SaaS License Cost Reviewer
Count paid licenses, identify genuinely unneeded seats with your team, and estimate the portion of a bill worth investigating. Unassigning a login and reducing contracted billing are different actions.
Understand what the numbers do and do not mean
Suppose a team pays for 18 seats at $24 per seat each month, plus $60 in fixed platform charges. Its equivalent monthly bill is $492. After a careful access review, staff conclude that only 13 seats are currently needed. Five seats multiplied by $24 gives $120 per month of seat costs to investigate, or $1,440 over a simple 12-month comparison. The fixed $60 monthly charge remains, so the hypothetical bill after a vendor-approved seat reduction would be $372 per month. Nothing in this calculation proves the provider will allow the change immediately.
Microsoft's business subscription documentation distinguishes unassigning a license from reducing the contracted number and describes billing-dependent windows for reductions. Consult your provider's current terms, not a universal rule. A reassigned or unassigned seat may remain billed until renewal.
Use the Business AI ROI Calculator only if you are also evaluating measured productivity benefits or software costs. It is a separate question from cleaning up unused accounts. Keep a written owner, review date and approved action for each subscription. This worksheet never connects to any vendor or changes a license.