Microsoft 365 License Optimizer
Every tenant accumulates dead license weight: seats on disabled accounts, seats nobody has signed into for months, and E5 bought for features nobody switched on. Type in four numbers from your admin center and we will show you the reclaim math, with every assumption visible.
- Seat counts per plan: Microsoft 365 admin center, Billing, then Licenses.
- Users with no sign-in for 90+ days: Reports, then Usage, Active users. Set the period to 90 or 180 days.
- Disabled accounts that still hold licenses: Entra admin center, Users, filter on Account enabled equals No.
- Shared mailboxes and service accounts with full seats: Exchange admin center, Recipients, Shared.
Count each account in one bucket only. A disabled account that is also inactive goes in the disabled bucket.
Defaults are Microsoft list prices valid through 30 June 2026. Overwrite them with your EA or CSP rate. The math only gets more accurate.
From the Active users usage report. Exclude accounts you already counted as disabled.
Departed staff whose licenses were never reclaimed.
Shared mailboxes up to 50 GB need no license.
Blended seat price: $36 per user per month. We use this for reclaim math because we do not know which plan each flagged account holds.
Now add at least one tenant signal: inactive seats, disabled accounts, licensed shared mailboxes, or under-used E5.
The 1 July 2026 list price increase
Microsoft raises list prices on 1 July 2026: E3 goes from $36 to $39, E5 from $57 to $60, F3 from $8 to $10. Business Premium holds at $22. A renewal completed before 1 July locks current pricing for the full term. Microsoft's announcement.
At list price, your current mix costs about $18,000 more per year after the increase. Your contract discount changes the absolute number, not the direction.
Check your renewal date first. It decides whether you negotiate against the old prices or the new ones.
What this tool cannot see
It cannot see your tenant. The usage report counts a sign-in to any workload as activity, so a user who only opens Outlook still shows active even if their E5 is 90% wasted. Real right-sizing needs per-workload data from Microsoft Graph, not one headline number per user.
It also cannot see your add-ons. Copilot seats, Teams Phone, Power BI Pro, and audio conferencing add-ons stack on top of base licenses, and the waste pattern repeats there. If your add-on spend is material, run the same four questions against each add-on.
This calculator runs once. The waste comes back every quarter.
What we would build instead: a license reclaim workflow in your tenant. Microsoft Graph reads sign-in activity and license assignments weekly. Flagged seats route to the right manager for a one-click approval in Teams. Approved reclaims execute automatically, and a monthly ledger shows finance exactly what was recovered. Your data never leaves your environment.
The first build is one workflow: $10,000, two weeks, built in your environment. You pay only after the acceptance criteria you signed pass. Larger programs run as two-week sprints, each with its own signed criteria.
Tell us the workflow →