Strength 1
Overview per client
From the orders teamspace derives who holds which product, since when and at what price. Nobody maintains this list a second time.
Licence management software: licences, maintenance and contracts at a glance.
Licence management software runs licences, maintenance and managed services as duration products, with no stock to keep. teamspace derives from the orders which client holds which licence, how many and since when, without anyone maintaining the list twice.
Day to day
Run products without keeping a warehouse.
Professional services firms sell more than hours. Licences, maintenance and managed services are products, just without a shelf. teamspace takes three things in hand for them.
Strength 2
Products without stock
Licences, subscriptions and maintenance pile up nowhere. They run as duration products and bill on the cycle you set.
Strength 3
Follow-up actions on the item
The maintenance line and the supplier order are held on the item. In the order they stand ready at a single touch.
The overview
How many licences does the client hold right now?
Licences are rarely bought all at once. They grow across many quotes and orders, some come in, some fall away. Anyone who then wants to know how many a client holds today is searching through a heap of separate documents.
A product brings these line items together, whatever document they come from, and shows the state at any point in time.
- Current state at a glance: how many licences are active today, consolidated from all orders.
- History over time: how the number has developed, up as well as down.
- Automatic per client: the product overview sits as a tab in the digital customer record and is always current.
Anyone reselling licences on to their own clients can pull the whole list per client here: which products, how many, at what average monthly price. For managed support, the revenue per product is shown in the same way.
The item
Its follow-up actions hang on the item.
A product in teamspace is more than a price. Whatever is set up once on the item turns up again in the order by itself.
Einmal am Artikel gepflegt, steht im Auftrag mit einem Griff bereit.
More than a catalogue
A product can also be a single instance.
A product need not be a catalogue entry. It can represent a single instance, for example a particular company car or one device. All documents for it then gather in one place.
- Invoices, services and maintenance for this one instance come together on the same product.
- One view instead of many filings: whatever hangs on the instance is at a glance.
- Freely usable, wherever costs and services belong to a single object.
That way the product master becomes a tool that can do more than count licences.
“Time tracking is far simpler and more convenient than in Excel.”
First call
How are your products structured?
We look at your product structure: which licences, maintenance and duration contracts come together, and on what cycle they bill.
Prices
Prices, tiers and adjustments per client.
The prices hang on the item, not in a separate table. teamspace keeps a price list per client, with tiered rates and volume discounts.
- Tiered prices and volume scales, closed, open or as a percentage tier.
- VAT rate and ledger account are held on the item and stand ready for accounting.
- Price adjustment across many items at once, taking effect from the next period if you wish.
That keeps the price consistent, from the price list through the quote to the invoice.
Measure success
Every product stays measurable.
Because the product data arises from the orders, teamspace answers the questions a catalogue cannot: what does a product bring in, and where is a contract running out?
- Revenue
Per product
visible across all clients
- History
Licence count over time
traceable up and down
- Remaining term
Visible before expiry
through the order filter
- Auto
Renewal
as long as not cancelled
Setting up
Many similar products via templates.
Setting up every product fully by hand costs time. With templates the defaults are already in place, only the finer points come per product.
- One template per product type, for example software licence, managed service or hardware item.
- VAT rate, account, maintenance line and billing method are pre-filled.
- Freely adjustable, wherever a product differs from the template.
Use cases
Where the products turn up in the document.
A product rarely stands alone. It runs through quote, order and invoice, and shares the same line items and prices with them.
Order management
Products sit as line items on the order, the status runs along day by day.
Learn moreOrder billing
From billable line items the invoice is made in one click.
Learn moreCreate quotes
Products from the item master land in the quote with price and tier.
Learn moreQuote follow-up
Follow open quotes systematically, with a reminder on the due date.
Learn moreDunning
Open receivables climb in several stages, each stage with its own deadline.
Learn moreRecurring invoices
Licences and maintenance run as a contract that bills itself each period.
Learn moreScope of functions
Features around licence management.
Products
- Master data per item with VAT rate and ledger account
- Tiered prices, volume discounts and volume scales
- Price list per client
- Top-level price adjustment across many items
- Set up products via templates
Contracts and overview
- Product overview per client from the orders
- Licences with duration and automatic renewal
- Duration products with periodic billing
- Maintenance fee with included free periods
- Revenue per product visible
Use in the document
- In quotes and orders
- Generate a maintenance line from the item
- Trigger a procurement line with the supplier
- Move a line item as a reference into another order
- Recurring invoices for licences and maintenance
Part of the invoicing software
The order is the billing hub.
Products become line items in the order, on the order hours, flat rates and travel costs gather until it proposes the finished invoice. Quote, dunning, e-invoicing and the DATEV booking-data service all run in the same system. How it all fits together is shown in the invoicing software overview.
To the invoicing softwareWhat it is about
What licence management software delivers.
Licence management software runs the services a professional services firm sells as duration products with master data, prices and contract terms: software licences, managed services, maintenance packages, hardware and training. Unlike in retail, it needs no stock management, because these products pile up nowhere. Many of them are duration products, delivered continuously and billed periodically.
The benefit shows in day-to-day work: because the product data arises from the orders, you see per client who holds which product, at what price and how long the contract still runs. Prices come from the price list with tiers and discounts, ongoing contracts bill through recurring invoices, and the renewal business is carried forward by the CRM as a sales opportunity.
We have been developing teamspace since 1999 in Darmstadt. Operations run in an ISO 27001 certified data centre in Frankfurt am Main, with data processing exclusively in the EU. The contracting party is 5 POINT AG, a German public limited company under German law.
Related modules
What the products hang on.
A product arises in the order, gets billed and is followed up in the contact. Three modules access it directly.
Online time tracking
Hours booked on maintenance and service are the basis of every effort line. Booking and billing run on the same employee.
- Project time and attendance
- Release before billing
- Stopwatch, browser, web app
Project management
From the order the project arises with budget, phases and team. Effort and flat rates flow back into the invoice.
- Project from the order
- Plan, actual and forecast
- Post-calculation on the order
CRM
Organisation, contact and activity record who uses which product. The renewal becomes the sales opportunity.
- Product view per client
- Renewal as an opportunity
- Full client history
First call
We go through your products and contracts once together.
We open up together how your licences, maintenance and duration contracts run, and where teamspace takes the duplicate upkeep out.
Frequently asked questions on licence management
Can I see which client holds which product?
Yes. teamspace derives from the orders who uses which product, at what price and how long the contract still runs. For licences you see the development of the licence count over the term, for managed support the revenue per product. You do not maintain the data twice.
Do I need stock management for this?
No. Licences, subscriptions, maintenance and managed services are not tangible, they pile up nowhere. teamspace runs them as duration products with prices and contract terms, without managing inventory. Hardware can also be run as an item, then with a purchase and a sale price.
How are duration products billed?
Through duration line items: the order becomes the contract that renews automatically and issues its invoice on the cycle you set, monthly, quarterly or yearly. How this runs in detail, from the free allowance to the automatic invoice run, is shown by recurring invoices.
How does licence management differ from order management?
Order management runs the single order with its line items and its status. Licence management bundles a product across all orders and shows per client who has held it since when and at what price. Both share the same document line items.
How do I set up many similar products?
Via templates. One template per product type pre-fills VAT rate, account, billing method and maintenance line, so only the finer points come per product. That saves setting them up by hand again and again.