cannot fix what you cannot see. Start by building one list. The best sources are:

• your bank and card statements for the past twelve months
• invoices in your email (search for words like "invoice", "renewal" or "subscription")
• your accountant's records
• a quick message to each team leader: "Which online tools do you pay for?"

For each item, note the name, what it is used for, how many seats (user accounts), the cost period (monthly or yearly), the renewal date and who is responsible for it. A simple spreadsheet is enough.

This is where most savings hide. Open the admin page of each tool and compare the list of users with your current staff list.

• Ex-employees: anyone who has left should have their account closed or reassigned. This also matters for security, because a forgotten account is an open door.
• Inactive users: many tools show the last time someone logged in. If a person has not used a tool in months, ask whether they need it.
• Spare seats: sometimes you bought ten seats "just in case" and only use six.

Before deleting any account, make sure important emails and files are saved or moved to a colleague.

As teams grow, different people solve the same problem in different ways. Look for pairs like:

• two video meeting tools
• two file storage services
• separate chat apps when your office suite already includes one
• several design or PDF tools doing similar jobs

Imagine a 20-person import business paying for Microsoft 365, which includes Teams, while the sales team also pays for another meeting app out of habit. Choosing one and training everyone on it saves money and confusion.

Most software comes in several levels, from basic to premium. It is common for everyone to be placed on the top plan by default.

Ask for each person: which features do they really use? For example, a receptionist who only needs email may not need the same plan as an analyst who uses advanced Excel every day. Many vendors let you mix plan levels within one company.

The reverse also happens. Sometimes a team struggles because their plan is too basic. A check-up is a chance to fix both.

Many subscriptions can be paid monthly or yearly.

• Yearly payments are often cheaper per month, but you commit for the whole year.
• Monthly payments cost more over time, but give you flexibility if your team size changes often.

A simple rule: for core tools your whole team will use all year, yearly often makes sense. For new tools you are still testing, or for seasonal staff, monthly keeps you flexible. Always check the vendor's cancellation and reduction rules before committing.

Two final checks protect you from bad surprises.

Renewal calendar. Put every renewal date in a shared calendar, with a reminder 30 days before. That gives you time to review, reduce seats or negotiate, instead of discovering the charge after it happens.

Who owns the admin account? This is often forgotten. If the main admin account for your email or software is tied to a former employee or an outside freelancer, you could lose control of your own business tools. Make sure:

• the admin login uses a company email address, not a personal one
• at least two trusted people have admin access
• passwords and recovery details are stored safely

Repeat the whole check-up once a year, for example every January or before your financial year ends.

The steps above work anywhere, but a few points are specific to how Moroccan businesses tend to buy software.

Personal cards and scattered invoices. In many SMEs, subscriptions were first paid with the owner's or an employee's personal card, often in euros or dollars. Years later, nobody is sure which tools the company really owns, and the receipts are not proper invoices in the company's name. During your check-up, move business tools onto company accounts and a company payment method, so every renewal produces an invoice your accountant can use.

Buying through a local reseller. Purchasing Microsoft, Adobe or Autodesk licences through an authorised reseller in Morocco usually means an invoice in dirhams, issued to your company with its ICE and TVA shown. That makes the cost easier to track and to record in your accounts. It also gives you one local contact when you need to add or reduce seats.

Licences that are too cheap. Very low-priced licence keys offered on social media or marketplaces are a common trap. They may be for home use only, resold from another country, or simply invalid. They can stop working at any time, and they leave your business exposed if a vendor checks your licence compliance. If a price looks far below what an authorised seller offers, ask where it comes from.

Staff who come and go. Seasonal and short-contract staff are common in sectors like tourism, retail and agriculture. Agree in advance who closes their accounts and reassigns their licences when they leave, so seats do not pile up between seasons.

Family members with access. In family-run businesses, relatives sometimes keep admin access to tools long after they stop working in the company. Include them in your Step 2 review, kindly but firmly.

Finally, line up your renewal dates with your financial year where possible. It makes budgeting simpler and gives you a natural moment to review everything at once.

If you would rather not do this alone, Africodex can run a licence check-up with you. We review your Microsoft, Adobe, Google and other subscriptions, suggest where to reduce or adjust, and manage renewals through one local contact in Morocco. Our IT consulting team can also help with procurement planning as your business grows.