Your software budget is easier to improve when it is visible. Add the products you pay for, the monthly cost, the number of licensed and active users, and whether the tool overlaps with another. The assessment will identify items worth investigating. A flagged cost is not the same as confirmed savings.
Build your software inventory.
Use equivalent monthly costs. Examples are provided to show the format and can be removed.
| Application / primary job | Monthly cost ($) | Paid seats | Active seats | Cost model | Overlapping? | Review note |
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What deserves a closer look?
Add a subscription to begin your review.
Keep your review.
No signup, account or server storage. Save an inventory or a readable report for your own team.
Estimates are screening measures only. Confirm invoice terms, usage, licenses and migration risks before treating any flagged amount as recoverable savings.
A short review is better than a broad assumption.
Verify the bills
Use invoices and renewal notices for the amount, billing term and seat count. Annual and usage-based plans may not equal twelve identical monthly bills.
Check actual use
Ask a system administrator to confirm active accounts, recent activity and what functions employees need. A paid seat might be needed for an infrequent critical task.
Review overlap
Identify which application is the source of truth, where duplication creates work, and what breaks if one product is removed.
Build a decision plan
Assign an owner, confirm the contract or notice window, compare alternatives and estimate migration and support before committing.
Understand the numbers before making a decision.
Annual subscription cost is your entered equivalent monthly cost multiplied by twelve. Inactive-seat review amount applies only to subscriptions you label as priced per seat. It estimates the proportional license expense of the unused seats, assuming a uniform price per seat. Overlap review amount totals the annual costs of tools you flag as overlapping, without asserting those subscriptions can all be cancelled.
These review figures may overlap and must not be added together as savings. Contract terms, minimums, annual commitments, usage costs, upgrades, migration and operating risk can change the actual outcome.
For a broader decision, see software cost reduction consulting, right-sized custom tools, and the Build vs. Buy Technology Calculator.
Want another perspective on what the software should really do?
The numbers are a useful beginning. The harder part is identifying what you can safely simplify, replace or improve.