Software Subscription Waste Calculator

Section 1 — Company Information

Organisation Profile

Business Type ℹLarger businesses tend to accumulate more software waste over time.

Industry ℹIndustry affects tool diversity and subscription sprawl patterns.

Workforce Details

Number of Employees ℹMore employees usually means more software seats and higher waste potential.

Number of Departments ℹMore departments often means more tool silos and duplicate subscriptions.

Number of Remote Workers ℹRemote teams often accumulate more collaboration and productivity tool subscriptions.

Subscription Overview

Total SaaS Tools in Use ℹCount all active software subscriptions across the entire company.

Average Monthly Cost Per Tool ℹAverage monthly subscription fee across all tools in your stack.

Currency ℹAll waste estimates will be displayed in this currency.

Section 2 — Subscription Waste Inputs

Unused & Idle Subscriptions

Unused Licenses / Seats ℹPaid seats assigned to employees who no longer use the tool.

Expired But Still Active Subscriptions ℹTrials or contracts that auto-renewed but are no longer needed.

Forgotten Trial Subscriptions ℹFree trials that converted to paid without anyone noticing.

Employees Using Shared Accounts ℹMultiple people sharing one paid seat — a policy violation and security risk.

Rarely Used Software (%) 20%

Duplicate & Overlapping Tools

Duplicate Software Tools ℹTools doing the same job — e.g. two project management tools running in parallel.

Overlapping Tools ℹTools with partial feature overlap that could be consolidated into one platform.

Tools With Annual Billing ℹAnnual plans paid upfront — often forgotten and renewed automatically.

Tools With Monthly Billing ℹMonthly plans can cost 20–40% more annually than committing to annual pricing.

Hidden & Add-On Costs

Estimated Hidden Add-On Costs ($/mo) ℹPremium feature upgrades, extra storage, or seat add-ons not in the base plan.

Average API / Usage Charges ($/mo) ℹMetered costs from API calls, compute minutes, or data processing fees.

Unused Cloud Storage Costs ($/mo) ℹAllocated cloud storage that exceeds actual usage — common in Dropbox, Box, Google Workspace.

Section 3 — Usage Analysis

Tool Usage Frequency

Tools Used Daily ℹTools your team opens and actively uses every working day.

Tools Used Weekly ℹTools used at least once per week but not daily.

Tools Never Used ℹSubscriptions that no one in the company actively accesses. Pure waste.

Avg Employee Software Usage Rate 65%

Financial Settings

Monthly Software Budget ($) ℹTotal approved monthly budget for all software subscriptions.

Annual Software Budget ($) ℹTotal annual spend approved for software and SaaS tools.

Expected Business Growth (%) ℹProjected annual business growth — affects future software cost projections.

Expected Team Growth (%) ℹAnnual team headcount growth rate — scales seat-based subscription costs.

Inflation Adjustment (%) ℹSaaS vendors raise prices 5–15% annually. Include this for accurate projections.

Software Management Practices

Regular Subscription Audits

Centralised Software Management

Employee Access Reviewed Regularly

Unused Accounts Auto-Removed

Usage Analytics Tracked

IT / Procurement Team Exists

Subscription Review Frequency ℹHow often your team formally reviews all active subscriptions.

Your Subscription Waste Analysis

Full Cost Breakdown

Waste Source Breakdown

Waste Source	Type	Monthly	Annual	% of Waste

💸 Software Subscription Waste Calculator

Waste Source Breakdown

Waste Category Distribution

Waste Breakdown

Monthly Waste Projection

Active vs Unused Licenses

SaaS Utilisation Trend

Budget Efficiency

3-Year Waste Forecast