Microsoft 365 & Cloud
Microsoft 365 Licensing & Cost Control
We analyse which Microsoft 365 plan each role genuinely needs and identify licences being paid for but never used. As a Microsoft CSP we manage licences and renewals directly, with periodic review so cost does not creep upward silently with every hire and every departure.
Who it is for
- Businesses unsure exactly which licences they pay for
- Companies with high staff turnover
- Organisations with mixed roles, from office to production floor
- Boards wanting licence cost to stop being a black box
When we are NOT the right choice
- If only the lowest price is wanted, with no needs analysis
- If tenant access for the inventory is not granted
- If there is no willingness to release leavers licences
PROCESS
The process
Indicative times from signature of the proposal, subject to hardware availability. Every project is shaped to the size and the needs of the client.
01Licence and usage inventory
We record who holds which licence, who actually uses it, and which accounts are active without cause.Time: 2-5 working daysDeliverable: Licence table per user and role
02Mapping roles to plans
We define what each role needs. A production floor user with email only does not need the same plan as finance.Time: Alongside the studyDeliverable: Recommended plan per role
03Savings plan
We show what changes annually if the recommendations are applied, with a specific action against each account.Time: With the quotationDeliverable: Annual cost difference with named actions
04Applying changes
Changes are applied in step with renewal cycles, so the same period is never paid for twice.Time: At the next renewalDeliverable: Updated licence register
05Periodic review
Under agreement, licences are reviewed periodically. Without it, every hire and departure leaves a mark on the bill.Time: Per reporting periodDeliverable: Licence report to management
What is included
- Inventory of licences, users and actual usage
- Mapping of roles to appropriate plans
- Identification of unused and duplicate licences
- Renewal management as a Microsoft CSP
- A licence register kept current
- Periodic cost reporting to management
What is not included
- The cost of the Microsoft licences themselves
- Enterprise agreement negotiation with Microsoft
- Accounting and tax services
- Third party software licences
Technology and equipment
- Microsoft 365
- Microsoft CSP
- Microsoft Entra ID
- Exchange Online
- Microsoft Intune
From practice
Licence cost rarely rises by decision. It rises through hires, through departures nobody ever cleaned up, and through a plan chosen once for one user that quietly became the standard for everyone.
The inventory shows two things an invoice never will: how many licences sit on accounts that have not signed in for months, and how many roles are paying for capabilities they never touch.
Prerequisites
- Administrative access to the tenant
- A list of active employees with their roles
- Details of current agreements and renewal dates
- A decision on which accounts are released
Cost
The licence analysis is quoted as a project or included in the support agreement. The licences themselves are billed separately, as a Microsoft CSP. We publish no price list, because Microsoft plans and pricing change.
We do not publish a price list. Every proposal follows a site survey and separates hardware from labour.
What moves the cost
- Number of users and variety of roles
- Number of different plans in use
- How frequently staff changes occur
- Whether coordination with existing agreements is required
Frequently asked questions
Which Microsoft 365 plan do I need?
Where is money usually lost?
What does being a Microsoft CSP mean?
How often should licences be reviewed?
Related services
- Microsoft 365 for Business: Setup & Managementmicrosoft 365 for businessSee the service
- Business Email & Exchange Onlinebusiness email exchange onlineSee the service
- SharePoint & Microsoft Teamssharepoint implementationSee the service
- Cloud Migrationcloud migrationSee the service
Also connects with
NEXT STEP
Request a licence review
We document what you pay today and what each role actually needs, with the annual cost difference and specific actions.
GET IN TOUCH
Tell us what you need
Four fields. An engineer replies, not a sales desk.