How do I keep track of license costs and expiry?

Requires Pro

Quick answer

The Software page shows three metrics at the top: Total License Cost, Expiring Soon (licenses expiring within the next 30 days), and the count of software entries. Below that, a warning table lists the expiring licenses along with the days remaining. The API provides the same values through an overview route.

Prerequisites

Required role Any signed-in user (read access)

— the cost overview is a read-only display visible to every role. Maintaining the underlying license records requires Administrator or Manager (see “Add a license”).

Part of the License module (licenses) and therefore available from the Pro tier onward.

Instructions

GUI (web interface)

1. Open the “Software” module. The three stat cards sit at the top of the page. “Total License Cost” sums up all recorded license costs; “Expiring Soon” counts the licenses expiring within the next 30 days.

   Screenshot pending software-kosten-01 'Total License Cost' and 'Expiring Soon' stat cards on the Software page

   The stat cards summarize costs and upcoming expirations.

2. Check the warning list. Below the cards — as soon as licenses have an expiry date — the list of licenses expiring next appears (sorted by expiry date). A colored indicator shows the days remaining; expired licenses are marked in red.

   Screenshot pending software-kosten-02 Warning list of expiring licenses with software name, expiry date, and days-remaining indicator

   The warning list shows the licenses expiring next.

API (curl)

The overview comes from a dedicated route: GET /api/v1/software/licenses/overview.

Get the cost and expiry overview

curl -H "Authorization: Bearer inv_dein_token" \
  https://demo.notory.io/api/v1/software/licenses/overview

Response HTTP 200 OK:

Response (200 OK)

{
  "total_cost": 3247.0,
  "expiring_count": 2,
  "licenses": [
    {
      "id": "7a1e5c90-2f83-4b6d-8c11-9d4a2e6b0f37",
      "software_name": "Adobe Photoshop",
      "expiry_date": "2026-12-31",
      "cost": 1499.0,
      "currency": "EUR"
    }
  ]
}

• total_cost — sum of all license costs (cost).
• expiring_count — number of licenses whose expiry_date falls between today and today + 30 days.
• licenses — for each license: software name, expiry date, cost, and currency; ideal for calculating a remaining term in your own system.

The full list of all license records (with seats, etc.) is available from GET /api/v1/software/licenses.

What happens behind the scenes?

• Calculated live: The overview is freshly calculated from the license records on every request — there is no cached state.
• 30-day window: “Expiring Soon” covers exactly the licenses expiring within the next 30 days (including today’s date). Already-expired licenses don’t count toward this metric, but they do appear marked in red in the warning list on the web interface.
• No automatic e-mail: Notory sends no notification e-mail for expiring licenses and triggers no webhook event. Monitoring is visual — check the overview regularly or poll the API route periodically.
• Tenant isolation: Only licenses belonging to your tenant are included.

Related topics

• Add a license & manage seats
• Add software
• Expiry monitoring for certificates — the same principle
• API introduction