Before you start
- The budget must have a company and remain editable.
- The MSP needs an active Microsoft 365 integration and synchronized license data for that company.
- Your role needs budget editing access and access to read Microsoft 365 data.
- Prepare suitable catalog products with unit prices, billing recurrence and exact Microsoft SKU or product names where possible.
Match and import licenses
1
Open the licensing import
Check the company and currency, then choose Import > Import Microsoft 365 licensing. Wait for the company’s licenses to load.
2
Compare purchased and assigned seats
Review each license’s purchased and assigned quantities. The imported budget quantity uses purchased seats, including seats that have not been assigned to a user.
3
Check or choose the MSP product
Review the suggested product. For an unmatched license, choose Choose an MSP product, search the catalog and select the product that supplies this license. The picker offers tenant-wide products and products for this company, not products assigned only to another company.Suggestions use exact SKU or name matches, ignoring capitalization and repeated spaces. An ambiguous match stays unselected until you choose it. A similarly named product is not proof of the right price or billing term.
4
Review pricing and selection
Check the catalog unit price, recurrence and resulting line total. New confident matches start selected; manually choosing a product also selects that license. Clear any row you do not want. Select all selects importable rows with a product, not unmatched rows.A product already linked to this budget is marked Already in budget. Review the existing row instead of trying to import that product again. Check zero prices and missing billing defaults even when a row can be selected.
5
Import, adjust and save
Choose Import … licenses. Review the new lines in the builder, including category, notes, quantity, unit price and recurrence. They start in January with line status Pending and use the budget currency without exchange-rate conversion.Set the correct Start month, review setup fees separately, then choose Save. Reload the saved plan and check Monthly Breakdown.
Understand the numbers
The imported line quantity comes from purchased seats; price and cadence come from the matched MSP product. The displayed Line total is purchased quantity × unit price for one charge, not necessarily a full year’s cost. Identical license SKUs from multiple Microsoft connections for the same company are combined. The import excludes rows without purchased seats and recognized free or trial-only grants. Low utilization alone does not exclude a paid license; mixed paid-and-trial source data can still contain a budgetable commitment. The result is a planning snapshot. Later Microsoft seat changes or catalog price changes do not automatically update the saved budget. Review current licensing and update the plan through your normal budget workflow.Troubleshooting
Frequently asked questions
Where can I budget for the Microsoft 365 seats a company owns?
Where can I budget for the Microsoft 365 seats a company owns?
Open an editable company budget and choose Import > Import Microsoft 365 licensing. Match licenses to catalog products, review the selected rows, import them and Save.
Does this use purchased seats or assigned seats?
Does this use purchased seats or assigned seats?
Purchased seats become the budget quantity. Unassigned purchased seats can still represent a cost.
Where does the license price come from?
Where does the license price come from?
The matched MSP catalog product supplies the unit price and billing recurrence. Microsoft license inventory supplies the purchased-seat count.
Why are free or trial licenses missing?
Why are free or trial licenses missing?
The import excludes rows without purchased seats and recognized free or trial-only grants. It is intended to identify budgetable commitments, not reproduce every license inventory row.
Will the saved budget track future seat changes automatically?
Will the saved budget track future seat changes automatically?
No. Imported values are a snapshot. Review current licensing and edit the budget when seats, prices or billing change.
Does reimporting update a product already in the budget?
Does reimporting update a product already in the budget?
No. An existing linked product is marked Already in budget. Review and edit the existing line instead.
Does importing licenses assign users or order more seats?
Does importing licenses assign users or order more seats?
No. It adds proposed budget lines. It does not change Microsoft assignments, buy seats or modify a provider subscription.
Do setup fees get added automatically in this licensing dialog?
Do setup fees get added automatically in this licensing dialog?
This path builds the matched license cost line. Review any setup charge separately; do not assume the product sidebar’s separate setup-fee behavior also occurs here.