Software Subscription Cost Calculator
List the tools you pay for, with their price, billing period and number of seats. You get the real monthly and yearly cost of each one, the total for your whole stack, and how much you could save by moving monthly plans to annual billing. Blank seats count as 1. Nothing is sent anywhere.
In one sentence: Your software stack cost is every subscription converted to the same monthly and yearly basis, multiplied by the seats you pay for.
Formula: monthly = price × seats (monthly plans) or price × seats ÷ 12 (yearly plans); yearly = monthly × 12; annual-billing saving = yearly × discount% (monthly plans only).
Why small subscriptions add up
Software is easy to sign up for and easy to forget. Each tool looks cheap on its own, a few dollars or euros a month, and the charges arrive on different days from different vendors. Because no single bill feels large, few people ever add the whole stack together. When they do, the yearly figure can be a surprise.
This calculator puts every subscription on the same footing. Monthly plans are multiplied by seats; yearly plans are divided by twelve, so a 120 yearly domain or backup plan shows up as 10 a month alongside everything else. The total gives you one monthly number you can compare with your income, and one yearly number you can compare with your other overheads.
Seats matter more than people expect. A plan priced per user doubles the moment a second person joins, and the price on the vendor's homepage is often the single-seat figure. Enter the number of seats you actually pay for, not the number you think you use, so the result matches the charge on your statement. If a vendor bills a flat team price regardless of headcount, enter that price with one seat.
Monthly versus annual billing
Many vendors offer a discount for paying a year in advance. If you know you will keep a tool for the next twelve months, the annual plan is usually cheaper. Enter the discount the vendor advertises in the last column and the calculator shows how much you would save over a year by switching. Items you already pay yearly show no saving, because you are already on that plan.
The trade-off is flexibility. An annual plan ties up cash up front and commits you for the year, which matters if your work is uneven or you are still deciding between tools. Cancellation and refund terms differ from vendor to vendor, so read them before committing. A sensible approach is to move only the tools you rely on every week, and keep anything experimental on monthly billing until it proves its worth.
Trimming your stack
Once you can see the full list, look for overlap. It is common to pay for two tools that do the same job, or for seats belonging to people who no longer need them. Check each line and ask whether you used it in the last month. If not, it is a candidate for cancelling or downgrading.
Also check prices against what you signed up for. Introductory rates end, seat counts creep up, and some plans renew at a higher tier. Re-running this calculation once or twice a year, perhaps when you review your prices or your cash runway, keeps the stack honest. Every amount saved here is a fixed cost removed, which lowers the revenue you need to break even.
When you find a tool you still need, it is worth asking the vendor about cheaper tiers, nonprofit or small-business pricing, or a discount for staying. You lose nothing by asking, and the yearly figure from this page gives you a concrete number to point to.
Frequently asked questions
Should I include sales tax or VAT?
Enter prices the way you want to see them. If you can reclaim VAT, the price before tax may be the real cost to you, depending on whether you can reclaim it; check your own situation. The VAT calculator can help with the conversion.
What about tools billed in another currency?
Convert them to your own currency at a rate you are comfortable with before entering them, so the totals add up correctly.
How many subscriptions can I enter?
Up to eight at a time. For a longer list, group similar small tools into one row or run the calculator twice.
Is my data stored?
No. Everything runs in your browser.