SaaS Budget Calculator
Plan your software budget. Add tools, adjust seats, and see your total monthly and annual costs instantly.
Add Tools to Your Budget
Your Budget Items
Click tools above to add them to your budget
Industry Benchmarks
See how your budget compares to industry averages
Startups (1-10 employees)
Small Business (11-50)
Mid-Market (51-200)
Enterprise (200+)
Cost Optimization Tips
Annual Billing
Save 15-20% by committing to annual plans. Best for tools you're certain about keeping long-term.
Audit Seats
Review active users quarterly. Remove inactive accounts and right-size your subscription tiers.
Consolidate Tools
Overlapping tools waste money. Consider all-in-one platforms that cover multiple use cases.
Negotiate
Most vendors have flexibility, especially for multi-year deals or competitive situations.
Budget Calculator FAQ
How accurate is this budget calculator?
The calculator uses current starting prices from each vendor. Actual costs depend on your specific tier, number of users, and feature requirements. Use this for initial budgeting, then get exact quotes from vendors.
Does it include annual discounts?
Yes! Most SaaS tools offer 15-20% discounts for annual billing. The calculator shows both monthly and annual totals, with annual estimates factoring in typical discount rates.
What about hidden costs?
The calculator shows software licensing costs only. Remember to budget for implementation, training, integration development, and ongoing maintenance. These typically add 20-40% to first-year costs.
How do I reduce my SaaS spending?
Common strategies: 1) Consolidate overlapping tools, 2) Right-size your tiers, 3) Negotiate annual contracts, 4) Use free tiers where appropriate, 5) Audit unused seats regularly.
What's a typical SaaS budget per employee?
Industry averages range from $1,000-$8,000 per employee annually, depending on industry and company size. Tech companies tend to spend more, while traditional industries spend less.
How often should I review my SaaS spending?
We recommend quarterly reviews to identify unused licenses, underutilized tools, and optimization opportunities. Annual contract renewals are ideal times for renegotiation.
Can I export or save my budget?
Currently, budgets are calculated dynamically. We recommend screenshotting your results or manually noting your selections for reference during vendor negotiations.
What's included in the cost breakdown?
We break down costs by category, showing individual tool costs, subtotals by category, and grand totals. This helps identify which categories consume the most budget.
Should I prioritize monthly or annual plans?
Annual plans typically save 15-20% but require upfront commitment. Choose monthly for: new tools you're testing, rapidly changing needs, or cash-flow constraints. Annual works better for: stable tools, predictable needs, and cost optimization.
How do enterprise pricing and custom quotes work?
Enterprise pricing varies significantly and often isn't publicly available. The calculator uses starting prices as estimates. For enterprise needs, add 30-100% to estimates and request custom quotes.