Per-seat SaaS pricing means your bill grows with headcount, often faster than teams budget for. This calculator projects what a tool will cost both at your current team size and at your expected size a year out, so the growth in your software budget isn't a surprise line item when it happens.
How it works
The calculator applies the tool's real per-seat rate (at your chosen billing cycle) to both your current team size and your projected team size 12 months out.
The difference between the two annual totals is the added cost from headcount growth alone: useful to budget for separately from any price increases the vendor might introduce.
"Cost per new seat added" divides that increase by the number of new seats, which is the same as the per-seat rate, shown separately so it's easy to sanity-check against a hiring plan (e.g. "if we hire 5 more people, this tool alone adds $X/year").
A worked example
Growing from 10 to 20 users on ClickUp Unlimited with annual billing (~$7.00/seat/mo): current annual cost is about $840, projected annual cost at 20 users is about $1,680, an increase of $840/year, or exactly $84 per new seat added, matching the per-seat rate.
Questions people ask
Why does the cost increase scale exactly linearly?
Because this calculator assumes flat per-seat pricing, which is how most SaaS tools price their standard tiers. Some vendors offer volume discounts at higher seat counts or require an upgrade to a higher tier past a certain team size. Check the vendor's pricing page if you're projecting past 50–100 seats, where volume pricing often kicks in.
Should I budget using monthly or annual billing?
Annual billing is cheaper per seat but locks in your seat count for the year: adding people mid-year usually means paying the prorated annual rate for new seats immediately, not waiting for renewal. Monthly billing costs more per seat but gives you the flexibility to scale down without a penalty.
Does this account for the tool's price changing over the next 12 months?
No. This projects your cost at today's published rate applied to tomorrow's headcount. SaaS vendors do raise prices periodically (see the note on the pricing dataset used here), so treat this as a headcount-driven floor, not a guarantee that the per-seat rate itself won't also change.