Cost & Licence Optimisation
Aivy SAMi Makes Sure You Know
what you're paying for
what's being used
what to do next.
Aivy helps organisations turn Microsoft cost, licence, usage, security and adoption data into better decisions, reducing waste while keeping technology investment aligned with what the business actually needs.
Microsoft Environments Don't Stand Still.
It is not what licences you own, it is whether they still match your needs. Optimisation needs to be an ongoing discipline.
Licences renew, new products are introduced, services are added and AI adoption grows. Security requirements evolve. People join and leave, roles change.
Aivy Turns Microsoft Data Into Decisions.
Licence optimisation is not just about finding unused licences. The value comes from combining live evidence with Microsoft expertise, commercial context and practical action.
Live evidence
Use authorised Microsoft tenant data to understand what is owned, what is being used and where issues are emerging.
Intelligent Analysis
Surface cost, utilisation, security and adoption opportunities rather than relying on manual review alone.
Flexible Execution
Act through your existing provider, internally, or with Aivy supporting the changes and ongoing management.
Practical Expertise
Recommendations are shaped by real Microsoft, commercial and operating experience, not just a software score.
Evidence-Led Not Incentive-Led.
Recommendations are based on actual usage, risk and business need. Aivy can work alongside your existing Microsoft partner or help execute the changes where required.
How Aivy Drives Licence Optimisation.
Aivy combines tenant data, commercial context and ongoing review to move from visibility to action.
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Purpose: establish a clear, evidence-based view of Microsoft licensing, usage and exposure.
Optimisation starts with visibility.
Using authorised read-only access to relevant Microsoft tenant data, Aivy establishes an objective baseline across:
Licences owned, assigned and available
Actual usage and service adoption
User, role and entitlement alignment
Cost, commitments and renewal timing
Key areas of risk or exposure
This reduces reliance on spreadsheets, point-in-time reviews and assumptions, giving the organisation a faster and more accurate starting point.
Outcome: a clear baseline of licence position, cost, usage, security and adoption, grounded in live tenant data.
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Purpose: identify where cost, usage, risk and business value are out of alignment.
Aivy analyses the baseline to identify patterns, exceptions and opportunities across the Microsoft environment, including:
Unused or underused licences
Users on licence tiers that do not match actual need
Duplicate or overlapping capability
Adoption gaps across Microsoft services
Copilot and AI usage where relevant
Security or account issues that may affect licence decisions
Upcoming renewal or commercial pressure points
The objective is not simply to identify savings. It is to understand where investment is delivering value and where action is required.
Outcome: a prioritised view of optimisation opportunities, adoption gaps, risks and commercial decisions.
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Purpose: turn the analysis into clear, practical actions.
Aivy works with the organisation to determine what should be retained, removed, reassigned, resized or investigated.
Actions may include:
Removing unused or unnecessary licences
Moving users to more appropriate licence tiers
Reallocating licences before purchasing more
Addressing duplicate or overlapping capability
Focusing adoption activity where investment is being underused
Preparing for renewals, negotiations or future demand
Identifying where further investigation is required before making a change
Recommendations are considered in the context of user needs, security, future plans and commercial commitments, not cost in isolation.
Outcome: an agreed, prioritised optimisation plan with clear actions, owners and expected value.
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Purpose: make optimisation repeatable rather than dependent on periodic clean-ups.
Aivy helps establish practical ownership and decision-making around Microsoft licensing and usage.
This can include:
Clear responsibility for licence and service ownership
Rules for allocation, approval and removal
Joiner, mover and leaver processes
Regular review points and escalation thresholds
Renewal and commercial planning
Alignment between IT, finance, procurement, security and business owners
Governance should support better decisions without adding unnecessary process.
Outcome: clear ownership, decision rules and review rhythms that help prevent cost and risk from rebuilding over time.
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Purpose: keep the Microsoft environment aligned as the organisation changes.
Licensing, usage and business requirements continue to move. Aivy supports ongoing review so that optimisation becomes part of normal operations.
This can include:
Monitoring changes in licences, users and usage
Reviewing new optimisation opportunities
Tracking whether agreed actions delivered the expected result
Identifying emerging security or adoption issues
Supporting upcoming renewals and budget cycles
Reviewing the impact of new Microsoft products, AI capabilities or licensing changes
Aivy can work alongside the organisation and its existing Microsoft provider, or provide ongoing optimisation and management support directly.
Outcome: continued visibility and action, with Microsoft investment kept aligned to changing business needs.
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Purpose: ensure optimisation decisions can be acted on and sustained.
Technology data is only part of the picture. Effective optimisation also depends on the commercial, organisational and operational context around it.
Across the optimisation cycle, Aivy considers:
Commercial context: contracts, commitments, renewal dates and purchasing arrangements
Security: identity, access and risk considerations that affect licensing decisions
Adoption: whether purchased capability is being used and where additional value can be unlocked
Change: the impact of licence or service changes on users and teams
Data quality: ensuring recommendations are based on reliable evidence
Ownership: making it clear who makes decisions and who takes action
Outcome: recommendations that are practical, commercially informed and capable of being implemented, rather than optimisation findings that sit in a report.
What You Leave With.
Aivy Turns the Analysis Into a Clear View of Where You Are Today and What To Do Next.
You leave with:
Who Is This For.
Aivy Cost & Licence Optimisation is designed for organisations that want better visibility and control over Microsoft investment.
It is particularly relevant where:
Aivy can work with your internal team or existing Microsoft partner & provide ongoing optimisation support directly.