sysop@hub:~/tools/license-optimizer$

license-optimizer

Drop an export of your users and their Microsoft 365 licences. You see how much of the monthly bill pays for nothing: licences on blocked accounts, licences already covered by a bigger one, accounts nobody uses and seats assigned to no one. The file is read by your browser and never uploaded.

Drop the licence export here, or click to choose a fileJSON from the export script below, or the user CSV from the Microsoft 365 admin center

getting the export

Source	What you get
Export script (recommended)	Everything: last sign-in per user, seats bought and assigned, group-based assignment, and shared mailboxes if you are also connected to Exchange Online. Read-only.
Microsoft 365 admin center	Users, Active users, Export users. Enough for blocked accounts, covered licences and guests. It has no sign-in dates and no seat totals, so those checks are skipped.

The export script. Run it in PowerShell 7, then drop the resulting licences.json above.

what it checks

Check	Triggers when	Counted as
Blocked accounts	Sign-in is blocked and the account holds paid licences.	can go now
Covered licences	Everything a licence contains is part of another licence the same user has, for example Entra ID P1 next to Microsoft 365 E3, or Business Basic next to Business Premium.	can go now
Shared mailboxes	A shared mailbox holds a paid licence.	check first
Guests	A guest account holds a paid licence.	check first
Never signed in	Older than 30 days, licensed, and no sign-in on record.	check first
Inactive	No interactive or background sign-in for more than 90 days.	check first
Unassigned seats	A subscription has more seats than assigned users.	at renewal
Assignment errors	A group could not assign a licence to a user.	no cost
Direct assignments	A user gets licences from a group and others by hand.	no cost

Each licence of a user is counted once, in the order of the table. The money figures use the prices in the table on the result, which start as rough list prices and are yours to correct. A licence you remove from a user becomes an unassigned seat first. The bill only shrinks when you reduce the seat count, which on an annual term is possible at renewal. The page knows what the common suites and add-ons contain. It does not know how much a person actually uses a product, so it cannot tell you who could move from E5 to E3. Products it does not recognise are listed with a price of zero until you enter one.