Each SaaS application that is managed in Flexera’s SaaS Management has an Overview tab (SaaS -> Managed Applications -> Overview). This tab provides metrics and calculations for the SaaS applications spend, license count, and user activity. In this blog post, we discuss the different scenarios for how the SaaS applications spend, license count, and user activity are calculated. These scenarios are based on the SaaS applications license type (per user, per organization, and per login) and whether the SaaS application supports License Differentiation.
License Differentiation allows you to view the SaaS application licenses assigned to users in the SaaS application’s Activity tab (SaaS -> Managed Applications -> Activity). For a listing of SaaS applications that currently support License Differentiation, refer to the License Differentiation column in the Application Task Tracking chart. For example, when using the Microsoft 365 managed application you will see an Activity tab where we can view which users have a Microsoft Flow Free subscription and which users have a Microsoft 365 E3 subscription.
Non-License Differentiation does not offer you an opportunity to view which SaaS application licenses are assigned to users. For example, currently in SaaS Management we are not able to view which DocuSign users have an Essentials, Business, or Enterprise license. Therefore, we assume that all DocuSign users are assigned an Essentials, Business, and an Enterprise license.
License Details and User Activity for Limited Per User Microsoft 365 E3 License |
Value |
Total Items Allowed |
60 Users |
Total Used Licenses |
32 Users |
License Type |
Per User |
Amount (unit cost) |
12 USD |
Payment Frequency |
Monthly |
Active User Count |
2 Users |
Inactive User Count |
1 Users |
Never Active User Count |
29 Users |
License Details and User Activity for Limited Per User Microsoft Flow Free License |
Value |
Total Items Allowed |
80 Users |
Total Used Licenses |
10 Users |
License Type |
Per User |
Amount (unit cost) |
2 USD |
Payment Frequency |
Monthly |
Active User Count |
1 Users |
Inactive User Count |
0 Users |
Never Active User Count |
9 Users |
License Calculations for Limited Per User Microsoft 365 E3 and Microsoft Flow Free Licenses |
Microsoft 365 E3 Result |
Microsoft Flow Free Result |
Unassigned License Count = Total Items Allowed (Microsoft 365 E3 + Microsoft Flow Free Total Items Allowed) – Total Used Licenses (Microsoft 365 E3 + Microsoft Flow Free Total Used Licenses) |
140 (60 + 80) – 42 (32 + 10) = 98 Licenses |
140 (60 + 80) – 42 (32 + 10) = 98 Licenses |
Unassigned Cost for 1 Year = Unassigned License Count x Unit Cost x 12 Months |
28 x 12 USD x 12 = 4032 USD |
70 x 2 USD X 12 = 1680 USD |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x 12 Months |
29 x 12 USD x 12 = 4176 USD |
9 x 2 USD X 12 = 216 USD |
Active User Cost for 1 Year = Active User Count x Unit Cost x 12 Months |
2 x 12 USD x 12 = 288 USD |
1 x 2 USD x 12 = 24 USD |
Inactive User Cost for 1 Year = Inactive User Count x Unit Cost x 12 Months |
1 x 12 USD x 12 = 144 USD |
0 x 2 USD x 12 = 0 USD |
Estimated Annual Spend = Total Items Allowed x Unit Cost x 12 Months |
60 x 12 USD x 12 = 8640 USD |
80 x 2 USD x 12 = 1920 USD |
Total Estimated Annual Spend for Limited Per User Microsoft 365 E3 and Limited Per User Microsoft Flow Free Licenses = 8640 USD + 1920 USD = 10560 USD (10.6K)
License Details and User Activity for Limited Per User Microsoft 365 E3 License |
Value |
Total Items Allowed |
60 Users |
Total Used Licenses |
32 Users |
License Type |
Per User |
Amount (unit cost) |
12 USD |
Payment Frequency |
Monthly |
Active User Count |
2 Users |
Inactive User Count |
1 Users |
Never Active User Count |
29 Users |
License Details and User Activity for Unlimited Per User Microsoft Flow Free License |
Value |
Total Items Allowed |
Unlimited |
Total Used Licenses |
10 Users |
License Type |
Per User |
Amount (unit cost) |
2 USD |
Payment Frequency |
Monthly |
Active User Count |
1 Users |
Inactive User Count |
0 Users |
Never Active User Count |
9 Users |
License Calculations for Limited Per User Microsoft 365 E3 Licenses and Unlimited Microsoft Flow Free Licenses |
Microsoft 365 E3 Result |
Microsoft Flow Free Result |
Unassigned License Count = Total Items Allowed (Microsoft 365 E3 Licenses) – Total Used Licenses (Microsoft 365 E3 Licenses)
|
60 – 32 = 28 Licenses |
Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
Unassigned Cost for 1 Year = Unassigned License Count x Unit Cost x 12 Months |
28 x 12 USD x 12 = 4032 USD |
Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x 12 Months |
29 x 12 USD x 12 = 4176 USD |
9 x 2 USD X 12 = 216 USD |
Active User Cost for 1 Year = Active User Count x Unit Cost x 12 Months |
2 x 12 USD x 12 = 288 USD |
1 x 2 USD x 12 = 24 USD |
Inactive User Cost for 1 Year = Inactive User Count x Unit Cost x 12 Months |
1 x 12 USD x 12 = 144 USD |
0 x 2 USD x 12 = 0 USD |
Estimated Annual Spend for Microsoft 365 E3 Licenses = Total Items Allowed x Unit Cost x 12 Months Estimated Annual Spend for Microsoft Flow Free Licenses = Users Assigned x Unit Cost x 12 Months |
60 x 12 USD x 12 = 8640 USD |
10 x 2 USD x 12 = 240 USD |
Total Estimated Annual Spend for Limited Per User Microsoft 365 E3 and Unlimited Per User Microsoft Flow Free Licenses = 8640 USD + 240 USD = 8880 USD (8.88K)
License Details and User Activity for Limited Per User DocuSign License |
Value |
Total Items Allowed |
200 Users |
Total Used Licenses |
5 Users |
License Type |
Per User |
Amount (unit cost) |
80 USD |
Payment Frequency |
Monthly |
Active User Count |
0 Users |
Inactive User Count |
0 Users |
Never Active User Count |
5 Users |
License Calculations for Limited Per User DocuSign License |
Result |
Unassigned License Count = Total Items Allowed – Total Used Licenses |
200-5=195 Licenses |
Unassigned Cost for 1 Year = Unassigned License Count x Unit Cost x 12 Months |
195 x 80 USD x 12 = 187,200 USD |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x Months |
5 x 80 USD x 12 = 4,800 USD |
Estimated Annual Spend = Total Items Allowed x Unit Cost x 12 Months |
200 x 80 USD x 12 = 192,000 USD (192K) |
License Details and User Activity for Limited Per User DocuSign License |
Value |
Total Items Allowed |
200 Users |
Total Used Licenses |
5 Users |
License Type |
Per User |
Amount (unit cost) |
80 USD |
Payment Frequency |
Monthly |
Active User Count |
0 Users |
Inactive User Count |
0 Users |
Never Active User Count |
5 Users |
License Details and User Activity for Unlimited Per User DocuSign License |
Value |
Total Items Allowed |
Unlimited |
Total Used Licenses |
5 Users |
License Type |
Per User |
Amount (unit cost) |
4 USD |
Payment Frequency |
Monthly |
Active User Count |
0 Users |
Inactive User Count |
0 Users |
Never Active User Count |
5 Users |
License Calculations for Limited Per User DocuSign License |
Result |
Unassigned License Count = Total Items Allowed – Total Used Licenses |
200-5=195 Licenses |
Unassigned Cost for 1 Year = Unassigned License Count x Unit Cost x 12 Months |
195 x 80 USD x 12 = 187,200 USD |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x Months |
5 x 80 USD x 12 = 4,800 USD |
Estimated Annual Spend = Total Items Allowed x Unit Cost x 12 Months |
200 x 80 USD x 12 = 192,000 USD |
License Calculations for Unlimited Per User DocuSign License |
Result |
Unassigned License Count = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Unassigned Cost for 1 Year = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x Months |
5 x 4 USD x 12 = 240 USD |
Estimated Annual Spend = Total Assigned Users x Unit Cost x 12 Months |
5 x 4 USD x 12 = 240 USD |
Total Estimated Annual Spend for 1 Limited Per User DocuSign License and 1 Unlimited Per User DocuSign License = 192,000 USD + 240 USD = 192,240 USD (rounded to 192K)
License Details and User Activity for Unlimited Per User DocuSign License #1 |
Value |
Total Items Allowed |
Unlimited |
Total Used Licenses |
5 Users |
License Type |
Per User |
Amount (unit cost) |
80 USD |
Payment Frequency |
Monthly |
Active User Count |
0 Users |
Inactive User Count |
0 Users |
Never Active User Count |
5 Users |
License Details and User Activity for Unlimited Per User DocuSign License #2 |
Value |
Total Items Allowed |
Unlimited |
Total Used Licenses |
5 Users |
License Type |
Per User |
Amount (unit cost) |
4 USD |
Payment Frequency |
Monthly |
Active User Count |
0 Users |
Inactive User Count |
0 Users |
Never Active User Count |
5 Users |
License Calculations for Unlimited Per User DocuSign License #1 |
Result |
Unassigned License Count = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Unassigned Cost for 1 Year = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x Months |
5 x 80 USD x 12 = 4800 USD |
Estimated Annual Spend = Total Assigned Users x Unit Cost x 12 Months |
5 x 80 USD x 12 = 4800 USD |
License Calculations for Unlimited Per User DocuSign License #2 |
Result |
Unassigned License Count = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Unassigned Cost for 1 Year = Not Applicable An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x Months |
5 x 4 USD x 12 = 240 USD |
Estimated Annual Spend = Total Assigned Users x Unit Cost x 12 Months |
5 x 4 USD x 12 = 240 USD |
Total Estimated Annual Spend for Unlimited Per User DocuSign License #1 and Unlimited Per User DocuSign License #2 = 4800 USD + 240 USD = 5040 USD (5.04K)
License Details and User Activity for Unlimited Per Org DocuSign License |
Value |
Total Items Allowed |
Unlimited |
Total Used Licenses |
5 Users |
License Type |
Per Org |
Amount (unit cost) |
1200 USD |
Payment Frequency |
Monthly |
Active User Count |
2 Users |
Inactive User Count |
0 Users |
Never Active User Count |
3 Users |
License Calculations for Unlimited Per Org DocuSign License |
Result |
Unassigned License Count = Not Applicable Per Org licenses are considered unlimited. An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Unassigned Cost for 1 Year = Not Applicable Per Org licenses are considered unlimited. An unlimited license has no contribution towards the unassigned count or cost. |
0 |
Estimated Annual Spend = Total Items Allowed x Unit Cost x 12 Months |
1200 USD x12 = 14,400 USD (14.4K) |
Per User Cost is calculated by first calculating the per day cost, followed by the per user cost.
Per Day Cost = Estimated Annual Spend / 365 days Example: 14,400 USD/365 = 39.4 USD
Per User Cost = Per Day Cost / Total Used Licenses
|
39.4 USD / 5 Total Users = 7.89 USD |
Never Active User Cost for 1 Year = Never Active User Count x Per User Cost x 365 Days |
3 x 7.89 USD x 365 = 8640 USD |
Active User Cost for 1 Year = Active User Count x Per User Cost x 365 Days |
2 x 7.89 USD x 365 = 5760 USD |
Total Never Active Cost + Active Cost |
8640 USD + 5760 USD = 14,400 USD |
License Details and User Activity for Limited Per Login DocuSign License |
Value |
Total Items Allowed |
200 |
Total Used Licenses |
5 Users |
License Type |
Per Login |
Amount (unit cost) |
12 USD |
Payment Frequency |
Monthly |
Active User Count |
2 Users |
Inactive User Count |
0 Users |
Never Active User Count |
3 Users |
License Calculations for Limited Per Login DocuSign License |
Result |
Unassigned License Count = Total Items Allowed – Total Used Licenses |
200-5=195 Licenses |
Unassigned Cost for 1 Year = Unassigned License Count x Unit Cost x 12 Months |
195 x 12 USD x 12 = 28,080 USD |
Estimated Annual Spend = Total Items Allowed x Unit Cost x 12 Months |
200 x 12 USD x12 = 28,800 USD (28.8K) |
Per User Cost is calculated by first calculating the per day cost, followed by the per user cost. Per Day Cost = Estimated Annual Spend / 365 days Example: 28,800 USD/365 = 78.9 USD Per User Cost = Per Day Cost / Total Used Licenses |
78.9 USD / 5 Total Users = 15.8 USD |
Never Active User Cost for 1 Year = Never Active User Count x Unit Cost x 12 Months |
3 x 12 USD x 12 = 432 USD |
Active User Cost for 1 Year = Active User Count x Unit Cost x 12 Months |
2 x 12 USD x 12 = 288 USD |
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