# Subscriptions

The Subscription Settings page lists every Microsoft 365 subscription in your tenant and lets you record the price you actually pay, the currency, and the renewal date for each one. Defaults are Microsoft list prices in USD; setting your customer prices once turns the rest of Bsure's cost reporting into a number Finance can stand behind.

It is designed to answer simple but important questions:

* What does each Microsoft 365 subscription cost us this month?
* When does each subscription renew?
* Are we comparing against Microsoft list price or our negotiated price?

{% hint style="info" %}
You need the **Super Admin** role to open the Subscription Settings page.
{% endhint %}

### Accessing Subscription Settings

Navigate to **Settings → Configuration** in the left sidebar, then select **Subscriptions**. You can also access it directly via the URL path */admin-settings/subscriptions*.

### Page Layout

The Subscription Settings page consists of the following elements:

#### Action Buttons

At the top-right corner of the page, you will find:

* **Refresh Power BI** – Click this button to refresh the Power BI reports after changing prices, currency, or renewal dates. Cost reports update with the latest data.

#### Price Selector

Toggle between two pricing modes:

* **List Price** – the Microsoft list price in USD. Used as the default when no customer price is recorded.
* **Customer Price** – the negotiated price you actually pay, in your chosen currency. Used in cost reports once you have set it.

Switch to **Customer Price** once you have entered your prices so the reports reflect what your organisation actually spends.

#### Currency Selector

Search by currency code or name to set the currency that customer prices are displayed and reported in (e.g. *NOK – Norway Krone*, *EUR – Euro*).

#### Table Toolbar

Above the subscription list, a toolbar provides the following controls:

* **Row count** – Total number of subscriptions in your tenant.
* **Reset Filters** – Clears any active filters applied to the table columns.
* **Columns** – Show or hide specific columns to customise your view.
* **Export** – Exports the current subscription list for offline use or further analysis.

#### Subscription Table

The main content area shows a table listing all subscriptions with the following columns:

| Column             | Description                                                                                                                        |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------- |
| **Name**           | The Microsoft product name (e.g. *Microsoft 365 E3*, *Power BI Pro*).                                                              |
| **Notes**          | A custom note you add when editing a subscription — typically the agreement reference, term, or source (e.g. *CSP partner*, *EA*). |
| **Renewal Date**   | The next renewal date for this subscription.                                                                                       |
| **Status**         | *Enabled* (active and billed) or *Suspended* (no longer paid for).                                                                 |
| **Total**          | The number of seats in the subscription.                                                                                           |
| **List Price**     | The Microsoft list price per seat, in USD.                                                                                         |
| **Customer Price** | The negotiated price per seat in your chosen currency, after you set it.                                                           |

Each column header supports sorting. The Name and Notes columns also support text filtering via the input fields below the headers; the Status column filters by *All / Enabled / Suspended*.

### Setting your customer price

{% stepper %}
{% step %}

### Locate the subscription

Locate the subscription in the table.
{% endstep %}

{% step %}

### Open the edit menu

Click the **three-dot menu (⋮)** at the right end of the row.
{% endstep %}

{% step %}

### Edit the subscription

Select **Edit Subscription** from the dropdown.
{% endstep %}

{% step %}

### Enter the details

In the dialog, enter:

* **Notes** – the agreement term (monthly / yearly) and source (CSP partner, credit card, EA, etc.).
* **Customer Price** – the per-seat price in your chosen currency.
  {% endstep %}

{% step %}

### Save

Click **Save**.
{% endstep %}
{% endstepper %}

Bsure Insights calculates the average price per Microsoft 365 license assigned in Entra ID using the customer prices you set.

### Switching to customer pricing

{% stepper %}
{% step %}

### Change the price selector

Switch the **Price Selector** to **Customer Price**.
{% endstep %}

{% step %}

### Pick your currency

Pick your currency in the **Currency Selector**.
{% endstep %}

{% step %}

### Refresh Power BI

Click **Refresh Power BI**.
{% endstep %}
{% endstepper %}

The cost reports rebuild against your actual spend instead of Microsoft list prices. The refresh takes a few minutes; you can follow progress by clicking the bell icon next to your name in the top-right corner of the app.

### Filtering, sorting, exporting

The subscription table provides several ways to find and organise your data:

* **Column sorting** – Click any column header to sort the table by that column. Click again to reverse the sort order.
* **Text filters** – The Name and Notes columns have filter input fields below the header.
* **Status filter** – Filter by *All / Enabled / Suspended* using the dropdown below the Status column.
* **Reset Filters** – Clears all active filters.
* **Column visibility** – Use the Columns dropdown to show or hide specific columns.
* **Export** – Download the current subscription list, with the active filters and sorting applied.

### Summary

Use Subscription Settings to record what each Microsoft 365 subscription actually costs your organisation, in the currency Finance reports in. Once your customer prices are in place and the report is refreshed, the rest of Bsure Insights — license cost reports, Impact Dashboard savings claims, and renewal alerts — runs against real numbers.

### Next steps

1. Set the customer price for each active subscription.
2. Enter renewal dates so renewal alerts fire on time.
3. Switch the Price Selector to **Customer Price** and pick your currency.
4. Click **Refresh Power BI** and verify the updated report data.


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