SAP License Audit FAQ
Why an FAQ on SAP Audits Matters
SAP software license audits are a fact of life for most enterprise customers.
These audits are common but also stressful, often catching organizations off guard. CIOs, IT asset managers, procurement leads, and SAP license administrators frequently scramble to answer the same urgent SAP audit questions.
This FAQ provides straight answers to common SAP audit questions.
Whether you’re facing an SAP audit now or preparing to avoid surprises later, the Q&A below will help you understand the process and respond with confidence.
Read our SAP License Audits & Compliance Guide.
How often can SAP audit my company?
Under most contracts, SAP’s audit frequency is once per year at most.
In practice, not every customer is audited annually, but you should be ready for an audit at least every few years. Certain events can prompt audits sooner – for example, a big spike in your SAP usage, a major new purchase, or a long gap since the last audit.
New SAP customers often see an initial audit within a year or two of signing their first contract. In short, always assume an audit could come around, and stay prepared through internal license reviews.
What data does SAP require in an audit?
During an SAP audit, the company will ask for various data to measure your usage against your entitlements.
Typically, you will need to provide:
- User counts and license types – A full list of all SAP users in your system and their assigned license types.
- Consolidated usage reports – Results from SAP’s measurement programs (like USMM and LAW) showing license usage across all systems.
- Engine or package metrics – Usage statistics for specific SAP modules (e.g., number of employees in an HR module, or number of sales orders processed).
- Interface logs (indirect usage) – Information about external systems that connect to SAP, to identify any indirect access.
Can I refuse or postpone an SAP audit?
Generally, no, you cannot refuse an SAP audit. Your license agreement gives SAP the right to audit, and outright refusal would violate that contract (potentially leading to serious consequences).
You can sometimes request a short postponement if the timing is extremely inconvenient (for example, during year-end close), and SAP may agree to reschedule at its discretion.
But you can’t avoid an audit indefinitely – you will need to comply within a reasonable timeframe. It’s better to prepare and cooperate than to attempt to dodge the audit.
Use our guide to prepare, SAP Audit Response Plan: Step-by-Step Playbook for CIOs and ITAM Teams.
What happens if we are out of compliance?
If you “fail” an SAP audit (meaning you used more than you licensed), SAP will issue a report of the shortfall and require you to purchase additional licenses to cover it. There aren’t usually direct audit penalties or fines, but the cost of those licenses (plus any back-maintenance fees) can feel like a penalty.
Treat the situation as a negotiation – you might seek discounts or alternative licensing arrangements rather than paying the initial quote blindly. Being out of compliance isn’t a criminal matter, but it must be resolved commercially for you to continue using SAP legally.
Read, Establishing an Internal SAP License Compliance Program (Avoiding Audits Proactively)
Will SAP audit my indirect usage?
Yes. SAP auditors will verify indirect usage – instances where third-party systems or external users access SAP data without a direct SAP logon.
During an audit, they may request interface logs or other evidence to identify external applications (such as web portals or middleware) that interact with SAP. If such usage is found, you’re expected to have it properly licensed.
This could mean assigning those external users valid SAP user licenses or using SAP’s Digital Access licenses (which cover certain documents created indirectly, like sales orders from a non-SAP system).
Indirect access is a hot topic, so assume it will be scrutinized and make sure all integrations are accounted for.
How long does an SAP audit take?
An SAP audit typically spans several weeks to a few months. After the initial audit notice and kickoff, the data collection phase (running measurement tools and gathering information) might take a few weeks.
Once you submit data, SAP’s analysis and the discussion of findings can add a few more weeks. In a straightforward case, everything might wrap up in 1–2 months.
In more complex situations – especially if there are disputes or extensive negotiations – the process could stretch to 3–6 months from start to finish.
Does having shelfware protect me in an audit?
Not automatically. “Shelfware” – unused SAP licenses you’ve already purchased – only helps if those licenses exactly cover the area where you have a shortfall. SAP audits compliance for each license type and product separately.
For example, having spare HR module user licenses won’t help if you’re short on CRM user licenses – you can’t swap one license type to cover another without a special agreement from SAP.
In short, shelfware isn’t a universal safety net; it might cover growth in the specific area you anticipated, but it won’t protect you from all compliance gaps.
Can I negotiate the audit findings?
Absolutely. The initial audit findings are not set in stone – you have every right to negotiate. First, if you see inaccuracies in SAP’s counts or assumptions, provide clarifying data (for example, pointing out duplicate user accounts or correcting license classifications). SAP can adjust the findings if you prove they’re wrong.
Second, you can negotiate the resolution: instead of buying licenses at the full list price, you might seek a discount or a deal (perhaps by bundling the true-up with other planned purchases or switching to a different SAP offering).
The bottom line is you don’t have to accept SAP’s first proposal – it’s a starting point for discussion.
What if I disagree with SAP’s license counts?
If you believe SAP’s license counts are incorrect, you should raise that issue promptly.
It’s not uncommon to find discrepancies – for instance, SAP’s tools might count a user twice due to duplicate accounts, or classify some users at a higher license level than necessary.
Gather evidence and explain your case to SAP’s audit team. You may need to clean up your user records (removing outdated or duplicate entries) and then rerun the measurement reports to show the corrected figures.
Make sure you reference the definitions in your contract, as misunderstandings often stem from different interpretations of license terms. By providing clear data and justification, you can usually get SAP to adjust any counts that were off.
Are SAP audits getting more frequent in 2025?
SAP audits in 2025 certainly aren’t slowing down. With the 2027 end-of-support for older SAP ERP looming, SAP is actively auditing to catch any compliance gaps before customers move to S/4HANA or cloud.
Auditors have been focusing more than ever on areas like indirect access, HANA database size, and cloud usage, so it’s wise to stay prepared.
Do cloud subscriptions get audited the same way?
Not exactly. In SAP’s cloud (subscription) model, the traditional license audit is largely replaced by continuous monitoring. Your usage (for example, number of users) is tracked by SAP automatically, so if you exceed what you subscribed for, they’ll know.
Instead of a periodic audit, you’ll be asked to adjust your subscription or pay for the overage. If you’re purely on SAP’s cloud, you avoid most formal audits. Just remember that any on-premise SAP systems you still use can still be audited in the usual way.
What is an SAP audit compliance certificate?
It’s basically proof that you comply at the end of an audit. After an SAP audit is completed – and if you’ve remedied any shortfalls – SAP can issue a formal letter or certificate stating that your organization is fully compliant with your license terms as of that date.
This audit compliance certificate is a valuable document to keep on file for your records or to provide to internal stakeholders, demonstrating that everything has been verified.
Remember, it’s a point-in-time acknowledgement; it doesn’t prevent future audits or mean you can’t fall out of compliance later as usage changes. However, it does officially close the audit, with SAP confirming that no outstanding issues were present at that time.
Can I use a third-party to help with an SAP audit?
Yes – bringing in a third-party SAP license expert or consultant is a common practice. An experienced third party can help you in many ways.
For example, they can analyze your usage data before you submit it to SAP, ensure your users are correctly licensed (optimizing where possible), and assist in communication with SAP’s auditors.
SAP’s audit team works for SAP’s interests, so it helps to have someone looking out for yours.
It’s perfectly acceptable to get outside help; just involve them early for maximum benefit. Many companies have saved a significant amount of money and stress by utilizing third-party experts during audits.
How can I reduce my chances of an audit?
No customer can guarantee they’ll never be audited, but you can make an audit less likely by being a low-risk profile in SAP’s eyes. The best approach is to practice good license hygiene proactively.
Regularly review your SAP user lists and license allocations internally, and address any issues (like unassigned users or indirect access scenarios) on your own.
If you consistently stay compliant and transparent – even informing your SAP account manager when you anticipate changes – you may draw less scrutiny.
In general, if SAP sees you take compliance seriously and there are no glaring red flags, you’re a less tempting audit target.
If I move to RISE/SaaS, do audits go away?
Shifting to RISE with SAP or other SaaS offerings largely eliminates the classic license audit cycle.
Under RISE (which is a subscription service for SAP S/4HANA and more), SAP provides the software as a service, and you pay a subscription fee based on agreed metrics (like number of users or consumption).
You won’t be running license measurement tools or worrying about surprise audits for those services – your subscription manages compliance.
If you need more, you adjust your contract. This means a lot of the audit anxiety disappears.
Just keep in mind that if you maintain any on-premise SAP systems outside of RISE, they could still be subject to audit.
But if your landscape is fully moved to SAP’s SaaS model, the traditional auditing of licenses is effectively replaced by ongoing subscription management.
Quick Checklist – SAP Audit Survival in 5 Steps
✓ Keep license data current with internal reviews.
✓ Document indirect usage and integrations.
✓ Run USMM/LAW before SAP requests it.
✓ Involve procurement and legal early.
✓ Negotiate findings — never accept first claims.
Read more about our SAP Audit Defense Service.
