Microsoft 365 and SaaS License Review
Reply All Energy Inc. · Where the money goes, line by line
| Prepared for | Prepared by | Date | Status |
|---|---|---|---|
| Grace Liu Chief Financial Officer | Floor 16 Technologies | Oct 14, 2026 | v1.0 · For decision |
Summary
Reply All pays about $160,000 a year for 27 software lines. About $34,000 of it buys seats nobody has used in 90 days, or tools Microsoft 365 already includes. Cancel or reduce 13 lines at their renewal dates, and nobody loses a tool they use.
Microsoft is 44% of the spend and 15% of it can go, almost all of it seats bought ahead of hiring or for a Copilot rollout that never started. The rest of the savings are tools that duplicate what Reply All already pays for in Microsoft 365. Every change below happens at a renewal date, so nothing is paid for twice and nothing is cut off mid-term.
Where the money goes
Line by line
Annual cost is what Reply All paid over the last twelve months, rounded, in US dollars before tax. Used means the person signed in and used the product at least once between July 1 and September 28.
| Product | Paid | Used | Annual cost | Recommendation | Saving |
|---|---|---|---|---|---|
| Microsoft | |||||
| Microsoft 365 E3 | 78 | 70 | 33,696 | Reclaim 8 | 3,456 |
| Microsoft 365 Copilot | 25 | 7 | 9,000 | Reduce to 10 | 5,400 |
| Visio Plan 2 | 12 | 3 | 2,160 | Reduce to 4 | 1,440 |
| Project Plan 3 | 10 | 9 | 3,600 | Keep | 0 |
| Power BI Pro | 15 | 13 | 2,520 | Keep | 0 |
| Teams Phone with Calling Plan | 30 | 28 | 5,400 | Keep | 0 |
| Exchange Online Plan 1 on shared mailboxes | 9 | n/a | 432 | Cancel | 432 |
| Azure: backup and two file server VMs | n/a | n/a | 14,400 | Keep to Q3 | 0 |
| Microsoft subtotal | 71,208 | 10,728 | |||
| Design and documents | |||||
| AutoCAD | 6 | 6 | 12,180 | Keep | 0 |
| Bluebeam Revu | 12 | 11 | 3,600 | Keep | 0 |
| Adobe Acrobat Pro | 40 | 12 | 9,600 | Reduce to 12 | 6,720 |
| Adobe Creative Cloud | 3 | 2 | 2,340 | Reduce to 2 | 780 |
| Design and documents subtotal | 27,720 | 7,500 | |||
| Work management | |||||
| Monday.com | 45 | 19 | 6,480 | Cancel | 6,480 |
| Smartsheet | 8 | 2 | 864 | Cancel | 864 |
| Work management subtotal | 7,344 | 7,344 | |||
| Files, meetings and media | |||||
| Dropbox Business | 20 | 6 | 3,600 | Cancel | 3,600 |
| Slack Pro | 15 | 15 | 1,575 | Review in Q2 | 0 |
| Zoom Pro | 10 | 3 | 1,500 | Cancel | 1,500 |
| Loom Business | 10 | 2 | 1,500 | Cancel | 1,500 |
| Calendly Teams | 6 | 2 | 1,152 | Cancel | 1,152 |
| SurveyMonkey | 3 | 1 | 900 | Cancel | 900 |
| Files, meetings and media subtotal | 10,227 | 8,652 | |||
| Finance, HR and security | |||||
| Sage Intacct | n/a | n/a | 18,000 | Keep | 0 |
| BambooHR | 70 | 70 | 6,720 | Keep | 0 |
| Expensify | 60 | 41 | 6,480 | Review for FY28 | 0 |
| LastPass Business | 70 | 66 | 5,880 | Keep | 0 |
| Microsoft 365 backup, through the IT provider | 70 | 70 | 2,520 | Keep | 0 |
| DocuSign Business Pro | 5 | 5 | 2,400 | Keep | 0 |
| KnowBe4 security training | 70 | 70 | 1,750 | Keep | 0 |
| Finance, HR and security subtotal | 43,750 | 0 | |||
| Total, per year | 160,249 | 34,224 | |||
Unused seats
Seats used in the last 90 days, as a share of seats paid. Ten lines are below half. Microsoft 365 E3 is the largest line and is close to right: eight seats belong to six people who left and two that were never assigned.
Copilot is the line to watch. 25 seats were bought in March for a rollout that never had a plan, and 7 people have used it since. Keep 10 for a Finance pilot in the second quarter, after the boundary check shows what Copilot can see. Buy more only when the pilot shows the hours it saves.
Overlap with Microsoft 365
Reply All already pays for Microsoft 365 E3. These tools do jobs it covers, for the way Reply All uses them today.
| Tool | What people use it for | Already in your license | Verdict |
|---|---|---|---|
| Monday.com | Task boards for four teams | Planner and Lists | Move the boards, then cancel |
| Smartsheet | Two project schedules | Project Plan 3, already paid for | Cancel |
| Dropbox | Sharing files with two partners | SharePoint guest access | Move the partner folders, then cancel |
| Zoom | Three webinars a year | Teams webinars and town halls | Cancel |
| Loom | Short screen recordings | Clipchamp and Stream | Cancel |
| Calendly | Booking site visits | Bookings | Cancel |
| SurveyMonkey | The annual staff survey | Forms | Cancel |
| Adobe Acrobat | Reading, commenting and signing PDFs | Edge reads and comments. DocuSign signs contracts | Keep 12 for people who edit PDFs |
| Slack | Chat with outside contractors | Teams shared channels | Keep until contractors move, review in Q2 |
Recommended changes, in renewal order
| Change | Renews | Notice by | Owner | Saving a year |
|---|---|---|---|---|
| Cancel Zoom and Calendly | Monthly | Oct 31 | Operations | 2,652 |
| Cancel Smartsheet | Nov 30 | Nov 15 | Operations | 864 |
| Cancel Dropbox, once partner folders are in SharePoint | Dec 20 | Dec 10 | IT provider | 3,600 |
| Microsoft: reclaim 8 E3, Copilot to 10, Visio to 4, cancel 9 mailbox licenses | Jan 1 | Dec 1 | Grace Liu | 10,728 |
| Cancel SurveyMonkey | Jan 15 | Jan 1 | HR | 900 |
| Cancel Loom | Feb 1 | Jan 15 | Operations | 1,500 |
| Adobe: Acrobat to 12, Creative Cloud to 2 | Mar 15 | Feb 13 | Grace Liu | 7,500 |
| Cancel Monday.com, once boards are in Planner | May 1 | Apr 1 | Operations | 6,480 |
| 13 lines changed, in eight steps | 34,224 | |||
Savings
| Period | Why it differs | Saving |
|---|---|---|
| This fiscal year, to Sep 30, 2027 | Each change starts at its renewal date | 22,400 |
| Every year after | All 13 changes in place | 34,200 |
Not counted yet. About $9,600 a year of Azure falls away when the file server retires in the third quarter. Expensify, $6,480 a year, could be replaced by an expense app in SharePoint, a decision for next year's plan because it needs a build first. Slack, $1,575, goes once contractors move to Teams shared channels. None of these is in the $34,200.
What we kept, and why
- AutoCAD, Bluebeam, Project Plan 3: used every week by the people who have them.
- Power BI Pro and Teams Phone: nearly every seat in use, and both feed the board reporting and the phones people answer.
- LastPass, KnowBe4 and the backup: the cyber insurer asks for all three at renewal.
- Sage Intacct, BambooHR, DocuSign: the systems of record for finance, people and contracts.
How we counted
- Twelve months of invoices from the accounting system, October 2025 to September 2026.
- Microsoft 365 admin center usage reports for July 1 to September 28.
- Sign-in logs for every app on single sign-on, and each vendor's admin console for the rest.
- Twenty-minute conversations with six team leads about what each tool is actually used for.
Decision
| Approve the changes above | Signature | Date |
|---|---|---|
| Grace Liu, Chief Financial Officer |