Microsoft 365 License Optimization

Get usage‑based recommendations throughout the year to reduce license waste and create a data‑driven renewal plan—fast.

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Renewal Planning118 Days Until Renewal

Current: $707,160/yrPlanned: $608,160/yr

PlanningCurrentAdd SKURenewal InsightsExport

SKU	Purchased	Assigned	Planned	Price/mo	Planned Annual	Delta
Microsoft 365 E3	900	810	748	$36.00	$323,136	-$65,664
Microsoft 365 E5	250	244	246	$57.00	$168,264	-$2,736
Microsoft 365 F3	350	344	347	$8.00	$33,312	-$288
Microsoft 365 Copilot	200	186	129	$30.00	$46,440	-$25,560
Power BI Pro	120	111	111	$14.00	$18,648	-$1,512
Project Plan 3	60	48	51	$30.00	$18,360	-$3,240
Total (6 SKUs)					$608,160	-$99,000

Microsoft 365 E3 prices rise 8% in July 2026, and EA volume discounts were eliminated in November 2025 — the renewal math has changed.

You’re paying for licenses nobody uses.

Licenses outlive the people and projects they were bought for. Seats stay assigned after employees leave, premium add-ons go untouched after pilots stall, and every renewal quietly locks in last year’s overspend for another term. The math adds up fast — every 10 unused Copilot seats cost $3,600 a year.

Hivemend connects to your tenant, finds the licenses nobody is using, and turns them into dollar-quantified recommendations and an exportable renewal plan — a PDF report and Excel workbook you can take into negotiation. Not two days of admin-center exports. Not a $10K–50K consulting engagement.

Security-first design
~10 minute setup
No agents to deploy

56%of enterprise M365 licenses are inactive, underutilized, oversized, or unassigned

12%of assigned licenses sit on disabled or departed accounts

12–18%typical spend reduction when corrected

Here’s what that looks like in your tenant.

Every recommendation is built from your tenant’s own sign-in and usage data — dollar-quantified, segmented, with confidence you can check.

Recommendations you can defend

Hivemend turns usage data into recommendations with the evidence attached. Here, 62 Copilot seats with no activity in 60+ days — $22,320 a year — segmented by how long they’ve sat idle, so you act on the safest reclaims first.

Waste

Reclaim unused Copilot licenses

$1,860.00/mo62

Last updated 2 days ago

$900.00/mo implemented

Summary

62 Copilot-licensed users show no paid Copilot activity in 60+ days, representing $1,860.00/month in savings with a maximum potential savings of $22,320.00/year if not acted on.

Affected Users

Inactive 90+ days27 users$810.00/mo

Inactive 60-89 days19 users$570.00/mo

Never activated16 users$480.00/mo

All affected users62 users$1,860.00/mo

Resolution Progress

62 pending30 implemented8 dismissed38 of 100 resolved
$900.00/mo saved

Catch what offboarding missed

Accounts get disabled; their licenses stay assigned. Hivemend cross-references license assignments against account status and last sign-in — in this tenant, 75 licenses still on disabled accounts, $2,700 a month. Usage is tracked by department, so the cleanup request goes to the right owner.

Reclaim licenses from disabled accountsWaste

Name	Department	Last Sign-In	Status	License	Savings/mo
Dana Whitfield	Finance	Sep 18, 2025	Disabled	Microsoft 365 E3	$36.00/mo
Marcus Oyelaran	Sales	Nov 3, 2025	Disabled	Microsoft 365 E5	$57.00/mo
Priya Raghavan	Operations	Oct 9, 2025	Disabled	Microsoft 365 F3	$8.00/mo
Tomas Borgen	Marketing	Dec 12, 2025	Disabled	Microsoft 365 E3	$36.00/mo
Alicia Fuentes	IT	Jan 26, 2026	Disabled	Microsoft 365 E5	$57.00/mo
Rob Kowalczyk	Customer Success	Feb 2, 2026	Disabled	Microsoft 365 E3	$36.00/mo
All affected users	75 users				$2,700.00/mo

Identified, captured, and counting down

Everything rolls up to numbers a CFO can verify: $8,706 a month identified, $3,840 already captured in the renewal plan, 118 days to renewal. The gap between current and planned spend is your negotiation position — quantified before you’re in the room.

Savings Opportunity

$8,706.00/mo

Pending savings

137 users$4,560.00/mo125 units$4,146.00/mo

Savings Captured

$3,840.00/mo

Captured savings · current renewal plan

90 users$3,360.00/mo16 units$480.00/mo

Renewal Countdown

118 days

Renews Oct 6, 2026

Current$707,160/yrRenewal$608,160/yr

Hivemend also catches overlap — like paying for a standalone license that’s already included in a bundle you own.

How it works

Connect

Grant read-only admin consent through Entra ID. No agents to deploy, nothing to install — most teams are connected in about 10 minutes.

Analyze

Hivemend syncs your tenant daily, maps usage by user and department, and turns what it finds into dollar-quantified recommendations — each with confidence and per-user evidence.

Renew

Turn recommendations into a renewal plan, track captured savings as you go, and export the CFO-ready PDF renewal report and Excel workbook for negotiation.

AI Licensing Advisor

Ask what your renewal numbers mean.

The AI Licensing Advisor is grounded in your tenant’s actual licensing, usage, and renewal data. Ask what a price increase does to your run rate, which recommendation to act on first, or what’s safe to cut before renewal — and get an answer with the evidence attached.

We're renewing in four months and Microsoft is raising prices — what should we do?

High confidence

Your renewal lands in 118 days — just after July's price increase takes Microsoft 365 E3 from $36 to $39 per user, which adds about $32,400 a year at your current 900 E3 seats. The fastest levers before then are your pending recommendations: 62 unused Copilot seats, 75 licenses still assigned to disabled accounts, and 125 purchased-but-unassigned licenses — $8,706 a month in total. Acting on those supports a renewal plan of $608,160, which is $99,000 below your current run rate. I'd start with the Copilot reclaim — its largest segment is 90+ days inactive, the highest-confidence evidence we track.

Current license inventoryPending actionable recommendationsCurrent vs planned renewal totals

Savings estimator

Run your renewal math.

Set your license counts to see what typical waste rates suggest you could save each year.

Base licenses

Microsoft 365 E3$36/user/mo900 seats

Microsoft 365 E5$57/user/mo250 seats

Microsoft 365 E7$99/user/mo0 seats

Assumes 14% typical base-license waste (12–18% range).

Add-ons

Microsoft 365 Copilot$30/user/mo0 seats

Power BI Pro$14/user/mo0 seats

Power Apps Premium$20/user/mo0 seats

Project Plan 3$30/user/mo0 seats

Assumes 35% of add-on seats unused (25–45% range).

Estimated annual savings

$67,200–$100,800

Central estimate

Microsoft 365 E3$54,400
Microsoft 365 E5$23,900

That’s ≈ 13× the Professional subscription ($6,000/yr).

Estimates based on typical waste rates for organizations of similar size. Actual results depend on your tenant’s licensing and usage — connect read-only to see your real number.

Connect read-only and see your actual number.

Pricing

One flat fee. Every feature.

Every feature in every tier — pick the band that matches your licensed user count.

Standard

For teams managing up to 1,000 licensed users.

$250/mo

$3,000/yr · Save 17%

Best fit for most first-time Hivemend rollouts

Inventory and usage analytics
Recommendation engine and savings tracking
Renewal planning workspace and AI advisor access

Professional

For teams managing between 1,001 to 2,000 licensed users.

$500/mo

$6,000/yr · Save 17%

Higher seat band for complex mid-market renewals

Everything in Standard
Support for larger user estates and renewal scopes
Built for multi-team reviews and annual planning cycles

Standard pays for itself at 7 recovered Microsoft 365 E3 licenses.

2,001+ licensed users — contact sales.

Security

Built for security-first IT teams.

Read-only Graph API access: Hivemend requests read-only scopes — it can’t change anything in your tenant.
Entra ID SSO: Sign-in runs through your Microsoft Entra ID and inherits your MFA and Conditional Access policies.
Full audit logs: Every data access and admin action is recorded.

Stop renewing licenses nobody uses.

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