Tools / License Ledger
License & Renewal Ledger
Paste your software license list and get the annual cost, the cost per seat, unused seats you are paying for, and which renewals are about to hit. Export a renewal calendar for your team. Nothing is uploaded.
Columns: name, seats, unit price, cycle (month / year / quarter), renewal date, then optional active seats and owner. Headers are recognised, so an export with "Vendor, Seats, Unit price, Cycle, Renewal" can be pasted as is.
| Status | Name | Seats (active) | Unit price | Cycle | Renewal | Days left | Annual cost | Share | Note |
|---|
Nothing to show — paste your license list and press Build ledger.
What is the License & Renewal Ledger?
Most teams know their biggest software contracts and forget the twenty small ones. The ledger takes the list you already have — a spreadsheet export, a renewal notice, a note in a ticket — and turns it into three numbers you can act on: what you pay per year, what you pay per seat, and how much of that bill is for seats nobody uses. It also sorts every renewal by how soon it hits, so negotiations start before the auto-renewal does.
How the numbers are computed
- Every line is normalised to a year: month x 12, quarter x 4, year x 1. The total is the sum of those annual figures, and the monthly figure is that total divided by 12.
- Cost per seat is the unit price normalised to a year. Comparing monthly and annual contracts by unit price alone is misleading, because one is a monthly rate and the other is a yearly one.
- If you give the number of seats actually in use, the ledger multiplies the unused seats by the annual cost per seat — that is the part of the bill you can cancel at the next renewal.
- The next-year budget applies your price change and seat growth to the annual figure, which is what a renewal quote usually looks like.
FAQ
Which formats can I paste?
Comma, tab, semicolon and pipe separated rows, straight from Excel, Google Sheets or a CSV export. A header row is detected and skipped, and dates in the form 2027-03-01, 2027/3/1, 1.3.2027 or March 1, 2027 are all understood. One currency per run — the symbol you type is only used for display.
What counts as an unused seat?
Anything in the active seats column below the purchased count. Seat counts go stale fast after a hiring freeze or a team move, so re-check them before a renewal: this number is usually the easiest saving in the whole list, and vendors rarely volunteer it.
Is the renewal calendar safe to import?
Yes. The .ics export contains only the license name, seat count, annual cost and renewal date of the lines you pasted, created in your browser. Import it into Google Calendar, Outlook or Apple Calendar and each renewal becomes an all-day event with a 14 day reminder.