SaaS Stack Cost Calculator
List the software your team pays for, with the price per seat and how many seats you buy. You'll see the full yearly bill, what it costs per employee, and which tools take the biggest share. Example rows are filled in; replace them with yours.
- Per month
- $830.00
- Per employee, per year
- $498.00
- Per employee, per month
- $41.50
Biggest line items
- CRM$3,000.00 · 30%
- Office & email suite$2,880.00 · 29%
- Team chat$2,100.00 · 21%
- Project management$1,440.00 · 14%
- Design tool$540.00 · 5%
How the total is calculated
Yearly cost of a tool = price per seat × seats × (12 if priced per month, 1 if per year)
Cost per employee = total yearly cost ÷ employees
With the example stack, 20 employees cost $9,960.00 a year in software, or $41.50 per person per month. Tools bought for a few people still count toward the per-employee figure, because the company pays for them either way.
What to do with the number
- Check utilization. Paid seats for people who left, or who never log in, are often the quickest saving. Price them with the unused license calculator.
- Look for overlap. Two video-call tools, two file-storage services or two project trackers usually means one can go.
- Plan renewals. Put each contract's renewal date and notice period in a calendar; the tracker can export them.
- Model the growth. For a tool priced per seat, the per-seat calculator projects the next 12 months as the team grows.
Questions and answers
How much do companies spend on software per employee?
It depends heavily on industry, size and role mix, so no single benchmark fits everyone. The useful number is your own: add up every tool, divide by headcount, and track it every quarter. This calculator gives you that figure in a few minutes.
What should I include in a SaaS stack audit?
Every recurring software charge: collaboration, office suites, CRM, finance, HR and payroll, design, developer tools, security, AI assistants and anything billed to company cards. Expense reports and card statements catch tools bought outside IT.
Why enter some prices per month and some per year?
Vendors quote prices differently. Choose "per seat / month" when the price is a monthly figure (even if billed annually) and "per seat / year" when the vendor shows a yearly price per user. The calculator converts everything to the same basis.
How do I lower the cost per employee?
Remove seats for people who left or never log in, consolidate tools that do the same job, move stable tools to annual billing where it is cheaper, and renegotiate at renewal with your usage data in hand.
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