Client Overview
An IT support provider and digital transformation expert, IT Desk specialises in delivering seamless IT solutions for diverse business clients. Known for their proactive approach to digital transformation, IT Desk needed a comprehensive solution for managing the complexities of Microsoft NCE licensing.
Challenge
IT Desk faced significant challenges with managing Microsoft NCE licenses due to the following factors:
- Multiple licenses across users and companies with varying names, terms, billing periods, and renewal dates.
- License distribution spanned various client companies and users, which added complexity to tracking and managing renewals.
- The sporadic renewal dates led to inefficiencies in invoicing, making it difficult to maintain accurate, timely bills and ensure clients received the right service at the right cost.
These pain points impacted both operational efficiency and customer satisfaction.
Solution
Hydrogen BI implemented a customised data management solution that addressed IT Desk’s specific needs across financial and license management, including:
Centralised License and Financial Management Portal
Hydrogen BI developed a portal that allowed IT Desk’s finance team to oversee all licenses and billing data in one place, providing a single source of truth for both financial accuracy and license management.
Invoice Discrepancy Checks
Through the portal, the finance team could easily identify discrepancies between invoices in QuickBooks and Halo, highlighting any missing or duplicate entries. This proactive approach ensured that any inconsistencies were caught early, minimising the risk of errors in Direct Debits and overall financial reporting.
Pax8 Product Tracking
Hydrogen BI enabled seamless tracking of Pax8 products, ensuring that all products were correctly accounted for in Halo. This feature also helped identify products under incorrect names or ones that had not been invoiced, further improving financial accuracy.
O365 License Allocation and Reporting
IT Desk’s finance team leveraged the portal to generate reports on O365 license assignments, providing clients with clear, up-to-date insights into their assigned licenses. This feature also supported renewal discussions, allowing clients to review and adjust licenses as needed.
NCE Calendar and Reporting Tools
The NCE Calendar feature enabled IT Desk to plan and manage license renewal discussions, while the NCE Reporting page provided insights into license utilisation. This helped IT Desk identify inactive or underused licenses, such as those assigned to former employees, optimising resource allocation and client expenditure.
Results
Increased Financial Accuracy: The discrepancy checks within the Hydrogen portal reduced invoicing errors, ensuring alignment between QuickBooks and Halo, and improving Direct Debit precision.
Efficient License and Product Tracking: The Pax8 tracking and O365 allocation features provided real-time clarity on product usage, reducing time spent on manual checks and enhancing client transparency.
Proactive License Management: The NCE Calendar and reporting tools allowed IT Desk to anticipate renewal needs and address inactive licenses, supporting better financial and operational planning.
"With Hydrogen BI’s tailored approach, we turned what was once a chaotic process into an organised and efficient operation. The custom tools not only saved us time but gave us peace of mind knowing we can manage renewals proactively. It’s been a game-changer for our team and our clients.” — Steph, Finance Assistant, IT Desk
Conclusion
Hydrogen BI’s tailored solution for IT Desk demonstrates their ability to address intricate data management challenges with precision and efficiency. By automating key processes and creating tools that provide actionable insights, Hydrogen BI empowered IT Desk to streamline operations, improve client satisfaction, and maintain financial accuracy.
