Free renewal check
Before your team software renews
Your software is renewing. What should you do next?
Check paid against active licences, the plan you are on and any contract minimum. Get a clear next step before the renewal locks in another term.
No account needed. Your figures stay in this browser.
- Licences you pay forPaid licences are set against the people who used the tool last month. A gap is a question for your supplier, not a promised saving.
- The plan that fitsCompare your plan with a smaller one or with another tool, using totals from your invoice or a quote.
- A date to act onSupplier questions to copy and a calendar reminder for the notice deadline, downloaded by you.
Before You Renew renewal check report
Your renewal check
Example with fictional figures. “Team workspace” is not a real product.
Your next steps
What this comparison includes
Switching costs and payback
Check this first
Sources and dates
Report details
Your inputs
Assumptions
Limitations: see “What this check does not do” at the end of this report.
Page: officesoftwaremarketplace.com/tools/renewal-check/
How the check works
Start with the total on your invoice for every team and workspace on it. A monthly invoice counts twelve times towards the 12-month figure; a yearly invoice counts once and is also divided by twelve, so a monthly and a yearly plan can sit side by side. When you pay is kept apart from this figure.
Licence counts are never multiplied by a price. If fewer people used the tool last month than the invoice bills, the check turns the gap into questions about the contract minimum and the date a lower count can start. For a smaller plan or another tool, it subtracts that option's 12-month figure from yours and adds the hours to move files, permissions and templates, valued at an hourly rate you choose, plus any one-off fees.
What you see first follows a fixed order: unclear or mismatched amounts, a notice date already behind you, the comparison, the licence gap, and last a notice deadline you do not know yet. Nothing is scored, and keeping your current plan is not presented as the answer just because you left step 3 empty.
A worked example
Fictional figures. “Team workspace” is not a real product.
What was entered
- Team workspace, what you pay
- $9,600/year — equivalent to $800/month (billed yearly)
- Licences
- 40 paid · 31 in use last month · contract minimum unknown
What the check shows
- Current cost, 12-month equivalent
- $9,600/year — equivalent to $800/month
- Licences not in use
- 9 of 40; no saving is calculated
Check whether you can reduce paid licences. You pay for 40 licences and 31 are in use. Check the minimum number of licences, which roles need one and when a reduction takes effect. This check does not estimate a saving.
Also: Find your notice deadline; Review your current plan first.
9 of the 40 paid licences were not used last month. The check does not multiply them by a licence price: a contract minimum, a tier or seats included in the plan can keep the bill the same.
Enter a contract minimum of 40 licences and the result changes to “Find your notice deadline”. The check then notes: “You pay for the minimum number of licences you entered (40).” Unused licences only lower the bill once your supplier confirms that you can go below your current number.
What to check before team software renews
Paid against active licences
Export the user list from the admin console and set it against the licences on the invoice. Look for people who left, shared accounts and users who have not signed in for a month. Ask how guests and admins are counted before you remove anyone.
Contract minimums
Some team plans are sold with a minimum number of licences or a minimum spend per term. If you already pay for the minimum, removing users changes nothing on the bill. Ask for the minimum in writing, per plan.
When a reduction applies
A lower licence count may apply only from the next term. Ask when a reduction takes effect and by which date you must request it, so the renewal does not carry the old number into another year.
Plan choice
A smaller plan can cost less but may drop single sign-on, audit logs, admin roles or storage. List what the team uses today, then ask for a quote for the smaller plan with those features written into it.
Yearly or monthly billing
A yearly invoice can cost less per month but commits you for the whole term. The check shows both as a 12-month equivalent, so you compare like with like, and keeps the payment rhythm separate.
Office software with extra questions
Pick one of these in step 1 to see its questions next to your figures. For these products the check works with your own invoice total only; no list price is shown.
Freshservice
Check this first:
- Priced per user: How many licences does the invoice bill, and how many colleagues signed in during the last month?
- Usage charges: Which usage-based charges, such as storage, extra workspaces or AI credits, appeared on your last invoices?
- Paid add-ons: Which add-ons are billed on top of the plan, such as admin, security or AI features, and who still uses them?
- If you reduce agents or cancel, when does the change take effect, and by when must you ask for it?
DocSend
Check this first:
- Priced per user: How many licences does the invoice bill, and how many colleagues signed in during the last month?
- Paid add-ons: Which add-ons are billed on top of the plan, such as admin, security or AI features, and who still uses them?
- Is sales tax included in the renewal total you were quoted?
SmartSuite
Check this first:
- Priced per user: How many licences does the invoice bill, and how many colleagues signed in during the last month?
- Which minimum number of billable users applies to your plan at renewal?
ClickUp
Check this first:
- Priced per user: How many licences does the invoice bill, and how many colleagues signed in during the last month?
- Paid add-ons: Which add-ons are billed on top of the plan, such as admin, security or AI features, and who still uses them?
Miro
Check this first:
- Priced per user: How many licences does the invoice bill, and how many colleagues signed in during the last month?
- Usage charges: Which usage-based charges, such as storage, extra workspaces or AI credits, appeared on your last invoices?
- What is the monthly price in your renewal quote?
- Does a minimum number of members apply to your plan?
- Which currency will your renewal be invoiced in?
What this check does not do
- It does not convert currencies. Enter both amounts in the same currency.
- It does not give tax advice. Compare amounts that both include tax or both exclude it.
- It does not multiply a list price by seats. Minimums, included seats, tiers and add-ons change the bill.
- It does not work out a notice deadline from a notice period. Use the date your contract states, or ask your supplier.
- It does not rank or recommend products. A list price appears only as a reference line while it is at most 30 days old.
- The payback is a simple estimate, not a cash-flow forecast.
Questions about the check
Why are unused licences not counted as a saving?
Because the bill may not go down. A contract minimum, a tier or seats included in the plan can keep the total the same when you remove users. The check shows the gap as a question for your supplier and leaves the saving to their answer.
Should I enter the price per user?
No. Enter the total on your invoice, including add-ons and every team on it. The check never multiplies a price by your number of users.
Can I compare a smaller plan from the same supplier?
Yes. Choose Find a better-fitting plan and enter the quote for the smaller plan in step 3. A plan change can have small switching costs, but enter the hours for moving settings and permissions if there are any.
What if our contract runs for more than a year?
The check compares monthly and yearly totals only. Ask your supplier for the yearly total of the same plan, and note when the current term ends.
What goes into the calendar file?
One all-day event on the date you pick, with a title you can change. No amounts, names or contract details. Whether your calendar alerts you depends on its own settings.