Proactive monitoring of warning and suspended license subscriptions across your managed tenant portfolio.
Proactive monitoring of warning and suspended license subscriptions across your managed tenant portfolio.
The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.
Who should use this: Microsoft 365 administrators, security teams, and account managers
How often: Weekly for license management, monthly for adoption reviews, quarterly for optimization
Proactive monitoring of warning and suspended license subscriptions across your managed tenant portfolio.
EVALUATE ROW("TotalLicenses", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[total_units]), "ConsumedLicenses", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units]), "AvailableLicenses", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[available_units]))Tenants with the highest number of licenses approaching suspension.
| SKU | Total | Consumed | Used % |
|---|---|---|---|
| Microsoft Stream Trial | 1,000,000 | 0 | 0% |
| Microsoft Fabric (Free) | 1,000,000 | 99 | 0.01% |
| D365 Customer Voice Trial | 1,000,000 | 0 | 0% |
| Rights Management Adhoc | 50,000 | 0 | 0% |
| Power Automate Free | 10,000 | 728 | 7.3% |
Contoso Ltd accounts for 29% of all warning-state licenses. Their M365 Business Premium subscription has 72 seats flagged, with only 12 days remaining before suspension. Combined with Fabrikam and Woodgrove, these three tenants represent 65% of the total at-risk licenses and should be contacted immediately.
EVALUATE TOPN(10, SUMMARIZECOLUMNS('BI_MicrosoftPartnerCenter_Subscribed_Skus'[name], "TotalUnits", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[total_units]), "ConsumedUnits", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units])), [TotalUnits], DESC)Currently suspended subscriptions and their service impact.
| Tenant | SKU | Suspended Seats | Days Suspended | Users Affected | Action Required |
|---|---|---|---|---|---|
| Tailspin Toys | M365 E3 | 18 | 4 | 18 | Payment overdue |
| Proseware Inc | M365 Business Premium | 11 | 2 | 11 | Credit card expired |
| Datum Corp | Exchange Online P2 | 5 | 7 | 5 | Cancelled by admin |
| Tailspin Toys | Power BI Pro | 8 | 4 | 8 | Payment overdue |
| Proseware Inc | Visio Plan 2 | 3 | 2 | 3 | Credit card expired |
Three tenants currently have suspended licenses. Tailspin Toys is the most critical with 26 total suspended seats across two SKUs, all due to payment issues. Proseware has an expired credit card affecting 14 seats. Datum Corp had 5 Exchange Online seats intentionally cancelled by their admin, which may indicate planned churn.
EVALUATE
SUMMARIZECOLUMNS(
BI_Microsoft_Licenses[tenant_name],
BI_Microsoft_Licenses[sku_name],
FILTER(BI_Microsoft_Licenses, BI_Microsoft_Licenses[status] = "Suspended"),
"SuspendedSeats", COUNTROWS(BI_Microsoft_Licenses),
"DaysSuspended", MAX(BI_Microsoft_Licenses[days_suspended])
)
ORDER BY [SuspendedSeats] DESCSubscriptions that will suspend this week without action.
| Tenant | SKU | Seats At Risk | Days Left | MRR Impact | Status |
|---|---|---|---|---|---|
| Tailspin Toys | M365 Business Basic | 33 | 5 | $198 | |
| Fabrikam Inc | M365 E3 | 48 | 8 | $1,728 | |
| Contoso Ltd | M365 Business Premium | 72 | 12 | $1,584 | |
| Northwind Traders | M365 E3 | 12 | 9 | $432 | |
| Litware Inc | M365 Business Standard | 14 | 18 | $175 |
Three tenants will hit suspension within the next 8 days. Tailspin Toys is closest at 5 days and their payment issues span two SKUs. Fabrikam at 8 days has the largest MRR impact at $1,728/month. These three tenants represent $2,358 in monthly recurring revenue at immediate risk.
Warning and suspended license counts over the past 6 months.
| Month | Total Licenses | Warning | Suspended | Health Rate | Trend |
|---|---|---|---|---|---|
| Nov 2025 | 7,180 | 182 | 12 | 97.3% | |
| Dec 2025 | 7,210 | 198 | 18 | 97.0% | |
| Jan 2026 | 7,285 | 225 | 22 | 96.6% | |
| Feb 2026 | 7,320 | 238 | 28 | 96.4% | |
| Mar 2026 | 7,358 | 241 | 31 | 96.3% | |
| Apr 2026 | 7,393 | 247 | 34 | 96.2% |
Warning licenses have increased 35.7% over six months, from 182 to 247. Suspended licenses nearly tripled from 12 to 34. The health rate has declined from 97.3% to 96.2%. This is not a sudden spike but a steady deterioration that points to a systemic billing or renewal process gap.
Managed tenants where no license health data is available.
| Tenant | Known Licenses | Last Sync | Risk Level | Action |
|---|---|---|---|---|
| Bellows College | 45 | Never | Connect to Partner Center | |
| Wingtip Toys | 28 | 2025-09-14 | Re-authorize connector | |
| Adatum Corporation | 112 | 2026-01-03 | Check sync schedule |
Three tenants have no recent license health data. Bellows College with 45 known licenses has never synced. Wingtip Toys lost sync in September 2025. These are blind spots in your portfolio where warnings or suspensions could exist undetected.
The gap between top and bottom performers is wider than expected. The bottom 20% scores more than 25 percentage points below the portfolio average, indicating structural issues that require targeted intervention.
Entities in the moderate risk category show a declining trend over the past quarter. Without intervention, 3-4 of these entities may shift to the high-risk category within 60 days.
The top 30% of the portfolio maintains stable performance above target, indicating current best practices are effective and can serve as a model for the rest.
1. Conduct a targeted review of all high-risk entities within 2 weeks. Document the root cause for each entity and create a remediation plan with clear deadlines and accountable owners.
2. Implement automated monitoring for the moderate-risk group. Set thresholds that trigger an alert when performance drops 5 percentage points below target, enabling early intervention before entities slip into high risk.
3. Schedule this report monthly as part of the QBR process. Use the trend data to verify that improvement initiatives are delivering measurable results across multiple quarters.
A license enters warning state when the subscription payment is overdue or the subscription is approaching its expiration date. Microsoft typically gives a 30-day grace period before moving to suspended status.
Suspended licenses lose access to all associated services. Users cannot sign in, emails stop flowing, and data is retained for a limited period (typically 90 days) before permanent deletion.
Contact the customer within 48 hours of a warning state change. Most warning states can be resolved by updating payment information or renewing the subscription before suspension.
Yes. Use this report as a daily check and combine it with Power Automate flows that send Teams notifications when any tenant crosses the warning threshold.
Daily checks catch problems before they become suspensions. Set up an automated alert that flags any tenant entering warning state and review the full report weekly during your service delivery meeting.
Yes. The DAX queries support tenant-level filtering. Add a slicer or parameter to show only a specific tenant, which is useful for QBR preparation or escalation meetings with individual customers.
Connect Proxuma Power BI to your PSA, RMM, and M365 environment, use an MCP-compatible AI to ask questions, and generate custom reports - in minutes, not days.
See more reports Get started