Purchased vs. consumed Microsoft 365 licenses across all SKUs.
Purchased vs. consumed Microsoft 365 licenses across all SKUs.
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
Purchased vs. consumed Microsoft 365 licenses across all SKUs.
Overall license health at a glance. Paid SKUs only (free-tier/viral licenses excluded).
EVALUATE
SUMMARIZECOLUMNS(
"PaidActive", CALCULATE(
SUM(BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000
),
"PaidConsumed", CALCULATE(
SUM(BI_MicrosoftPartnerCenter_Subscribed_Skus[consumed_units]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000
),
"PaidAvailable", CALCULATE(
SUM(BI_MicrosoftPartnerCenter_Subscribed_Skus[available_units]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000
),
"PaidSKUs", CALCULATE(
DISTINCTCOUNT(BI_MicrosoftPartnerCenter_Subscribed_Skus[sku_part_number]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000
),
"PaidUtilRate", DIVIDE(
CALCULATE(SUM(BI_MicrosoftPartnerCenter_Subscribed_Skus[consumed_units]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000),
CALCULATE(SUM(BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units]),
BI_MicrosoftPartnerCenter_Subscribed_Skus[active_units] < 10000),
0
)
)All paid license SKUs ranked by seat count. Utilization = consumed seats / active seats.
| 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% |
Free-tier SKUs (10,000+ seats) are excluded. Showing paid/provisioned licenses only.
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)Visual breakdown of how well each license type is being used.
SKUs below 50% utilization, ranked by number of unused seats. These are your biggest cost-saving opportunities.
| Metric | Count |
|---|---|
| Total | 3,249,734 |
| Consumed | 4,217 |
| Available | 3,245,517 |
These SKUs have less than 50% assignment rate. Every unused license is a cost with no return.
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]))How paid SKUs break down across utilization bands.
What unused licenses could mean for your monthly spend.
Across all paid SKUs, 2,914 license seats are provisioned but not assigned to any user. That is 42.4% of your paid license pool sitting idle.
If the average cost per unused seat is $5/month (a conservative estimate for mixed E3/F3/add-on environments), that translates to roughly €14,570/month in potential savings, or €174,840/year.
Even recovering half of that waste by right-sizing subscriptions at the next renewal would free up meaningful budget for security tooling, training, or margin improvement.
The data tells a clear story. Core productivity licenses (M365 E3, F3, Business Premium) are well-managed, with utilization rates above 90%. These are the licenses that users log into every day, so low waste is expected.
The problem sits in the long tail. Add-on licenses, specialty Dynamics 365 SKUs, and provisioned-but-forgotten services like SharePoint Storage and Power Pages capacity packs show near-zero utilization. These were likely purchased for a specific project or trial, then never cleaned up.
The moderate band (50-79% utilization) includes products like Entra ID P2, Defender for Endpoint P2, and Power BI Premium Per User. These are partially rolled out. The question for each one: is partial rollout intentional (phased deployment), or did someone just stop halfway?
For an MSP managing client tenants, this pattern repeats across accounts. Automating this report per client and reviewing it before each renewal cycle is the fastest way to cut license waste without impacting users.
8 SKUs have exactly zero users assigned. Review each one with the account owner. If nobody is using it after 90+ days, cancel it.
Products in the 50-79% utilization band (Entra ID P2, Defender P2, Power BI PPU) need a decision: finish the rollout or reduce the seat count to match actual usage.
Multiple Dynamics 365 SKUs and Power Platform licenses overlap in functionality. Map which users need what, then consolidate to reduce SKU sprawl.
Run this report monthly per client tenant. Build a review cadence into your QBR process so license waste never accumulates past one billing cycle.
It calculates the percentage of active (purchased) licenses that are consumed (assigned to a user). A rate of 80% means 20% of your purchased seats have no user assigned.
Microsoft provisions certain free-tier and viral licenses (Power BI Free, Microsoft Stream, Power Automate Free) with very large seat pools. These are excluded from the paid utilization calculation because they do not represent purchased licenses.
Monthly is ideal. At minimum, review before every license renewal date. Most Microsoft licenses renew annually, so checking 60-90 days before renewal gives you time to adjust seat counts.
For core productivity licenses (E3, E5, Business Premium), aim for 90%+. For add-on and specialty licenses, 80%+ is healthy. Anything below 50% deserves immediate review.
Yes. Proxuma Power BI connects to the Microsoft Partner Center API and can generate per-tenant license utilization reports automatically. The same DAX queries shown in this report work across any connected tenant.
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.
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