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IT administrators managing UC licenses across a large enterprise already have enough keeping them up at night — an incident, an executive escalation, an on-call rotation that never really ends. Chasing down which UCaaS licenses are allocated, unused, or about to expire shouldn't be one more thing on that list.
That's exactly what IR Collaborate's Payments and Billing screen now handles for administrators running complex, multi-vendor Collaborate subscriptions — surfacing subscription and license data when it's actually needed, instead of scattered across separate vendor portals.
IR Collaborate's July 2022 release improved the subscription management workflow in IR Collaborate – Cloud, making it easier for administrators to understand how Collaborate licenses are purchased, used, and allocated across their environment.
The Payments and Billing screen in the Collaborate Admin Center now shows simplified data fields and visual alarms, giving administrators a clearer view of how many Collaborate licenses have been purchased, used, and allocated.
In a hybrid workplace, organizations often run more than one UCaaS tool to keep users satisfied and protect business continuity — and they typically buy more licenses than they need today, to leave room for growth. Most of those licenses get allocated and used quickly, but the remainder sit unassigned until someone gets to them. Pulling that usage data from a UCaaS vendor's own tools can be slow; comparing it against a second vendor's licenses for the same calendar year is often harder still.
Take a fictional 18,000-employee enterprise planning for growth. It holds 18,000 Zoom licenses and has purchased 20,000 IR Collaborate Cloud licenses. If 500 of those Zoom users aren't actually using Zoom, Collaborate has no usage data to capture for them — so only 17,500 of the 20,000 purchased Collaborate licenses show as used.
That breakdown is now visible directly on the Payments and Billing page, so administrators can see how licenses are being used and when they expire without cross-referencing spreadsheets. If the same organization also holds 20,000 Microsoft Teams licenses, with 19,800 used in a given month, administrators can track usage trends like this across every UCaaS tool from one screen.
Visual alarms that flag expiring licenses
Know a renewal is coming before it becomes a scramble.
Previously, administrators could only see how many Collaborate licenses had been purchased and when they expired. Now, the 'Remaining Days' field carries a visual alarm, making it easy to spot which licenses are approaching expiry and plan renewals ahead of time. License subscriptions purchased as add-ons to core Collaborate packages also carry an 'Add-on' badge, so they're easy to tell apart without checking the underlying commercial terms.
Usage trend analysis — your usage data, your way
See how license usage moves over time, not just where it stands today.
Updated subscription management filters let administrators break down license usage by subscription type, day, month, or year, shown as graphs. Usage data is retained for up to five years from July 2022, supporting genuine year-over-year analysis rather than a single snapshot. Each view also calls out the percentage change for the selected period.
Last 5 years usage
These usage insights support:
- Proactive vendor conversations
Discuss license counts and renewal terms with UCaaS vendors from a position of real usage data. - Sharper IT investment decisions
Base other internal technology decisions on actual adoption, not assumption.
The result is a clearer picture of UCaaS adoption across the environment, and a more data-driven basis for the next licensing decision.
Purchase trend analysis — your purchase data, your way
Five years of purchase history, in one place.
IR Collaborate also keeps audit records of Collaborate license purchases and their expiry dates for up to five years from July 2022, giving administrators a long view of purchasing patterns without relying on a separate spreadsheet.
Last 6 months with purchase data
For power users: compare, average, and group any way you need
Slice usage and purchase data by whatever period matters to your team.
Administrators who want to go further can compare a period against the previous or corresponding period, or calculate a simple moving average. Data can be grouped by day, month, quarter, year, or any custom period. Alongside finding license usage for a calendar year, this makes it straightforward to compare usage and adoption against the previous year. These slicing options are available platform-wide, across almost all data presented in Collaborate Cloud.
License usage
Managed service providers (MSP): what's new
Allocate licenses across every customer account without doing the math by hand.
Auto-allocation and manual allocation both help service providers manage Collaborate licenses across the customer organizations they support, as part of IR Collaborate for service providers.
Auto-allocation automatically allocates purchased licenses to a service provider's customers as users are added to their accounts. Expiry dates and any additional unit allocation are applied and reflected in the customer's subscription details automatically, so administrators no longer need to update these details manually for every customer. Auto-allocation draws licenses down from the service provider's license pool as needed.
Auto allocation
Manual allocation has also improved. Administrators can now assign the total number of licenses a customer needs, rather than calculating and allocating only the difference. For example, if a customer already has 10,320 licenses and needs to move to 17,540, administrators no longer need to calculate and add the extra 7,220 licenses manually — entering the new total of 17,540 is enough, and Collaborate updates the existing subscription accordingly.
Manual allocation
Service provider administrators can choose auto-allocation or manual allocation per subscription, and set different expiry dates for each customer based on their agreement. Subscriptions can also be switched between manual and auto-allocation at any time. Email notifications are updated to match, so admins are notified whenever an allocation needs review.
Customer subscriptions, at a glance
See every customer's licenses, allocation method, and renewal status in one view.
Service providers manage all customer subscriptions from the Customer Subscriptions page. It now includes the same 'Remaining Days' field with visual alarms, and an 'Add-on' badge for add-on subscriptions — so it's easy to see, per customer, whether licenses were allocated manually or automatically.
Customer subscriptions
Every improvement described above to the Payments and Billing page is also available to service providers on this view.
At scale, visibility into how each customer's licenses are used shapes renewal planning, surfaces upsell and cross-sell opportunities, and keeps resource allocation and KPIs on track.
License and subscription management isn't the part of the job that should keep an administrator up at night. With usage, purchase, and allocation data visible in one place, that time can go toward the incidents that actually need it.
Watch the webinar: making license management easier for service providers
See how IR Collaborate simplifies subscription and license management for your environment.
Or request a demo to see it firsthand.
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