SaaS Cost Calculator
List price is rarely what you pay. Model seat growth, annual-billing discounts, implementation fees, and price uplift at renewal to see the real three-year cost of a subscription.
Year 1 cost
$8,337
3-year TCO
$26,285
Cost per seat / yr
$556
| Year | Seats | Licenses | Add-ons | One-off | Total |
|---|---|---|---|---|---|
| Year 1 | 15 | $4,437 | $2,400 | $1,500 | $8,337 |
| Year 2 | 18 | $5,697 | $2,400 | — | $8,097 |
| Year 3 | 22 | $7,451 | $2,400 | — | $9,851 |
How to use these numbers
Most buyers compare monthly list prices and stop there. The three-year view is what your finance team will ask for, and it is also the number that gives you leverage in a negotiation: if a vendor can see the lifetime value of your account, a multi-year discount or a capped uplift clause becomes much easier to ask for.
- Ask every vendor to put the renewal uplift cap in writing — 5–7% is a common negotiated ceiling.
- Count integration and data-migration work in year one, even when you do it internally.
- Model seat growth honestly. Under-forecasting is the most common reason budgets blow out in year two.
- Compare the per-seat-per-year figure across shortlisted vendors rather than headline monthly pricing.
Estimates only — always confirm final pricing with the vendor. See our guide to SaaS pricing models and the SaaS spend reduction playbook.