Case Study: How Asset Management Saved a Professional Services Firm from a Costly Audit Failure

Navigatus Consulting is a New Zealand management consulting firm. Like many professional services businesses, they had grown quickly — and their IT had grown with them, without a clear record of what was deployed where. Devices had been added, software licences purchased and reassigned, and staff had come and gone — but no one had maintained a central register of what was running on what.

The Challenge

A software vendor initiated a licence audit and the internal team couldn't quickly produce an accurate list of installed software, assigned users, or purchase records. Navigatus faced the prospect of a lengthy manual audit process with no guarantee of a clean result. A failed audit carries financial penalties — licence non-compliance can result in back-payment demands and reputational risk in a sector where credibility is everything.

What Optimyze Delivered

• Complete IT asset register built within two weeks
• Software licence reconciliation across all devices
• End-of-life hardware flagged and scheduled for replacement
• Microsoft 365 licence counts aligned to active users
• Audit-ready documentation package prepared

The Outcome

Navigatus passed the audit without penalties. The process that had seemed daunting — producing an accurate, timestamped record of every software licence and device — took hours, not weeks, because the asset register Optimyze built was complete and current. That register is now maintained continuously by Optimyze, so any future audit can be responded to within hours.

"We didn't realise how exposed we were until Optimyze showed us exactly what we had. Now we know — and we're covered."