Software Spend Audit
Find unused seats and overlapping tools in your software stack, and what consolidating would save.
Example scenario—not a forecast or verified benchmark. Enable JavaScript to edit inputs, view charts, save locally and export your analysis.
Example inputs
- Software subscriptions
- [{"name":"Salesforce","category":"CRM / sales","monthlyCost":3300,"seats":22,"activeUsers":14},{"name":"HubSpot Marketing","category":"Marketing","monthlyCost":1600,"seats":6,"activeUsers":4},{"name":"Pipedrive (legacy)","category":"CRM / sales","monthlyCost":450,"seats":9,"activeUsers":2},{"name":"Asana","category":"Project management","monthlyCost":620,"seats":25,"activeUsers":17},{"name":"Monday.com","category":"Project management","monthlyCost":480,"seats":15,"activeUsers":6},{"name":"Slack","category":"Communication","monthlyCost":390,"seats":45,"activeUsers":41},{"name":"Microsoft Teams Premium","category":"Communication","monthlyCost":300,"seats":30,"activeUsers":9},{"name":"Dropbox","category":"File storage","monthlyCost":360,"seats":30,"activeUsers":12}]
- Employees
- 45
- Savings from consolidating overlapping tools
- 70
- Seat buffer to keep for growth
- 10
Example results
You can cut about $28K a year (32% of your $90K software spend): $18K from unused seats and $10K from consolidating 3 overlapping categories.
- Total annual savings
- $28,422
- Savings as % of spend
- 31.6%
- Annual software spend
- $90,000
- Unused seat cost
- $18,090
- Consolidation savings
- $10,332
- Seat utilization
- 57.7%
- Software spend per employee
- $2,000
- Overlapping categories
- 3
What stands out
29 paid seats are unused ($18K/yr)
Overall seat utilization is 58%. Dropbox is the worst: 12 active of 30 paid.
2 CRM / sales tools overlap
Consolidate Pipedrive (legacy) into Salesforce to save about $3,780/yr.
2 Project management tools overlap
Consolidate Monday.com into Asana to save about $4,032/yr.
2 Communication tools overlap
Consolidate Microsoft Teams Premium into Slack to save about $2,520/yr.
Software costs $2,000 per employee per year
$90K across 8 tools and 45 people. Compare against your own budget target; benchmarks vary widely by industry.
Next actions
- Remove unused seats now, starting with Dropbox; check annual contracts for the next true-down date.
- Pick one standard tool per category (Salesforce for CRM / sales; Asana for Project management; Slack for Communication) and set a migration deadline.
- Name one owner for software spend, keep a single register with renewal dates, and require approval for new subscriptions.
- Ask vendors for annual pricing on the tools you keep; check whether you are on the right tier for the features you use.
Model assumptions & limitations
- Seats needed = active users plus a 10% buffer; anything above that is counted as unused.
- Tools in the same category are treated as overlapping; the most expensive is assumed to be the keeper. Check features before consolidating.
- Consolidation saves 70% of a duplicate tool's cost (your input), allowing for seats added to the keeper.
- Annual contracts may only allow seat reductions at renewal.