> For the complete documentation index, see [llms.txt](https://boza.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://boza.gitbook.io/docs/platform/analysis/cost.md).
# Cost Analysis
Track subscription cost with an annual run rate, completed-month indicators, a monthly cost trend, ranked applications, organizational distribution, and upcoming renewals.
Use the Cost tab to compare the annual run rate, completed-month cost, and organizational distribution.
***
## Set the scope
Open **Filters** to select an **Organization**, **Team**, **Group**, or **Custom Field** value. The selected scope applies to the KPI cards, trend, ranked applications, cost distribution, and renewals on this tab. Clear the filters to return to organization-wide values.
## KPI Cards
Four cards at the top summarize the selected organizational scope. Hover the information icon beside a card's name to see the period it covers and how it is calculated.
1. **Full year cost** — active recurring subscriptions priced for twelve months at their current cost, with a comparison against the previous year.
2. **Cost YTD** — current recurring monthly subscription cost multiplied by the completed months of this year. The current month is excluded.
3. **Last month cost** — subscription cost for the previous completed month, compared with the month before it.
4. **Wasted costs** — estimated cost of unused licenses for completed months, based on the difference between subscribed seats and active users.
{% hint style="info" %}
**Full year cost** is an annual run rate at today's price, not a calendar-year total and not a contract total. It excludes one-time subscriptions, outdated subscriptions, contracts whose term has not started, and standalone discount rows. **Cost YTD** and **Wasted costs** cover completed months only, so they intentionally exclude the current month.
{% endhint %}
***
## Monthly cost trend
The chart separates each month into:
* **Used** — cost attributed to active usage.
* **Not used** — cost attributed to licenses without observed activity.
* **Used Preview** and **Not Used Preview** — projected segments for future months in the current year.
Use the three year buttons above the chart to switch its period. These buttons update the chart only; the KPI cards remain current-year indicators.
{% hint style="info" %}
An unused value means Boza did not observe activity through the enabled data sources. Check extension and integration coverage before treating every unobserved license as immediately reclaimable.
{% endhint %}
***
## Most Expensive Apps (YTD)
The table ranks up to five applications by **Cost YTD**. It also shows the Budget Owner, criticality, and user coverage recorded for each application. Select a row to open its detail page.
The ranking follows the page's Organization and Team selection. If the request fails, the card shows an error with a **Retry** action rather than an empty result.
Use it to identify budget concentration, confirm ownership, and prioritize the applications that deserve a subscription or access review.
## Cost distribution (YTD)
Switch the donut chart between:
* **Teams** — year-to-date cost grouped by team.
* **Organizations** — year-to-date cost grouped by organizational unit.
The chart shows the largest groups individually and combines the remainder as **Others** when necessary.
## Upcoming Renewals
Upcoming subscription renewals are grouped by date. Select an application to open its Costs information, use **Show more** when the card contains additional dates, or choose **See all** to open the full Renewals view.
Renewal visibility depends on the dates recorded in subscription data.
***
## Potential Optimization — Coming Soon
The **Potential optimization** card is marked **Coming Soon**. Its recommendation action is disabled.
{% hint style="warning" %}
Do not use the obscured preview values in this card for reporting or decision-making. Boza does not currently provide actionable recommendations from this section.
{% endhint %}
***
## Best Practices
* **Investigate before reclaiming.** Confirm usage-data coverage and business need before acting on wasted cost.
* **Assign Budget Owners.** The ranking is more actionable when every high-cost application has clear ownership.
* **Compare organizational scopes.** Use the Organization, Team, and Group filters to find where a portfolio-wide change originates.
* **Check the period before comparing two numbers.** Every amount states the window it covers; a run rate and a year-to-date figure are not the same measure.
* **Prepare early.** Review upcoming renewals with enough time to renegotiate, resize, or cancel.
---
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