Slack for chat. Zoom for meetings. Dropbox for files. Trello for tasks. Meanwhile Teams, OneDrive, SharePoint, and Planner sit inside licenses you’re already funding. That isn’t tool choice — that’s buying the same capability twice, and it compounds every renewal cycle.
Finance sees the subscription line. It doesn’t see the other two — which is precisely why tool sprawl survives every budget review.
You're paying a second vendor for capability already bundled into a license you own.
Seats bought and never used. Licenses that survive the employee who left. Premium tiers for features nobody switched on.
Every additional vendor is another security perimeter, another data processor, another integration to maintain.
We’ve kept to primary sources here — analyst houses and identity platforms with visibility across thousands of organizations, rather than vendor marketing.
Read those together and the picture is uncomfortable: most organizations are running around a hundred applications, IT can see a fraction of the spend, roughly a third of it produces nothing — and that lack of visibility is itself a measurable security risk.
Depending on your plan, most of the left column is already sitting inside your Microsoft 365 licenses, switched off and unused.
The uncomfortable question for your next renewal: for how many of these are you signing a purchase order this year — for a capability that's already sitting inside a Microsoft 365 license you're funding regardless?
Consolidation is about eliminating redundant general-purpose tools — not forcing every workload into one platform because it suits the vendor. Some tools earn their line item. These are the ones we’ll tell you to keep.
A consolidation exercise that recommends replacing all 101 apps isn’t advice — it’s a sales pitch. The value is in identifying the ten or fifteen where you’re genuinely paying twice, and leaving the rest alone.
Under the Data Privacy Act (RA 10173), a third party that processes personal data on your behalf is a personal information processor. Your organization remains the accountable party — for their safeguards, their breach handling, and their contracts.
Now count your stack. Every tool holding customer names, employee records, or contact details is a processor relationship that should be papered, governed, and monitored. In most organizations, a large share of those tools were bought by a department, never reviewed by IT, and never seen by the compliance officer at all. Consolidation isn’t only a cost exercise. It’s a material reduction in your processor surface area.
Tool sprawl has real inertia — every redundant app has an internal champion who chose it, and a team with workflows built around it. Consolidation succeeds on data and change management, not mandates from IT.
We inventory every tool actually in use — including the ones bought on a department credit card — and map owner, seat count, renewal date, and whether personal data touches it.
We compare each tool against the capability already included in your Microsoft 365 licenses, and quantify the addressable spend — separating genuine duplication from tools worth keeping.
We sequence retirements around renewal dates so you don't pay to cancel, migrate the data, and drive adoption of the replacement — because a tool people won't use is just a different kind of waste.
Consolidation frequently reveals that the right destination is Business Premium — because the security and device management you’d otherwise buy separately are already bundled there.
Consolidation only works if the replacement genuinely lands. Moving a company off Slack is trivial technically and hard organizationally — which is exactly why adoption capability, not licensing capability, is what you should be buying.
We audit the full stack, map every overlap against your existing Microsoft 365 entitlements, flag every vendor processing personal data, and quantify what's genuinely addressable.
We audit the full stack, map every overlap against your existing Microsoft 365 entitlements, flag every vendor processing personal data, and quantify what's genuinely addressable.
→Certified engineers configure the Microsoft 365 replacements properly — not just switched on, but set up to be better than what they're replacing — and migrate the data cleanly.
→The hard part. Champions in every team, role-based training, and a migration people accept — because if they quietly keep using Slack, you've added a tool instead of removing one.
Depending on your plan: team chat, video meetings, file storage and sharing, lightweight task management, intranet and internal comms, forms and surveys, workflow automation, endpoint protection, device management, identity and access management, and compliance tooling. That’s a substantial share of a typical general-purpose stack — but it isn’t everything, and we’ll be specific about the line.
Systems of record like ERP and CRM, design and creative tools, developer tooling, complex portfolio management, and industry-specific applications. If a tool is materially better for a workload that matters to you, the honest recommendation is to keep it. Consolidation targets redundancy, not variety.
It depends entirely on how much duplicate capability you’re carrying and what your contract terms allow. Rather than quote a percentage we can’t stand behind, we run the audit first: every tool, every seat, every renewal date, mapped against what your Microsoft 365 licenses already include. You get a number grounded in your actual stack, before any commitment.
It can — and that’s the real risk, not the technical migration. Tool sprawl has inertia precisely because every redundant app has an internal champion. This is why we treat consolidation as a change-management project first: champions inside each team, role-based training, and a properly configured replacement. If people quietly keep using the old tool, you’ve added a tool rather than removed one, and the savings never materialize.
Yes. Any third party processing personal data on your behalf is a personal information processor under RA 10173, and accountability stays with your organization. Every tool holding customer or employee data adds a processor relationship that should be contracted, governed, and monitored. Most organizations cannot produce a complete list of them — which is itself the problem.
Before your next renewal cycle, not after. Once a contract auto-renews, your leverage shifts to the vendor and you’ve committed to another term of duplicate spend. The audit takes far less time than the renewal you’re about to sign.
We’ll inventory every tool in use, map it against the Microsoft 365 licenses you already fund, flag every vendor processing personal data, and hand you a costed consolidation plan. No commitment.
