License Renewal Decision Tool

Should you renew this contract, downgrade the tier, right-size the seats, or drop the tool entirely? Enter your usage breakdown and get a recommendation — plus a procurement email you can copy and send.

Contract details

Application

Seats licensed

Cost per seat / year

Contract tier flexibility

Vendor offers cheaper tiers (single-app, basic)One tier only

Usage breakdown

Split your 187 licensed seats into three buckets. Heavy = active use most weeks. Light = sporadic, often a single-app or single-feature need. Zero = no measurable usage in 60+ days.

Heavy users (seats)35 (19%)

Light / sporadic users (seats)130 (70%)

Zero-use seats (auto-calculated)22 (12%)

No usage data yet? Most teams find the actual zero-use bucket is 20–50% larger than expected once they measure. Run a 30-day baseline with WhatPulse Professional before signing the renewal.

Recommendation

Downgrade tier

Move light users to a cheaper tier; keep 35 seats on full plan.

Only 19% are heavy users — the full tier isn't earning its cost across the board.
Cheaper tier (single-app or basic) typically saves 40–70% per light-user seat.
Drop the 22 zero-use seats entirely.

Current annual spend: £152,218
Projected spend after action: £81,400
Annual savings: £70,818

Procurement email

Copy this draft into your renewal conversation with the vendor or internal procurement.

Subject: Adobe Creative Cloud renewal — proposed changes

Hi [name],

Ahead of the Adobe Creative Cloud renewal, we've reviewed actual usage across the 187 licensed seats:

- Heavy users: 35 (19%)
- Light / sporadic users: 130 (70%)
- Zero-use seats: 22 (12%)

Recommendation: Move light users to a cheaper tier; keep 35 seats on full plan.

Why:
- Only 19% are heavy users — the full tier isn't earning its cost across the board.
- Cheaper tier (single-app or basic) typically saves 40–70% per light-user seat.
- Drop the 22 zero-use seats entirely.

Projected annual savings vs current contract: £70,818.

Happy to discuss before the renewal date.

Thanks,
[your name]

Get the usage breakdown right

Recommendations are only as good as your usage numbers. WhatPulse Professional measures heavy / light / zero-use seats directly — privacy-first, no screenshots — so you walk into the renewal with evidence, not estimates.

How license usage tracking works Start 14-day free trial

How the recommendation works

The recommendation uses heavy-use percentage as the primary signal, with tier flexibility and zero-use percentage as modifiers. Four outcomes:

Renew as-is: Heavy usage ≥ 70%. The tool is core. Focus the renewal conversation on negotiated discount, not seat reduction.
Right-size seats: Heavy usage 40–70%, light usage moderate. Reduce seat count to match active use; keep the same tier. Move zero-use seats out.
Downgrade tier: Heavy usage 15–40% with cheaper tiers available. Move light users to single-app or basic plans; keep heavy users on the full tier.
Consolidate or drop: Heavy usage < 15%. The tool isn't earning its line item. Consolidate into an existing tool, or drop entirely and let the few heavy users move to alternatives.

Related tools

Unused License Savings Calculator — quick savings estimate before you start gathering usage detail.
SaaS Sprawl Waste Estimator — portfolio-level view across all your SaaS subscriptions.
Sales Renewal & Uplift Calculator — model multi-year price changes once you've picked the renewal path.