Microsoft 365 License Audit Template

Current License Inventory

How to fill this out

Go to admin.microsoft.com → Billing → Licenses. Record each license type, quantity owned, quantity assigned, and calculate the unused count and monthly waste.

License Type	$/License/Mo	Notes
Microsoft 365 Business Basic	$6.00
Microsoft 365 Business Standard	$12.50
Microsoft 365 Business Premium	$22.00
Office 365 E1	$10.00
Office 365 E3	$23.00
Microsoft 365 E3	$36.00
Microsoft 365 E5	$57.00
Exchange Online (Plan 1)	$4.00
Exchange Online (Plan 2)	$8.00
Visio Plan 2	$15.00
Project Plan 3	$30.00
Power BI Pro	$10.00
Other: ________________
Other: ________________
TOTALS	-	-

Right-Sizing Analysis

Purpose

Identify users who have more expensive licenses than they need. For example, someone with E3 who only uses email could be on Business Basic and save $17/month.

User Name	Current License	Actual Usage	Recommended License	Monthly Savings








Total Monthly Savings from Right-Sizing:

Inactive User Review

Finding inactive users

Check the Azure AD sign-in logs for users who haven't signed in within 90 days. These licenses can often be reclaimed.

User Name	License Type	Last Sign-In	Days Inactive	Action

Optimization Tips

Right-size your licenses - CSP partners can mix and match license types to fit each user's needs - a flexibility not available when purchasing direct from Microsoft.
Annual vs monthly billing - Annual commitment offers savings but reduces flexibility. Good for stable headcount.
Volume discounts - Larger organizations can unlock significant savings through Enterprise Agreement pricing.
Teams-only users - F3 licenses offer high value for frontline workers who just need Teams and web apps.
Review quarterly - Set a calendar reminder to review licenses every 90 days.

License Feature Reference

Feature	Bus. Basic	Bus. Standard	Bus. Premium	E3	E5
Email (Exchange Online)	✓	✓	✓	✓	✓
Teams	✓	✓	✓	✓	✓
SharePoint & OneDrive	✓	✓	✓	✓	✓
Desktop Office Apps	-	✓	✓	✓	✓
Intune (Device Mgmt)	-	-	✓	✓	✓
Advanced Threat Protection	-	-	✓	-	✓
Unlimited Archive	-	-	-	✓	✓
eDiscovery (Advanced)	-	-	-	-	✓
Power BI Pro	-	-	-	-	✓
Phone System	-	-	-	-	✓
Retail Price/User/Month	$6	$12.50	$22	$36	$57

#	Action Item	Est. Savings	Owner	Due Date	Status
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2
3
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5

Organization Information

Executive Summary