Licence management portal
Keys, activations and machine limits per account, with self-service resets so customers can move to a new PC.
Software company customer portals: licences & billing
Software companies: customers self-serve licences and billing. Fewer support emails.
Licence keys go out by email and get lost. Billing questions land in the support queue. Downloads are spread across three links that expired last year. Renewals slip through because they live in someone's calendar. We build customer portals for software companies that put licences, billing, downloads and support behind one login, then we host them and look after them.
Looking for a software customer portal that handles licences, billing and support?
Most software companies build a great product, then run everything around it on email and goodwill. Keys get sent by hand. Invoices get resent on request. Downloads sit on a file share. Seat counts live in a spreadsheet nobody trusts. Support doubles as the billing department, the licensing desk and the reseller helpline, so your developers end up answering 'can you resend my key' instead of shipping.
Wollopit builds custom customer portals for software companies around how you actually sell and support your product. Customers log in to grab their keys, manage seats, update cards, download invoices and the right version, then raise a ticket if they're still stuck. Renewals run themselves. Resellers get their own login. We connect it to Stripe, Xero, HubSpot and your licensing setup, then host and maintain the lot so your team can get back to the product.
01The problems
What we hear from software companies
Does your software company have these problems? Here's how we'd fix them.
Software companies we talk to usually have a solid product and a pile of manual admin around it. It holds together until a big renewal month or a release lands.
- The problemLicence keys sent by emailKeys go out in an email that gets buried. Six months later the customer reinstalls and support has to dig it up again.How we fix itEvery key lives in the customer's portal. They log in, copy it and move on. No ticket needed.
- The problemNobody knows who's using how many seatsCustomers add users past their limit or pay for seats they stopped using. The spreadsheet says something else entirely.How we fix itLive seat counts per account, self-service add and remove and alerts when a customer goes over.
- The problemBilling questions clog the support queueResend the invoice, change the billing email, update the ABN, add a PO number. All of it lands on support.How we fix itSelf-service billing: invoices to download, cards to update and company details customers fix themselves.
- The problemFailed card payments go unnoticedA card expires, the payment fails quietly and nobody finds out until the customer is three months behind.How we fix itAutomatic retries, reminder emails and a portal link to update the card. Accounts hold only when you say so.
- The problemAnnual renewals get missedBig annual and invoiced renewals sit in someone's calendar. They leave and the renewal leaves with them.How we fix itRenewal reminders at 60, 30 and 7 days, quotes generated ahead of time and renewals processed automatically.
- The problemDownloads are scattered everywhereInstallers on Dropbox, old versions on a file share and a download link in an email that expired last year.How we fix itA download centre showing each customer the versions their licence covers, with checksums and release notes.
- The problemSupport runs out of a shared inboxTickets get answered twice or not at all. Nobody can see the customer's licence or plan while replying.How we fix itTracked support tickets with the customer's plan, seats and history right beside every reply.
- The problemCustomers stuck on old versionsRelease notes go out by email and get ignored. Support keeps fixing bugs you solved two releases ago.How we fix itIn-portal release notes, version tracking per account and nudges for customers still on unsupported builds.
- The problemReseller sales run on spreadsheetsPartners email for keys, discounts get worked out by hand and commission takes a whole afternoon each month.How we fix itA reseller portal where partners issue licences at their pricing, see their customers and track commission.
- The problemCustomer data split across five toolsThe plan is in Stripe, the invoice in Xero, the contact in HubSpot and the ticket in a shared inbox.How we fix itOne customer record pulling from Stripe, Xero, HubSpot and your licensing so everyone sees the same picture.
- The problemEnterprise quotes and POs by handLarger customers want a quote, a PO and an invoice on terms. Someone builds each one in Word.How we fix itQuote requests in the portal, PO numbers captured and invoices on terms created in Xero automatically.
02What we build
Solutions
What we build for software companies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Seat management
Customers add and remove users themselves. Seat changes prorate and flow through to billing.
Self-service billing
Invoices, receipts, card updates, billing contacts and ABN details customers manage themselves.
Subscriptions & plans
Monthly and annual plans, upgrades, downgrades, trials and coupons, billed through Stripe or your existing biller.
Automatic renewals
Reminders, renewal quotes and automatic charges or invoices, with failed-payment retries built in.
Download centre
Installers per version and platform, gated by licence, with release notes and checksums.
Support tickets
Tracked tickets with priority, status and the customer's plan beside every reply. Email replies still work.
Knowledge base
How-to articles and FAQs customers search before they raise a ticket, linked to the version they're on.
Reseller & partner portal
Partners issue licences, see their customers, order at their pricing and track commission.
Enterprise quotes & POs
Quote requests, PO capture and invoices on terms created straight into Xero.
Customer onboarding
New accounts set up automatically with welcome emails, first key, download link and a setup checklist.
Admin dashboard
Every account, licence, payment and ticket in one view for your team, with usage and churn reporting.
Status & announcements
Maintenance notices, outage updates and new release banners shown to customers inside the portal.
03The systems
The big ones
Your whole customer side, behind one login.
These are the systems software companies ask us about most. Each one works on its own. They get properly clever when they're joined up.
Licence management
Every key, seat and activation in one place.
Customers log in and find every licence they own, how many seats they're using and which machines are activated. They reset activations themselves when they swap computers. Your team sees the same view and can issue, extend or revoke a key in seconds.
- Keys stored per account, never lost
- Seat counts updated live
- Activation limits per licence
- Self-service machine resets
- Trial keys that expire on their own
- Issue, extend or revoke in one click
- Over-limit alerts for your team
- Connects to your existing licensing via API
- Or we build the licensing server too
- Full audit trail per key
Self-service billing
Billing questions answered before they're asked.
Invoices, receipts, card details and company info all live in the portal, so customers stop emailing support to get them. Upgrades and seat changes prorate themselves. Failed payments retry and remind on their own while everything lands in Xero.
- Download any invoice or receipt
- Update cards without a phone call
- ABN, billing email and address changes
- Upgrades and downgrades with proration
- Monthly and annual plans
- Failed-payment retries and reminders
- PO numbers on invoices
- Invoices on terms for larger customers
- GST-correct tax invoices
- Synced to Stripe and Xero
Download centre
The right version, every time.
Customers only see the builds their licence covers, for their platform, with release notes right beside them. No more expired links or customers installing a version they never paid for. You see who's on which version so support knows what they're dealing with.
- Downloads gated by licence and plan
- Windows, Mac and Linux builds
- Current, previous and LTS versions
- Release notes beside every build
- Checksums for IT teams
- Version tracking per account
- Nudges for unsupported builds
- Beta channel for chosen customers
- Download counts per release
Support desk
Tickets with the whole customer story beside them.
Support tickets come in through the portal or email and are tracked properly from first reply to fixed. Whoever answers can see the customer's plan, seats, version and billing status without opening another tab. A searchable knowledge base takes care of the easy ones.
- Tickets from portal or email
- Priority by plan or support tier
- Plan, version and seats beside each reply
- Internal notes and assignment
- Response time targets
- Push bugs into Jira
- Slack alerts for urgent tickets
- Searchable knowledge base
- Customer satisfaction ratings
Reseller portal
Partners sell without emailing you for keys.
Resellers and partners get their own login to issue licences at their pricing and manage the customers they bring in. Commission works itself out each month. You see every partner's pipeline and sales in one place.
- Partner logins and their own pricing
- Issue keys for their customers
- Customer list per partner
- Partner-billed or direct-billed customers
- Commission calculated automatically
- Monthly partner statements
- Marketing assets and sales sheets
- Deal registration
- Partner performance reporting
04How it changes
Before and after
A renewal cycle, wolloped.
Here's how an annual renewal could change. Every software company sells a bit differently, so we map yours first.
Before
- Renewal date sits in someone's calendar
- Customer emails asking for their key again
- Invoice built and resent twice
- Download link in the old email has expired
- Card fails and nobody notices for weeks
- Licence lapses and the customer rings support angry
After
- Reminders went out at 60, 30 and 7 days
- Key is sitting in their portal
- Invoice downloaded straight from the portal
- Latest version waiting in the download centre
- Failed card retried and updated by the customer
- Renewed automatically and logged in Xero
05Services
Everything under one roof
Software, websites and systems for software companies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for software companies
Built around how your software company actually runs: licence management portal, seat management and the admin in between, in one system you own.
Websites for software companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Software company system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for software companies
Self-service billing and subscriptions & plans: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Xero and MYOB so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your software company, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the billing, CRM and support tools you rely on, work alongside licensing platforms you're happy with or replace the ones holding you back.
- Stripe
- Xero
- MYOB
- Chargebee
- Paddle
- HubSpot
- Salesforce
- Pipedrive
- Zendesk
- Freshdesk
- Intercom
- Jira
- GitHub
- Keygen
- Microsoft 365
- Google Workspace
- Slack
- Zapier
- Twilio SMS
- Calendly
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your software company: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your support, sales and billing people, follow a customer from trial to renewal and find where the manual work piles up.
- 02
Archi-tech
We plan it before writing code: your licensing model, plans, billing rules, versions, partners, integrations, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually licences or billing first, so support feels the difference straight away.
- 04
Look after
We host it, maintain it and keep improving it as your product changes. When something breaks you call the people who built it.
08Questions
FAQ
Things software companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it integrate with our licensing system?
Yes, where it has an API. If you use something like Keygen or a homegrown licence server we connect to it. If you don't have one yet we can build the licensing too.
Can customers manage their own seats?
Yes. They can add and remove users, see what they're paying for and have seat changes prorated through to billing automatically.
We already bill through Stripe. Do we have to switch?
No. We build around what works. Stripe, Chargebee, Paddle, Xero and HubSpot can all stay where they are and the portal sits on top of them. If something is holding you back we'll show you what replacing it would involve first.
Can it handle enterprise customers who pay on invoice?
Yes. Quotes, PO numbers and invoices on terms can sit alongside card-paying customers, with everything flowing into Xero.
Can it support single sign-on for our customers?
Yes. We can add sign-in with Microsoft 365 or Google Workspace so customers' staff log in with the accounts they already use.
Is customer data kept secure?
Yes. We host it on our own managed servers, keep it patched and updated and only store what the portal actually needs. Card details stay with your payment provider.
How much does a customer portal cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We plan it in stages. Something like a licence and billing portal can come first so you get an early win, then downloads, support and resellers follow.
Who looks after it once it's built?
We do. We host it, maintain it and keep it secure. When you need a change or something breaks you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most software companies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a software company problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.