Free buying tool

SaaS cost calculator

Compare two offers over the same planning period. Include the costs around the subscription and see how growth changes the total.

Use one currency throughout and enter monthly-equivalent prices. The starting values are an invented example, not market prices. Every cost field must be filled; enter 0 only where you intend to assume no cost.

Shared planning assumptions

Starting seats

Full years to compare

Annual seat growth (%)

Internal hourly cost

Seats grow at each anniversary and round up to a whole seat. The hourly cost stays constant. Other monthly costs cover your estimate for platform fees, usage, support and add-ons.

Offer A

Price per seat per month

Other monthly supplier costs

One-time supplier setup cost

One-time internal setup hours

Internal operating hours per year

Annual supplier price increase (%)

Supplier exit cost at end of period

Internal exit hours at end of period

Offer B

Price per seat per month

Other monthly supplier costs

One-time supplier setup cost

One-time internal setup hours

Internal operating hours per year

Annual supplier price increase (%)

Supplier exit cost at end of period

Internal exit hours at end of period

Inputs appear in the page address and may be recorded in access logs. Use non-confidential estimates. No account is needed.

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How the estimate works

For each full year, starting seats × (1 + annual growth) to the power of completed years, rounded up.
Seats × monthly seat price × 12, plus other monthly supplier costs × 12. Both recurring amounts rise by the assumed annual supplier price increase.
Add supplier setup in year one and supplier exit in the final year.
Add internal setup hours in year one, operating hours every year and exit hours in the final year, all valued at the shared hourly cost.
Round each annual cost component to two decimal places and add the years. The CSV includes the individual components.

Growth and increases happen once per year. Setup and exit costs do not rise. This model excludes tax, exchange rates, discounting, payment timing, mid-year changes, volume tiers and minimum commitments. Put an estimated monthly usage cost in other monthly costs; for nonlinear usage or tier changes, calculate separate scenarios.

Exit is an allowance at the end of the chosen period, not a prediction that you will leave. Set both exit fields to 0 to model continued use without that allowance.

Check the scope behind the number

A cheap scenario does not establish functional fit or security. Use the pricing-model guide to align the quotes, the renewal checklist to record dates and the exit plan to test your migration allowance.

Find vendor evidence or compare public disclosures alongside the cost estimate.