Microsoft 365 backup cost across a client portfolio
Microsoft 365 Backup bills per GB of protected content, not per seat. Across a book of clients that means your smallest tenant can cost more than your largest, and a per-seat resale price quietly loses money on the ones with a decade of SharePoint. Cost every client here, add your markup, and see where the margin actually is.
Nothing on this page asks for an email. The table, the totals and the margin are all yours to read. Exporting them as a CSV is the only thing that does.
Client tenants
| Client | Users | Mailbox GBper user | Archive GBper user | OneDrive GBper user | SharePoint GBtotal | Protected | Everything$/mo | Scoped$/mo | Your price$/mo | Margin$/mo | Remove |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Northgate Legal | 40 | 18 | 60 | 15 | 2,400 | 7.1 TB | $1,084 | $506 | $632 | $126 | |
| Bell & Sons Mfg | 220 | 5 | 4 | 6 | 250 | 4.1 TB | $625 | $460 | $576 | $115 | |
| Ridgeway Clinics | 95 | 9 | 18 | 20 | 700 | 6.0 TB | $917 | $581 | $727 | $145 | |
| Portfolio | 355 | 3 tenants | $2,625 | $1,548 | $1,935 | $387 | |||||
$4,643 a year, at a blended margin of 20%.
Blended margin is margin over what you bill, not the markup you typed — a 25% markup on cost is a smaller number once it is expressed as a share of revenue. Quoting the two interchangeably is how a portfolio ends up priced under what someone thought they set.
Where should the CSV go?
The table stays on screen either way. Leave an address and we'll send the file, and tell you when the version that reads these figures from each tenant directly is ready. No sequence, no sales call.
Why per-client cost does not track headcount
The bill follows protected storage. A forty-seat legal practice holding a decade of matter files in SharePoint, with archives switched on, can cost more per month than a two-hundred-seat manufacturer whose staff work mostly in a line-of-business system. Both numbers are in the example table above.
That is the case for scoping each client separately rather than applying one retention policy across the book. The single-tenant calculator shows the same arithmetic for one client in more detail, and the PowerShell scripts produce the measured sizes these columns want instead of estimates.
Price is only half of it. What native backup does not cover — Teams chat, retention past a year, no export — costs every client in the table the same whatever the margin column says.
Estimates only. Archive, recycle bin, version and stale-data figures are assumptions applied across the whole portfolio, not measurements from any tenant. Confirm against each client's own usage reports before quoting.
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