About the service
Many organisations pay more for Dynamics 365 licenses than they have to. Full licenses go where a narrower-scope license would do, base licenses are duplicated, and unused accounts stay in the system. From January 2026, Microsoft also enforces correct license assignment, so an error in assignment can end in loss of access.
We analyse your licenses on the basis of actual use and assigned security roles. We recommend matching license types, the layout of base and attach licenses, and removing unnecessary accounts. The result is lower cost and orderly compliance, and the recommendation rests on data, not on a wish to sell you more licenses.
Dynamics 365 licenses are a cost whose excess is invisible, and from 2026 also a risk of losing access.
The Dynamics 365 licensing model is complex, and the cost grows with the organisation gradually and imperceptibly. From January 2026, Microsoft's enforcement of correct license assignment is added to this.
- Full licenses where a narrower one would do. Users with a full license doing tasks covered by Team Members or Operations Activity are the biggest source of overpaying.
- Duplicated base licenses. A second application bought as another base license, instead of the cheaper attach one, multiplies the bill.
- Unused and excess accounts. Licenses assigned to people who no longer use the system generate a standing cost that no one notices.
- Overlap with Power Platform. When it is unclear what is built into Dynamics 365 and what needs a separate license, the organisation pays for the same thing twice.
- Capacity and add-ons without control. Data storage, AI Builder, and other capacities billed without verification raise the bill beyond any plan.
- License enforcement from 2026. Incorrect assignment today means not only contractual risk, but also blocked user access and a wave of support tickets.
From usage analysis to an optimisation and compliance plan
License inventory
We gather the full list of assignments broken down by user and application, to establish a baseline.
Analysis of actual usage and roles
Using telemetry, we check who uses which applications and set that against security roles and personas.
Matching license types
We assign each user to the cheapest license that covers their work: full, Team Members, Operations Activity, or device-based.
Base and attach license structure
We decide which application is the base license and add the rest as attach licenses, without duplicating bases.
Capacity and Power Platform
We check the capacity you have purchased and where Power Platform licenses overlap with what Dynamics 365 covers as standard.
Compliance assessment
We flag the risks tied to license enforcement and assign remediation actions to them.
Optimisation plan
We order the recommendations by priority and, for each one, give the estimated saving and the effect on compliance.
What you gain after optimisation
- You pay for the licenses you actually use. Each user has a license type matching their work, and companion applications are not bought as further bases.
- Accounts with no user disappear from the bill. Licenses assigned to people who do not use the system are pointed out by name and last-login date.
- License enforcement stops being a threat. Assignments comply with Microsoft's terms, so the next check will not stop anyone's work.
- You know where the bill comes from. The cost breaks down by application, license type, and capacity, so you can see which decision costs what.
- You go into renewal with your own numbers. You know the demand before the conversation about terms, not after approving another annual cost.
- The recommendation follows from data, not a price list. We point to the cheapest configuration that stays compliant, even when it means fewer licenses than you have today.
Products that help us drive change
We optimise the licenses of the finance and operations applications, that is, Dynamics 365 Finance and Supply Chain Management, as well as the other products in the family, along with capacities and Power Platform licenses. We work on usage telemetry, security roles, and data from the Power Platform admin center. The findings feed straight into the renewal conversation.
Proven performance, reliable results
- We rely on data, not guesswork. We analyse the actual use of applications and assigned security roles, not job titles in the org structure.
- We recommend only what complies with the use rights. The adjustments fit within Microsoft's terms, including the Team Members license restrictions, so the optimisation does not create new risk.
- We recommend, we do not sell. The goal is the cheapest configuration that stays compliant, even when it means fewer licenses than you have today.
- We come in before renewal, not after it. You get the results in time to use them in the conversation about terms, before you approve the cost for another year.
Why entrust license optimisation to us
- We specialise in Dynamics 365. We know ERP licensing from the roles and actual-use side, not just the price-list side.
- We base optimisation on data. We reach for telemetry and security roles, so every assignment can be traced to a specific measurement.
- We recommend, we do not sell. The goal is the cheapest configuration that stays compliant, even when it means fewer licenses than you have today.
- We know the roles in the finance and operations applications. We know which tasks fit within a narrower-scope license and which require a full one.
- We work in Poland and the United Kingdom. We handle local environments and at the same time run implementations spanning multiple countries.
From the initial consultation to a fully operational system
Switching systems doesn't have to mean chaos. We guide you through five steps so that at every stage, it’s clear what is happening, why, and what the next step will be.
Discovery call
Free consultation: we learn about your situation, goals, and constraints. No strings attached and no sales pitch.
Analysis and recommendation
We map processes and requirements, assess platform fit, and recommend the scope, path, and approach.
Plan and decision
Schedule, budget, roles, and decision gates. You make project decisions based on facts, not assumptions.
Phased implementation
We implement step-by-step, with testing, risk control, and reviews at every milestone.
Stabilization and support
Launch with a contingency plan, post-launch support, and transition to ongoing maintenance.
See how we transform tech companies
Microsoft Dynamics 365 Finance development for Eton Shirts
TERG
Westfield
WPP
Pay for what you really use
We analyse licenses on the basis of actual use and assigned roles, and finish with an optimisation plan with estimated savings and a compliance assessment. The best time for such a review is the period before renewal, before you approve the cost for another year.
Six levers where the savings are created
Savings and compliance come from a few recurring levers. We analyse each of them on data, not on guesswork.
Matching license types (role mapping)
Each user gets the cheapest license that covers their work: full, Team Members, Operations Activity, or a device license for shared workstations. This is usually the biggest lever.
Base and attach license structure
The base license is the user's most expensive app, and we add the rest as attach licenses, instead of buying more bases.
Removing unused accounts
Licenses with no confirmed usage are released or reduced at the next possible change.
Separating from Power Platform
We establish what Dynamics 365 covers as standard and what needs a separate license, so the same function is not paid for twice.
Capacity and add-ons
We match data storage, AI Builder, and the other capacities to actual demand.
Compliance with enforcement rules
We order the assignments so that verification on Microsoft's side does not block anyone's access.
Collaboration models
See other services
Dynamics 365 environment audit
We will analyse the configuration, performance, and security of your Dynamics 365 environment, pointing out areas to optimise.
Pre-implementation audit
We will assess your processes and requirements before the project starts, to choose the optimal scope and avoid costly mistakes.
Dynamics 365 updates
Keep your Dynamics 365 environment on the current version, using new features and security without disrupting daily work.
Managed support
We will provide ongoing care for your Dynamics 365 environment, responding to tickets and keeping the system stable and trouble-free.
Frequently asked questions about Dynamics 365 license optimisation
How does this service differ from a Dynamics 365 environment audit?
An environment audit covers licensing as one of seven areas of system health. License optimisation goes much deeper into that single area and deals exclusively with license cost and compliance.
What does license enforcement from 2026 involve?
From January 2026, Microsoft enforces correct license assignment, and an assignment error can end with users being locked out. Optimisation puts the assignments in order so that this does not happen.
Won't lowering licenses breach Microsoft's terms?
No. The adjustments stay within the usage rights, including the limitations of Team Members licenses. The goal is the cheapest configuration that stays compliant, not a way around the terms.
Do you account for Power Platform and Copilot?
Yes. We check where Power Platform licenses overlap with what Dynamics 365 covers as standard and what needs a separate license. We also verify capacities and credits, including Copilot and AI Builder.
When is the best time to run the optimisation?
Before renewal. A review done before signing the agreement lets you change the number and type of licenses before you lock in the cost for the coming year. It is also good practice to review periodically, regardless of the renewal date.
Let's see how much you are overpaying for licenses
