Enterprise Agreement renewal support for Microsoft estates. Right-size licenses, model true-up exposure, and negotiate from a fact base instead of a vendor quote.
Too many Microsoft renewals are managed like administrative deadlines instead of major commercial events. By the time the quote shows up, the license inventory is stale, the true-up picture is unclear, and the organization is negotiating from urgency instead of evidence.
Microsoft EA renewals are some of the highest-leverage commercial moments in enterprise software. The challenge is that most teams arrive late, with incomplete usage analysis, weak benchmark context, and no clear story about which users need which licenses. UMS helps finance, procurement, SAM, and IT teams turn the renewal into a structured commercial process: validate deployment and usage, model E3 versus E5 decisions, quantify true-up and growth exposure, and build a negotiation posture before the account team controls the narrative.
We reconstruct the renewal picture around actual user growth, past true-up activity, and the upcoming contract window so you know where spend is structurally rising before Microsoft frames it for you.
We separate users who genuinely need premium security, compliance, and analytics functionality from users who were simply over-assigned over time.
Benchmark context, renewal timing, competitive alternatives, and scenario modeling make it easier to negotiate from a strategy rather than a last-minute quote review.
We help teams leave the renewal with a cleaner operating cadence for governance, entitlement review, and next-year preparation instead of starting over from scratch.
We review the current agreement, renewal timing, true-up history, and license allocations to build the commercial and operational baseline.
We map real user needs, identify overprovisioning, model renewal options, and quantify the cost impact of different licensing decisions.
We help structure the renewal discussion, challenge unnecessary growth assumptions, and push toward a cleaner, more defensible agreement outcome.
UMS reconciled a regional insurance carrier's Microsoft entitlements and deployments, showed its on-prem SQL Server, Windows Server, and System Center estate could stay on perpetual rights without new renewal purchases if versions stayed flat, and created a transfer-plus-downsize plan for the Microsoft 365 subscription stack.
Across multiple Microsoft reconciliation cycles, UMS helped a regional consumer finance lender reconcile deployment and entitlement data, surface hidden SQL and Office exposure, and turn annual true-up work into a repeatable operating process.
UMS identified over 10,000 inactive Microsoft licenses and reduced NYCHA's EA renewal by $495K in Year 1 — $2.2M over the 5-year term. Phase 1 of a broader engagement spanning Azure cloud optimization and a $17M multi-vendor contract portfolio across 16 publishers.
Earlier than most teams think. The best window usually starts 90 to 120 days before the anniversary or renewal event so there is time to validate usage, align stakeholders, and build negotiation leverage.
No. The economics get larger with size, but mid-market organizations with a meaningful E3, E5, or Azure footprint can still see material savings from right-sizing and better renewal posture.
Yes. The earlier the better, but even late-stage renewals often have enough room for usage cleanup, pricing pressure, and better decision discipline around license mix.
No. Pricing matters, but so do term structure, true-up assumptions, product mix, add-ons, flexibility, and the operating plan needed to keep waste from returning after signature.
Microsoft's licensing guidance explicitly treats true-up as an annual process tied to the agreement anniversary, which is why timing and usage-date discipline matter during EA renewals.
Microsoft Learn: Coverage Periods and Usage DatesMicrosoft's Enterprise Agreement guidance recommends beginning the true-up process well before the anniversary window, reinforcing that renewal leverage improves when preparation starts early.
Microsoft Licensing Guidance: Enterprise AgreementBook a free 30-minute consultation. We'll show you exactly where your savings are — no obligation, no upfront cost.
