How to Prepare for a Software Licence Audit

Posté 2026-01-29 13:41:49

A software licence audit can happen at any time—and when it does, you typically have just 72 hours to provide proof of every licence in use. Without valid documentation, you face automatic penalties, forced software removal, and legal exposure. The good news? You don’t have to be reactive. With proper preparation, you can turn audit anxiety into compliance confidence.

Get ready for any audit with expert support at licences.

What Triggers an Audit?

Audits aren’t random. Common triggers include:

Anonymous tips from former employees or competitors
Public-facing servers running unlicensed software
Vendor licence reconciliation campaigns (e.g., Microsoft, Adobe)
Routine inspections by tax or labor authorities

Once initiated, you must provide invoices, activation records, or vendor confirmations for every installation—or be treated as non-compliant.

Why Documentation Is Your Only Defense

Under Spanish law, the burden of proof lies with you. Screenshots, verbal assurances, or “I bought it online” won’t suffice. Auditors require official documentation tied to your organization. If you’ve lost invoices, used personal credit cards, or stored records in disorganized emails, you’re at serious risk—even if you legitimately purchased the software.

Building an Audit-Ready System

The key is proactive management. Refortek’s professional IT licensing services include comprehensive software discovery, licence validation, and centralized documentation. We help you:

Map every software installation across physical, virtual, and cloud environments
Verify that each use matches your purchased licences
Procure missing licences through authorized channels
Maintain a single, up-to-date compliance record

This system ensures you can respond to any audit request instantly and confidently.

Final Thoughts

An audit isn’t a test of your honesty—it’s a test of your documentation. Don’t let poor record-keeping turn legitimate purchases into legal liabilities. With Refortek, you build a compliance foundation that protects your business today and tomorrow.