Solutions for 'No matching licenses left on server'

Hey all,

We are running a large IDEA userbase internally with more than 1500 licenses for ultimate edition using a license server (Which I do not manage). Recently we have seen a large number of users reporting they are unable to obtain a license on the server (we are out of licenses). However the team that manages the server and ordering licenses has to go through the order process to obtain more licenses. This often take a week causing a lot of users to idle waiting for a license to free up. 

From what the licensing team has told me, there is no alerting in place to allow a automated alert to go out when licenses are close to hitting the limit. This as well as there is no way to allow a temporary set of licenses while the order is in process.

I'm reaching out to see what we can do? Is there a solution either on the licensing team to do on the server or something developers can do? (free trial does not work since this has happened more than once)

Thanks in advance.