In most software negotiations, the vendor knows more about your usage than you do. Their admin consoles, telemetry and account teams track adoption closely. Walking into a renewal without your own data means negotiating on their terms.
A usage evidence pack levels the field. It shows exactly what you use, what you do not, and what you need, so the conversation starts from facts.
In a renewal, the side with the better data sets the volume. The price discussion comes after.
What goes into the evidence pack
Active users ÷ licenses, over 90 days.
Count and cost of licenses unused for 90+ days.
Which premium features are actually used, and by whom.
Expected headcount changes and new projects.
What you paid in each previous term, per unit.
What a credible alternative would cost.
Price history is the most overlooked part of the pack. Plotting what you paid per active user over several terms often shows that the effective price has risen much faster than the list price, because usage fell while volume stayed the same.
How to use it
"We will renew 2,100 seats, not 3,000, because 900 have been inactive for 90 days."
"Only 18% of users use the premium features, so we will move the rest to standard."
"The analytics add-on is used by 44% of licensed users; we will reduce it."
"Our cost per active user has risen 47% over four terms."
What not to share
You do not need to share everything. Keep internal budget figures, internal deadlines and your alternative evaluation details to yourself unless they help your position.
What to put on the table
- Utilization and inactive-user counts, with the definition used.
- Feature-use data that supports an edition change.
- Price history, especially cost per active user.
- The fact that you are evaluating alternatives, if you genuinely are.
- Your budget for next year.
- Your internal deadline for a decision.
- Detailed pricing from competitors, unless it helps.
- Growth plans that would raise the vendor's expectations.
How MI One helps
Frequently asked questions
What if the vendor's usage data differs from ours?
Ask which definition they use. Agree a definition of "active" before you discuss numbers.
How far back should usage data go?
At least 90 days, and 12 months for seasonal products.
When should the evidence pack be ready?
About 90 days before the notice deadline, so it can shape the direction of the renewal rather than react to the quote.