Are you paying for BC licences you do not use?

Business Central is charged per user, and the number of licences rarely follows the company as it changes. Employees leave, tasks move to a colleague, and some users never log in. An unused licence costs the same as a used one. There are two good reasons to look at it. The first is that someone in the company may be paying for users who are no longer active. The second is that the licence type does not always fit the task: some users need to post and edit, while others only need to read or approve, and they may not need the same licence. In this article we go through how to find out who actually uses the system, how to compare that with your subscription, and what to ask before you change anything. We also explain what depends on the agreement with your current partner.

Find out who actually uses the system

Start with a list of all users in your Business Central and in the Microsoft 365 admin centre, where licences are assigned. Compare it with who is still employed and who has logged in recently.

Users who have not logged in for several months are the first candidates. Ask the manager before you remove anything: some only log in for year-end or stocktaking.

Does the licence type fit the task?

Business Central has full user licences (Essentials and Premium) and the cheaper Team Members licence, which is meant for reading, approving and making simple entries. There are also device licences, for example for a shared warehouse terminal.

What a Team Members user may do is set out in Microsoft's licensing guide, and the rules are adjusted from time to time. Check the current guide before you downgrade a user, so you do not end up with an employee who cannot do their job.

Questions to ask before you change anything

Were the licences bought with a monthly or annual commitment, and when can the number be reduced?
Who owns the agreement: you or your partner?
Does any integration or app use a user licence that cannot be dispensed with?
Who takes over the tasks of a user who is removed?

What depends on your partner

Most companies buy licences through a partner. The commitment period and notice terms follow that agreement, so a saving may only take effect at the next renewal.

We offer a free licence review where we look at what you have and use, and write it down. You are not obliged to use us afterwards.