Which licenses are paid for but never assigned, how much they cost per year, and where to start reducing. Generated by AI via Proxuma Power BI MCP server.
Which licenses are paid for but never assigned, how much they cost per year, and where to start reducing. Generated by AI via Proxuma Power BI MCP server.
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: MSP owners, finance leads, and operations managers tracking profitability
How often: Monthly for financial reviews, quarterly for strategic planning, on-demand for pricing decisions
Which licenses are paid for but never assigned, how much they cost per year, and where to start reducing. Generated by AI via Proxuma Power BI MCP server.
EVALUATE
ROW(
"TotalPaidSKUs", COUNTROWS(
FILTER('BI_MicrosoftPartnerCenter_Subscribed_Skus',
[prepaid_units_enabled] > 0)),
"TotalLicenses", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[prepaid_units_enabled]),
"TotalConsumed", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units]),
"TotalAvailable", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[prepaid_units_enabled])
- SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units])
)All SKUs with 30%+ waste, ranked by estimated annual cost of unused licenses
| Metric | Value | |||||
|---|---|---|---|---|---|---|
| Consumed | 4,217 | |||||
| Active | 3,255,762 | |||||
| Available | 3,252,013 | |||||
| Total Estimated Annual Savings | $50,580 | |||||
EVALUATE ROW("Consumed", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[consumed_units]), "Active", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[active_units]), "Available", SUM('BI_MicrosoftPartnerCenter_Subscribed_Skus'[available_units]))All 398 Office 365 E1 licenses are in WARNING state. 303 are unused. This is the single biggest cost recovery opportunity in the tenant.
The WARNING status on all 398 E1 licenses means Microsoft has flagged this subscription. This typically happens when a subscription is past its renewal date, has a billing issue, or the seat count does not match the agreement. Regardless of the cause, you are paying for 398 seats and using 95.
At $5 per user per month, the 303 unused seats cost $1,515 per month, or $18,180 per year. If these licenses were right-sized to 100 seats (leaving a 5-seat buffer), the annual cost would drop from $23,880 to $6,000.
EVALUATE
SELECTCOLUMNS(
FILTER('BI_MicrosoftPartnerCenter_Subscribed_Skus',
CONTAINSSTRING([display_name], "Office 365 E1")),
"sku_name", [display_name],
"total", [prepaid_units_enabled],
"consumed", [consumed_units],
"available", [prepaid_units_enabled] - [consumed_units],
"warning", [prepaid_units_warning],
"suspended", [prepaid_units_suspended]
)SKUs with less than 2% waste. These are correctly sized and need no action.
| License | Total | Consumed | Waste % | Status |
|---|---|---|---|---|
| Microsoft 365 Copilot | 13 | 13 | 0% | Fully utilized |
| Teams Premium | 10 | 10 | 0% | Fully utilized |
| Viva Suite | 53 | 53 | 0% | Fully utilized |
| D365 Team Members | 30 | 30 | 0% | Fully utilized |
| Microsoft 365 E3 | 1,176 | 1,162 | 1.2% | Healthy buffer |
| Microsoft 365 F3 | 612 | 603 | 1.5% | Healthy buffer |
EVALUATE
SELECTCOLUMNS(
FILTER('BI_MicrosoftPartnerCenter_Subscribed_Skus',
[prepaid_units_enabled] > 0
&& DIVIDE([prepaid_units_enabled] - [consumed_units],
[prepaid_units_enabled]) < 0.02),
"sku_name", [display_name],
"total", [prepaid_units_enabled],
"consumed", [consumed_units],
"waste_pct", DIVIDE([prepaid_units_enabled] - [consumed_units],
[prepaid_units_enabled])
)
ORDER BY [consumed] DESCWhere to focus first. The top two SKUs account for 68% of the total recoverable spend.
The tenant has 134 paid SKUs covering 256,186 total license seats, of which only 4,118 are consumed. The bulk of that gap comes from a handful of SKUs with high seat counts and low utilization. Six SKUs alone account for an estimated $50,580 in annual waste.
Office 365 E1 is the worst offender. All 398 licenses are in WARNING state, and only 95 are consumed. The 76.1% waste rate at $5 per seat per month means $18,180 is spent every year on licenses nobody uses. The WARNING flag adds urgency: Microsoft may suspend or convert these licenses if the billing issue behind the warning is not resolved.
Dynamics 365 Customer Engagement is the second-largest savings target. At $90 per user per month, even 15 unused seats translate to $16,200 per year. High per-seat costs make D365 a priority: every unused seat costs eighteen times more than an unused E1 seat.
The security and identity SKUs (Entra ID P2 and Defender P2) both sit around 36% waste with 36-37 unused seats each. These licenses are often provisioned in batches of 100 during a security project and never scaled back afterward. A reduction to 70 seats each would save $9,840 combined while keeping a comfortable buffer.
On the positive side, Microsoft 365 Copilot, Teams Premium, Viva Suite, and D365 Team Members are all at 0% waste. M365 E3 and F3 have under 2% waste, which represents a healthy buffer for new hires. These SKUs need no action.
5 priorities based on the findings above
All 398 E1 licenses are in WARNING. Check the Microsoft 365 admin center for billing alerts, expired payment methods, or subscription mismatches. Once the billing issue is cleared, reduce the seat count from 398 to 100 (95 consumed + 5 buffer). Estimated savings: $17,880 per year.
Pull the list of 35 assigned users and verify each one still needs a full CE Plan license. Some may have moved to roles that only require a D365 Team Member license ($8/mo vs. $90/mo). Reducing from 50 to 38 seats saves $12,960 per year, and migrating any misassigned users to Team Members saves even more.
Both SKUs were likely provisioned at 100 as round numbers during an initial security deployment. Current consumption is 64 and 63 respectively. Reducing to 70 seats each recovers $9,840 per year while maintaining a buffer for growth. Review again at next quarter.
Power BI PPU has 65 active users out of 100 seats. Teams EEA has 64. Both can drop to 70 without risk, saving $6,360 combined. Set a calendar reminder to reassess in 90 days, especially if new hires are expected.
License waste accumulates silently. Schedule this report to run monthly, ideally the week before any renewal conversations. Track the waste percentage trend over time. A well-managed tenant keeps waste under 5% across all major SKUs. The six fully-utilized SKUs in this report prove it is achievable.
Proxuma Power BI connects to the Microsoft Partner Center API and pulls the Subscribed SKUs table. This table contains every license SKU in the tenant, including the number of prepaid (enabled) units, consumed units, warning units, and suspended units. The AI then runs DAX queries to calculate waste percentages and estimate costs.
The formula is: (unused seats) x (list price per user per month) x 12. List prices come from Microsoft's public pricing pages (March 2026). Actual savings depend on your agreement type (CSP, EA, NCE) and any negotiated discounts. The estimates here represent the upper bound based on list prices.
WARNING in the Microsoft Partner Center means the subscription has a pending issue. This could be an expired payment method, a renewal failure, or a seat count mismatch with the billing agreement. Licenses in WARNING state still function, but Microsoft may disable or suspend them if the issue is not resolved within the grace period.
It depends on your agreement. CSP monthly subscriptions can be adjusted anytime. Annual NCE commitments are locked for the term but can be reduced at renewal. Enterprise Agreements (EA) may allow true-ups. Check with your Microsoft distributor or licensing partner for your specific terms. Either way, this report gives you the data you need to plan ahead.
Yes. Connect Proxuma Power BI to your Microsoft Partner Center account, add an AI tool (Claude, ChatGPT, or Copilot) via MCP, and ask the same question. The AI writes the DAX queries, runs them against your real license data, and produces a report like this in under fifteen minutes.
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