SaaS cost savings calculator
Find the money in your software stack: unused licenses, duplicate apps, monthly billing and renewals about to auto-renew. Audit app by app or compare your support and CRM tools with one platform. Free, no sign-up, nothing leaves your browser.
Made by Anatolii Ulitovskyi 
Fact-checked by RH Fardin Updated One tool instead of five
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Free plan, no credit card. Paid plans from $19/month, billed yearly.
The method
How the savings are calculated
Savings come from three places, applied in order so nothing is counted twice.
First the calculator takes the share of spend on licenses nobody uses and keeps only the part you can realistically cancel. Then it applies your renewal discount to the spend that is left, and finally the cut from removing duplicate apps. Each step works on what remains after the previous one.
For the years ahead, savings grow with your spend. With 8% yearly growth, a saving of 100 in year one is worth 108 in year two and 116.64 in year three.
$54,000 wasted
$180,000 × 30% × 70% = $37,800
A 50-person company that cuts 70% of its unused seats.
10% on the rest
$142,200 × 10% = $14,220
A discount on the spend you keep after the cuts.
$58,419 a year
+ $127,980 × 5% = $6,399 from duplicates
32.5% of the budget. About $189,651 over three years at 8% growth.
Benchmarks
SaaS spend and waste in 2026
Use these as starting points, then replace them with your own numbers.
$9,455
Median SaaS spend per employee in the Zylo 2026 SaaS Management Index. Its data comes mostly from mid-size and large companies.
36% of licenses
The average share of SaaS licenses left unused, according to the same index.
79% saw price rises
Share of IT leaders who faced a price increase at renewal in the past 12 months. Spend rose 8% while app portfolios stayed flat.
Step by step
How to audit your SaaS stack
You can do a first audit in an afternoon with a spreadsheet and admin access.
- List every paid app. Export card and expense reports and accounting entries for the last 12 months. Many apps are bought on personal or team cards, not by IT.
- Record paid seats and price. Take them from the latest invoice, including the billing period and renewal date.
- Count active users. Use the admin panel or single sign-on logs. A common rule is no sign-in in 90 days means unused.
- Group apps by job. Two video tools or two project tools are candidates for consolidation.
- Act before renewal. Remove seats, switch to annual billing where you are sure, and negotiate 60 to 90 days before the renewal date.
The Audit my stack tab does the math for each step. Download the result as a CSV file to share it with finance.
Consolidation
How duplicate apps are counted
When two apps share a category, the calculator keeps the one with the most active users and moves the rest.
Many people already use both tools, so not everyone needs a new seat. Set that share in the field below the app list. At 50%, half of the users of the second app are already covered by the main one.
If the main app is much more expensive per seat, the saving can be zero. The calculator never counts a negative saving.
Timing
Renewals and annual billing
Most savings are only possible at renewal, so the calendar matters as much as the amount.
Renewals coming up
Add the renewal month to each app. The result lists the apps that renew in the next three months so you can review them first.
15–20% cheaper
Many vendors charge less per month on yearly plans. Switch only for apps you are sure to keep, because you commit for the year.
Bring usage data
Show the vendor your active users. Asking to drop unused seats or to hold last year's price is easier with numbers.
Support and sales tools
The cost of a support and CRM stack
Small teams often pay for live chat, a help desk, an AI chatbot, a CRM and a scheduling tool separately, each per seat.
AI chatbots add a second meter: many charge for each conversation they resolve, so the bill grows with your traffic. The Support and CRM stack tab adds up seats and AI fees and compares them with one CRMsoftware.pro plan, picked by your team size and AI message volume.
Choose Keep for tools you still need. They stay in both totals, so the saving only counts what you really replace.
Switching has one-time costs too: the hours your team spends on setup, data import and training, and any payments you still owe on contracts you leave early. The tab subtracts them from the first year's savings and shows how many months the switch takes to pay back.
| Category | Default price | Example list prices, billed yearly |
|---|---|---|
| Live chat | $19 per seat | LiveChat Starter $19, Intercom Essential $29 |
| Help desk and ticketing | $55 per seat | Zendesk Suite Team $55 |
| AI chatbot | $0.99 per resolution | Intercom Fin $0.99 per outcome |
| CRM and pipeline | $15 per seat | HubSpot Starter $20 (promotions from $7), Pipedrive Lite €14 |
| Scheduling | $10 per seat | Calendly Standard $10 |
| Quotes and e-signature | $19 per seat | PandaDoc Starter $19 |
| Projects and tasks | $10.99 per seat | Asana Starter $10.99 |
| Team chat | $7.25 per seat | Slack Pro $7.25 |
| Phone system | $30 per seat | Aircall Essentials $30 (minimum 3 seats) |
Spreadsheets
SaaS savings formulas for Excel and Google Sheets
A1 = annual SaaS spend, B1 = unused share, C1 = share you can cut, D1 = renewal discount, E1 = duplicate cut.
Unused licenses you cut
Total annual savings
Cost of unused seats for one app (F = paid seats, G = used seats, H = price per seat per month)
Savings over 3 years with 8% growth
FAQ
SaaS cost questions
How do I calculate SaaS cost savings?
Multiply your annual SaaS spend by the share spent on unused licenses and by the share you can cancel. Add the renewal discount on the spend you keep and the cut from removing duplicate apps. At $180,000, 30% unused, 70% cancellable, a 10% discount and a 5% duplicate cut, the saving is $58,419 a year.
How much do companies spend on SaaS per employee?
The Zylo 2026 SaaS Management Index reports a median of $9,455 per employee. Its data comes mostly from mid-size and large companies, so small teams often spend less. Divide your own annual SaaS spend by your headcount for the real figure.
What share of SaaS licenses goes unused?
Zylo's 2026 index finds that organizations leave 36% of SaaS licenses unused on average. Your share depends on how often you review seats; check the admin panel of each app for users with no sign-in in 90 days.
How do I find unused SaaS licenses?
Compare paid seats on the invoice with active users in each app's admin panel or your single sign-on logs. Users with no sign-in in the last 90 days are the usual candidates to remove. Enter both numbers in the Audit my stack tab to see the cost.
Is annual billing worth it?
Usually yes for tools you will keep: many vendors charge 15 to 20% less per month on yearly plans. You commit for the whole year, so keep monthly billing for apps you are still testing or may replace.
When should I negotiate a SaaS renewal?
Start 60 to 90 days before the renewal date and check the notice period in the contract, because many plans renew automatically. Bring your active-user numbers and ask to remove unused seats or keep last year's price.
Can I replace several support tools with one platform?
Often, yes. CRMsoftware.pro combines AI chat, a team inbox, CRM and pipeline, bookings, quotes and tasks with one flat monthly price. Use the Support and CRM stack tab to compare your current tools with the plan that fits your team and AI volume.
Which switching costs should I count?
Count setup and data import time, training, and payments you still owe on contracts you cancel early. Do not count a tool twice: if you still pay for it during the contract, enter those payments as an exit cost and mark the tool as replaced, or keep it in the monthly totals with Keep.
Can I download the results to Excel?
Yes. Click Download for Excel to get a CSV file with your inputs, every app and the savings. It opens in Excel and Google Sheets. The Excel formulas section above shows how to rebuild the math in a spreadsheet.
Does the calculator store my data?
No. Everything runs in your browser. The share link keeps your numbers in the address after the # sign, which is not sent to our server.
References
Sources
- Spend per employee, unused licenses and AI spend: Zylo, 2026 SaaS Management Index
- Spend growth, renewal price increases and license utilization: Zylo, SaaS statistics
- List prices checked October 4, 2026 on the vendors' pricing pages: Intercom, Zendesk, LiveChat, HubSpot, Calendly, PandaDoc, Asana, Slack, Aircall
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