An accounts package, a CRM and a project tool may each have a manageable payment. The combined figure can be less obvious, particularly when some subscriptions renew monthly and others annually. Our software subscription calculator brings those payments onto the same basis.
Enter what the whole business pays
Give each subscription a name, enter its total payment and select monthly or yearly billing. If a supplier charges per user, enter the combined charge for your business rather than the price of a single licence. Add another row for each system you want to include.
The starting rows are examples, not supplier prices. Replace them or use “Clear figures” to start again. Use a consistent VAT basis across the entries; mixing payments including VAT with payments excluding VAT makes the comparison less useful.
See the combined annual figure
For example, payments of £30, £60 and £40 per month total £130 monthly and £1,560 annually. Change any payment and the result updates. An annual subscription is included at its annual amount, with its monthly equivalent used in the monthly total.
Enter your employee count to see the average monthly spend per employee. Ten employees in this example produce an average of £13 each per month. That is a way of expressing the overall spending, not a statement that every person uses every product.
Play with the years slider
The slider shows the total over one to five years. At unchanged rates, £130 a month becomes £4,680 over three years. The calculation assumes no price rises, additional licences or changes to your subscriptions.
This can make recurring commitments easier to discuss, but it is not a forecast of your actual future bills. Usage charges, one-off fees and contract terms are outside the calculation.
Use the total to ask better questions
Which tools still earn their place? Are two systems doing similar work? Does someone repeatedly copy information between them? The cost total gives you a clear number; those workflow questions explain whether the arrangement is working.
Keeping existing software, connecting suitable systems or building something bespoke are different possibilities. The calculator does not establish that replacement would be cheaper. A useful decision also considers functionality, migration, training and ongoing running costs.