Understanding SAP Business One Licenses
- Actran Systems
- Sep 22
- 4 min read
SAP Business One License Types
When your organization is considering SAP Business One (SAP B1) to support long-term growth, you may encounter technical terms, ERP modules, and multiple deployment options. However, one of the most critical aspects to prioritize from the very beginning is
licensing management.
Licensing is not only an accounting expense. It defines who can access which ERP modules, impacts team productivity, and determines how easily your ERP system can scale alongside business growth.
SAP Business One (SAP B1) offers several license types : Professional, Limited, and Starter daesigned to align software costs with user roles and requirements. Choosing the right mix of licenses is essential for IT and business leaders to optimize ERP costs while ensuring appropriate access for employees.
SAP Business One Licensing Models
SAP B1 uses a Named User License model, which requires each user to have their own license (sharing is not allowed). Two primary models are available:
Perpetual License (On-Premise): One-time payment per user with permanent ownership, plus an annual maintenance fee of about 20% for upgrades and support.
Subscription License (Cloud): Monthly or annual payment that covers both usage rights and support. No large upfront investment required.
Both licensing models provide the same ERP functionality—the difference lies in budget preferences and long-term total cost of ownership (TCO).
SAP B1 User License Types
Licensing in SAP Business One is based on the number of users, not the company. User licenses are tailored to specific ERP roles to optimize cost-efficiency:
Professional User License – Full ERP Access
· Access to all ERP modules and functions.
· Suitable for executives, CFOs, operations managers, IT administrators, and other roles requiring unrestricted access.
· Covers system configuration, administration, and cross-departmental functions.
· Most expensive license type.
Limited User Licenses – Role-Based ERP Access
Affordable licenses designed for users who only need access to certain ERP functions:
· Limited Financials User: Accounting, finance, general ledger, banking, and reporting.
· Limited Logistics User: Inventory, Purchasing, Sales, and Inventory Management.
· Limited CRM User: Sales, customer management, and CRM functions.
Note: Each user must be assigned the correct Limited license based on their primary role. If responsibilities span multiple areas, a Professional license may be more appropriate.
Starter Package User
· Ideal for small organizations or businesses new to ERP.
· Covers essential features such as accounting, purchasing, sales, and basic inventory.
· Supports up to 5 users.
· Can be upgraded to Professional or Limited licenses by paying the price difference.
Mobile User License – Mobile-Only Access
· For employees who exclusively use the SAP Business One Mobile App (e.g., sales representatives or field service staff).
· Lower cost compared to other license types.
· Limited to mobile access; desktop access is not included.
Indirect Access License – External Systems and Third Parties
· Required when third-party applications (e.g., e-commerce platforms, supplier portals, or APIs) integrate with SAP B1.
· Typically low-cost and suitable for vendors, customers, or non-employee users accessing ERP data indirectly.
Perpetual vs Subscription: ERP Cost and Flexibility
Perpetual: One-time investment plus ~18–20% annual maintenance. More cost-effective in the long run (5+ years).
Subscription: Predictable monthly or annual fees, often bundled with hosting and support. Ideal for organizations seeking short-term flexibility and lower initial costs.
Recommendation: Conduct a 5-year ERP Total Cost of Ownership (TCO) analysis to determine the best licensing model for your organization.
Aligning SAP Business One Licenses with User Roles
A best practice is to perform a role-based license audit to assign the most efficient license for each user:
Finance Manager / Controller → Professional User
Sales Representative → Limited CRM User or Mobile User
Warehouse Clerk / Inventory Manager → Limited Logistics User
Accounts Payable/Receivable Clerk → Limited Financials User
IT Administrator → Professional User
This approach ensures employees have the right ERP tools while helping organizations reduce licensing costs by avoiding unnecessary Professional licenses.
Common Licensing Mistakes to Avoid
Assigning Professional licenses to every employee.
Overlooking the need for Indirect Access licenses, risking ERP compliance issues.
Underestimating training requirements for end-users.
Ignoring certified add-ons that may enhance SAP Business One functionality cost-effectively.
Recommendations for Business and Finance Leaders
Begin with a role-based SAP B1 license audit to define exact ERP needs.
Partner with a Certified SAP Business One partner for strategic license planning.
Plan ahead for 2–3 years: avoid over-purchasing, but ensure scalability as your ERP usage expands.
Conclusion
Selecting the right mix of SAP Business One licenses is a strategic ERP decision that influences efficiency, cost management, and compliance. With careful planning, proper role alignment, and negotiation with trusted SAP partners, organizations can maximize their investment in SAP B1 and build a scalable ERP system for future growth.
If you are seeking an CRM and ERP system that drives sustainable growth and aligns with your business goals, please contact our team of experts at E-mail: sales@actran.co.th or by phone at +66 (0)2679-1668 for immediate consultation and system demonstration. We are a leading ERP and CRM solution provider in Thailand and are pleased to assist you in selecting and implementing an ERP and CRM system tailored to your business needs.
ACTRAN Systems Co., Ltd.
📞 Phone: +66 (0)2679-1668
✉️ Email: sales@actran.co.th
🌐 Website: www.actran.co.th
