At devcrm.it, we don’t just build CRM extensions—we build systems that work smarter, reduce overhead, and improve customer experience. One of the standout examples of our work is the custom License Management System we developed inside EspoCRM.
Whether you’re selling software products or delivering custom solutions, managing licenses efficiently can be a game-changer. Here’s how we did it—and why it matters.
Why We Needed a Better License Management Solution
As our client base and product line grew, so did the complexity of tracking software licenses, managing updates, and keeping communication clear. Relying on spreadsheets or manual emails just wasn’t scalable.
We needed a centralized system to automate license creation, track their lifecycle, and ensure our customers had on-demand access to their purchases, updates, and important documentation.
So we built exactly that—within EspoCRM.
Our Custom EspoCRM License Management System
Using EspoCRM’s flexibility, we developed a custom solution that handles every stage of the licensing process:
🔧 Automated License Creation
- When a customer purchases a product on devcrm.it or via email, the system automatically creates a license in EspoCRM.
- The customer instantly receives an email with their license details.
- Through their personal dashboard, they can download the product, view release notes, and even access previous versions.
💼 Support for Custom Projects
When we deliver custom extensions, clients get the same seamless experience:
- A dedicated license is issued.
- Updates specific to their project are posted directly to their dashboard.
- Clients can download their tailored version whenever needed.
🔔 Proactive Notifications
- Customers with active licenses are notified of new releases.
- Expiration reminders are sent automatically, keeping license renewals on track.
What We Track – And Why It Matters
Each license in our system includes:
- License name & type
- Product and linked account
- Start & end dates
- Status (active, expired, pending)
- Unique license key
- Related websites
- Billing & invoice details
This detailed tracking ensures that both we and our customers always have full visibility into their license terms and usage.
The Business Benefits – For Us and Our Clients
Implementing this solution has been transformative:
For Our Team:
- No more manual tracking or lost updates.
- Better support delivery with license-aware workflows.
- More time to focus on developing new features, not managing spreadsheets.
For Our Clients:
- Immediate access to everything they’ve purchased.
- Transparent version history and release documentation.
- Peace of mind knowing their licenses are properly managed.
Built for Us—Available for You
This license management system isn’t just a win for our internal operations. It’s a showcase of what’s possible with custom EspoCRM development.
If you’re looking for a better way to manage your own software licenses—or if you have a process in mind that needs structure and automation—we can help.
With deep experience in EspoCRM customization, process automation, and tailored extension development, we bring business workflows to life.
