Software Subscription Audit Calculator
Estimate unused license spending and distinguish theoretical waste from savings you can actually recover.
Enter your assumptions
The number of subscriptions assumes each has the same seat count, unused seats and price. Removeable seats may be limited by contracts.
Calculations run in your browser. Values are estimates, not guarantees.
How to audit software subscriptions
Unused licenses can create recurring expense, but not every unused seat can be canceled immediately. This calculator separates the value of unused capacity from the portion you realistically expect to recover.
Calculation method
Annual license spend = paid seats × monthly seat price × 12 × comparable subscriptions. Annual unused-seat spend = unused seats × monthly price × 12 × subscriptions. Recoverable annual spend = unused-seat spend × removable percentage. Potential first-year net savings = recoverable annual spend − one-time cancellation or migration fees.
Worked example
With 25 paid seats, 6 unused seats and a price of $18 per seat per month, unused capacity costs $1,296 per year for one subscription. If 75% can be removed, modeled annual recoverable spend is $972 before any fees. Actual savings depend on contract and renewal terms.
Practical audit checklist
Compare billing records with active-user logs, review shared or service accounts, confirm minimum license commitments, check renewal dates, and coordinate access removal before canceling. Repeat the audit periodically as teams change.
Frequently asked questions
Are all unused licenses immediately refundable?
No. Annual commitments, minimum seat counts and contract terms can delay or prevent savings.
Why use a recoverable percentage?
It helps separate theoretical waste from the portion you believe you can actually eliminate.
Can I use different prices for different tools?
This version assumes identical subscriptions. Run separate scenarios for tools with different prices or license counts, then add the results.
Educational planning estimate only; not financial, legal, employment, or tax advice. Check actual prices, contracts, and local rules.
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