Calculate licence needs from the customer environment

IT service providers calculate licence needs and costs from the customer environment

Needs setupAI Act: no extra obligationsAnalysing & reporting dataIT & software

Fits: Sales · IT & software development

User lists, sign-in data and device inventory quickly show which licences the customer really needs, which are unused and where clarification is needed. Quotes become more accurate, and conversations about savings start with facts.

Is this for you?

  • You look after customers with subscription licences and regularly prepare quotes, renewals or licence reviews.
  • The customer environment can export users, assigned licences and last sign-in as a table.
First step today

Take an export with user accounts, assigned licence and last sign-in, replace the names with codes and use the template below to have it categorised. Check whether shared mailboxes and orphaned accounts are shown separately.

How to go about it

  1. Clarify the customer’s question and licence rules
  2. Combine user, licence and device exports
  3. Have the need calculated for each group
  4. Check figures against the export and licence terms
  5. Prepare a quote or licence report for the customer
  6. Set up the licence review as a recurring process

Templates to copy

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Included in the training

The complete guide

  • 6 steps explaining exactly what to do
  • 3 proven templates to copy into your own AI
  • Safe use: data, checking, deciding, informing
  • Pitfalls, effort and how to recognise success

With the training you get all 430 guides for as long as your access runs.

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IT-02 · Legal status 08.10.2026