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Sample report · Self-serve licence check

Microsoft 365 licence check: sample report

This is what you get for £5,499 + VAT: a user-by-user list of the Microsoft 365 licences you could remove or downgrade, with the evidence and the saving for each. Fictional company, invented data.

About the licence checkIs this the right one for me?

Illustrative sample: Ashby & Rowe Distribution Ltd is a fictional company and all names, addresses and figures are invented. It shows the format and depth of the report the tool produces.

Innoligo Microsoft 365 licence check · Report date 30 September 2026

Ashby & Rowe Distribution Ltd

Fictional UK distributor, 480 people on Microsoft 365 E3, E5 and F3. Source: the Microsoft 365 "Active users" usage export, analysed in the buyer's browser. Nothing was uploaded.

1Summary

  • Users analysed

    480

  • Current monthly spend

    £15,571.70

  • Savings found, per month

    £2,141.20

  • Savings found, per year

    £25,694.40

In plain words: Ashby & Rowe Distribution Ltd pays about £186,860 a year for Microsoft 365, and 99 licences worth about £25,694 a year look unnecessary. That is 14% of the bill.

2Savings by finding type

TypeLicencesPer monthPer year
Inactive users with a live licence
No activity for 90 days or more: remove every licence		42£1,295.50£15,546.00
Duplicate or overlapping licences
A licence already included in another one the person holds		31£325.70£3,908.40
Over-specified (E5 used like E3)
E5 holders using only core apps for 60 days: move to E3		26£520.00£6,240.00
Total99£2,141.20£25,694.40

3Every finding, user by user

The real report lists all 99 findings, largest saving first, and exports them to a CSV file you can sort, filter and hand to whoever manages your licences. Eight rows are shown here.

TypeUserCurrent licencesWhat to doEvidence£ a month
InactiveDaniel Price
d.price@ashbyrowe.example
Sales		Microsoft 365 E5Remove all licences assigned to this user (inactive for 172 days).Last activity 2026-04-11 (172 days ago), exceeding the 90-day threshold.£52.50
InactiveWarehouse Kiosk 3
kiosk3@ashbyrowe.example
Operations		Microsoft 365 E3Remove all licences assigned to this user (no recorded activity).No activity recorded across any tracked workload; 1 paid licence assigned.£32.50
InactivePriya Shah
p.shah@ashbyrowe.example
Finance		Microsoft 365 E3Remove all licences assigned to this user (inactive for 120 days).Last activity 2026-06-02 (120 days ago), exceeding the 90-day threshold.£32.50
Over-specifiedTom Ellis
t.ellis@ashbyrowe.example
IT		Microsoft 365 E5Downgrade Microsoft 365 E5 to Microsoft 365 E3.Activity in the last 60 days is limited to core workloads (Exchange, OneDrive, SharePoint, Teams). Proxy signal: confirm no Purview, Defender for Office 365 or Power BI Pro dependency first.£20.00
Over-specifiedSarah Okafor
s.okafor@ashbyrowe.example
Finance		Microsoft 365 E5Downgrade Microsoft 365 E5 to Microsoft 365 E3.Activity in the last 60 days is limited to core workloads. Proxy signal: confirm before downgrading.£20.00
DuplicateBen Carter
b.carter@ashbyrowe.example
Sales		Microsoft 365 E3 + Office 365 E3Remove Office 365 E3, already covered by Microsoft 365 E3.User holds 2 overlapping licences; what Office 365 E3 provides is already included in Microsoft 365 E3.£19.70
DuplicateLaura Green
l.green@ashbyrowe.example
Operations		Microsoft 365 E3 + EMS E3Remove Enterprise Mobility + Security E3, already covered by Microsoft 365 E3.User holds 2 overlapping licences; what EMS E3 provides is already included in Microsoft 365 E3.£8.30
InactiveMark Lewis
m.lewis@ashbyrowe.example
Warehouse		Microsoft 365 F3Remove all licences assigned to this user (inactive for 133 days).Last activity 2026-05-20 (133 days ago), exceeding the 90-day threshold.£6.60

Export CSV The full list downloads as m365-licence-savings-report.csv, with the yearly saving for each line.

4How the check works

  • Inactive: no activity in any tracked Microsoft 365 app for 90 days or more (you can change the threshold).
  • Duplicate: a licence whose features are already included in another licence the same person holds.
  • Over-specified: E5 holders whose last 60 days of activity is limited to core apps. This is a signal, not proof, so it is flagged for you to confirm.
  • Prices: UK list prices per user per month, editable before you run the check. Savings are estimates until you act on them.

5Before you act

  1. Before removing an inactive user's licence, check the mailbox is not needed. Convert it to a shared mailbox or keep it on hold if it must be kept.
  2. Before any E5 downgrade, confirm the person does not rely on E5-only features such as advanced compliance, Defender for Office 365 Plan 2 or Power BI Pro.
  3. Remove licences at the right point in your billing term. Annual commitments can usually only be reduced at renewal.
  4. Check the prices in the report against your invoice. The tool uses UK list prices you can edit before you run it.

The report ends with a link to the expert-led assessments, if you want help acting on it or want security checked alongside cost.

What it would cost Ashby & Rowe, and what it is worth

Licence check£5,499.00
Gain-share at 20% of £25,694 savings£5,138.88
Total cost, excluding VAT£10,637.88
Savings in year one£25,694.40
Savings over three years£77,083.20
Pays for itself in about5 months

Fictional example. The gain-share is worked out on the savings the scan identifies and paid once, after the scan. Savings assume the licences are removed as soon as the billing term allows. VAT is added to both fees.

How the price works

  • £5,499 + VAT, paid once, to run the check.
  • Savings of £20,000 a year or less: nothing more to pay. Your findings show straight away.
  • More than £20,000: a one-time gain-share on the whole identified saving, worked out at standard UK list prices: 5% up to £22,000, 10% up to £25,000, 20% from £25,000. You see the exact fee before you pay it, and the detailed findings unlock once it is paid.

Smaller business? This sample is for a 480-user firm. If yours is much smaller, the savings may not cover the price: the security assessment reviews licence fit and security together for a fixed fee.

About the licence checkFree 20-minute call

Which one is right for you?

Two different products. The assessment gives you advice and a plan. The licence check gives you a list of licences to cut.

CompareExpert-led assessmentSelf-serve licence check
Price£999 + VAT, fixed£5,499 + VAT, one-off. Plus a one-time gain-share of 5% to 20% only if the scan finds more than £20,000 a year
The question it answersOne business decision: are we exposed, are we ready for Copilot, should we move to the cloud, what should we do about VMwareOne money question: which Microsoft 365 licences are we paying for that we do not need?
Who does the workA senior adviser, with read-only access to your environmentYou. Export one usage report from Microsoft 365 and the tool analyses it in your browser
How long4 to 6 weeksSame day
What you getA report with findings, your costs, savings ranges, an action plan (first 30 days, 30 to 90 days, 3 to 12 months), decisions for you to make, and a senior readoutA licence savings report: your spend, savings by type, every user to remove or downgrade with the evidence, and a CSV export
GuaranteeClear-answer guarantee: no useful findings, no fee.No refund guarantee. Read the sample report first to see if it fits
Best forAny size of business facing a decisionLarger Microsoft 365 estates, where the likely savings clearly exceed the price

Not sure? Read the licence check sample, made for a 480-user firm. If your business is much smaller, the savings may not cover the price: start with an assessment, three quick questions or a free call instead.

Want to talk it through first?

Twenty minutes with a senior adviser, free, to work out whether the licence check or an assessment fits.

Book a free 20-minute call