How Strategic License Negotiation Saved $2.8 Million—And Expanded Entitlements
Learn how strategic negotiation of a Microsoft Enterprise Agreement helped a Florida company save millions.
The Challenge:
Facing an $11.7 million Microsoft renewal, the client was concerned not just about cost, but also about risk. The agreement spanned dozens of pages and included complicated clauses, licensing terms, and compliance metrics. With limited internal bandwidth and expertise to untangle the contract, the company turned to MCPC’s IT Asset Management (ITAM) team which includes a roster of Software Asset Management (SAM) experts.
Key Pain Points
- Rising Renewal Costs: The projected $11.7M renewal represented a significant budget increase.
- Contract Complexity: License entitlements, metrics, and terms were difficult to validate internally.
- Compliance Risk: The client wanted to avoid over- or under-licensing—both carried financial and legal implications.
The Solution:
MCPC’s ITAM team began with a comprehensive licensing analysis, guided by a four-step methodology:
- Contract Review: Identifying the client’s licensing entitlements, allowances, and restrictions
- Usage Analysis: Measuring real-world consumption to uncover inefficiencies
- Compliance Assessment: Validating alignment with Microsoft’s terms while forecasting future needs
- Strategy Development: Crafting negotiation tactics based on data, not assumptions
This structured approach allowed MCPC to identify key opportunities to cut costs, reduce risk, and increase value. The results spanned three essential areas:
Smarter Spend Through Licensing Optimization
By modeling usage trends against future needs, MCPC helped the client restructure their agreement to minimize waste—resulting in a $2.8M reduction in projected costs.
Simpler, Safer Contracts
We untangled complex licensing language, eliminated redundant line items, and created cross-departmental clarity to reduce compliance risk and operational confusion.
Scalable Licensing for What’s Next
Instead of a short-term fix, the new agreement was designed to support future growth. The client walked away with 35% more licenses—at no additional cost.
Why It Worked:
MCPC’s approach delivers results because it blends deep licensing expertise with objective, data-led analysis.
- Client –First Mentality: We don’t resell licenses or push vendor agendas—our guidance is 100% aligned to client outcomes.
- Negotiation Backed by Data: All recommendations are rooted in real usage data and best practices.
- Best Practice Alignment: Our licensing support is grounded in ITAM/SAM industry best practices—emphasizing software lifecycle management and proactive compliance monitoring.
Conclusion:
This case proves that strategic license management isn’t just about cutting costs—it’s about unlocking value. With the right partner, software licensing can shift from a cost center to a competitive advantage. Instead of struggling through your next renewal, let’s talk. MCPC can help you gain clarity, control, and confidence in your software environment—starting with a licensing health check.
Contact us today to start a conversation—or schedule a licensing health check to see where you stand.