Risks & exposure
Renewal deadlines, missing terms and spend that can drift unnoticed.
Review Microsoft 365 Project Plan 3 — price rise at renewal
QUICK WIN — move Project Plan 3 from a monthly to an annual term. Every invoice for this line carries the P1M:M suffix, meaning a monthly commitment term billed monthly. Microsoft prices monthly-term NCE roughly 20% above annual-term for the same licence. At AU list of $44.90/seat/month annual, the monthly-term equivalent is $53.88. Saving of $215.52/year is the monthly-term premium ONLY, on the current 2 seats. It is booked as a Quick win because it requires no trade-off: no seat reduction, no change of provider, no renegotiation. The licences have run continuously for twelve months, so the client is already making the commitment in practice without being paid for it. The separate 18.1% reseller margin on this line ($234.24/year) is NOT included in this figure. That is a commercial conversation with Hamo Management and is contingent on the related-party question being settled first. OPERATOR NOTE: confirm with the provider that monthly terms were not chosen deliberately — a client mid-restructure may want the flexibility, and in that case the premium is being paid on purpose and the saving does not exist. Ask before quoting this figure externally. Benchmark source is published Microsoft AU pricing as at September 2026; re-verify before it goes in front of a client, as Microsoft moved AU pricing on 1 July 2026.
$1,018
Review Microsoft 365 Family — shadow it
Objectively a CONSUMER product bought on a business account. Microsoft 365 Family is a household licence (up to 6 people, personal use, no business terms, no admin control, no compliance coverage) purchased direct from the Microsoft Store on 16 Mar 2026, while the business separately licenses Microsoft 365 Business Premium through Hamo Management at $8,289.14/year. Both flags are supportable from billing data alone: it is a consumer SKU on a business ledger (Shadow IT), and it delivers the same Office applications the business already licenses (Duplicate function). Saving of $162.73 is placed on THIS row, not on Business Premium, because Business Premium is the platform being kept. Saving Type is Strategic — recovering it requires someone to decide whose licence this is and move them onto the business tenancy. OPERATOR NOTE: the money here is trivial. Do not lead with it. Its value is as evidence of the control gap — confirm before any client conversation whether this is a personal purchase on a company card, and handle that finding with care given the entity is family-controlled. Review: single annual charge, no seat count stated, purchaser unknown.
$163
$0 of spend renews in the next 90 days · View the renewal calendar →
Context and next steps
Software across the 2025–26 financial year came to $59,230 over 18 subscriptions, alongside a managed services retainer of $16,875 — $76,105 in total through the Subscriptions account. Against 46 staff that is roughly $1,288 per employee, which sits well below the Australian mid-market benchmark of about $4,000.
Spend is heavily concentrated. Five platforms hold 76% of software spend and eighty per cent is reached at six, so a small number of conversations covers almost the entire estate.
The clearest exposure is renewal control. Of eighteen subscriptions, exactly one states its own term. That leaves $54,070 a year renewing on dates recorded nowhere, with no contract or order form supplied for any platform. Eight of the nine subscriptions worth more than $2,000 a year sit in that gap, including one that bills annually each November and describes itself on the invoice as a renewal.
One line is under query. From March 2026 the managed services description changed to mention Microsoft 365 Business Premium, while a separate Business Premium line continued to bill $660.96 a month alongside it. That is $7,931 a year which may or may not be duplicated, and one question to the provider settles it.
What is not yet known is how much of this software is actually used. No usage figures have been supplied for any platform, so no claim about over-licensing or unused seats appears anywhere in this audit.
Nothing has been actioned. These are the figures a review of the billing data shows.
- 1
BuildPass ($13,188) and CATProjects ($11,590) are the two largest software lines and together are 42% of software spend. Neither has a renewal date on file, and neither invoice states how the product is priced — per user, per site or per project. Neither appears in any published benchmarking dataset, so the only route to a price comparison is the vendor's own quote history.
Joint
- 2
Microsoft licensing ($9,944 across three products) is bought through Hamo Management rather than direct, and sits about 18% above Microsoft's published Australian list price on every line — Business Premium +18.2%, Copilot +18.1%, Project Plan 3 +18.1%. A margin on licence resale is normal practice. The question is whether it is the right arrangement alongside a separate services retainer of $16,875.
- 3
Microsoft 365 Business Premium seat counts can be derived from the invoice arithmetic: 18 seats to November 2025, 17 from December, 15 for the single month of March 2026, and 17 since April. Confirm against the Microsoft admin centre before relying on them.
- 4
Project Plan 3 is billed on a monthly commitment term, which Microsoft prices about 20% above the annual term. Those licences have run continuously for twelve months, so the flexibility is being paid for and not used. Moving to an annual term recovers $215.52 a year with no other change.
- 5
ScottsAddins ($7,122) is billed as 30 separate seat subscriptions every month, generating 360 invoice lines a year. The count has not changed once in twelve months, including the month staff numbers reached their low of 41. Consolidating onto a single invoice is worth raising independently of price.
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