The short answer
Consolidation saves money when the bills you remove exceed the replacement cost. In our example, a $200 monthly stack becomes $77, including $30 of retained tools. That saves $123 monthly, or $1,066 in the first year after $410 of transition costs. These are illustrative inputs; a move is only suitable if the required features work.
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Worked example: reduce a $200 monthly stack
Suppose your whole stack costs $200 monthly, including $30 of specialist tools you will keep. The replacement is Systeme.io Webinar at $47 on monthly billing in the dated snapshot. It passes the basic capacity checks for 7,500 contacts, four funnels, two courses and no automated webinars. Optional capacity counts have not been entered for this example; those requirements and actual feature behavior still need checking.
| Budget item | Calculation | Result |
|---|---|---|
| Current whole stack | Before the switch | $200/month |
| Bills that can disappear | $200 − $30 kept | $170/month |
| New ongoing cost | $47 replacement + $30 kept | $77/month |
| Ongoing saving | $200 − $77 | $123/month |
| Annual recurring saving | $123 × 12 | $1,476/year |
| Old subscription overlap | 1 month × $170 | $170 |
| Transition cost | $170 overlap + $240 one-time work | $410 |
| First-year saving | $1,476 − $410 | $1,066 |
| Simple payback | $410 ÷ $123 | About 3.33 months |
The retained $30 is already included in the new ongoing total, so the overlap calculation only counts the $170 of old tools being replaced. The model charges transition costs at the start and spreads recurring costs evenly. It does not predict revenue or model the timing of annual invoices.
Use the same scope in both calculators
The subscription calculator below starts with $170 of replaceable spending. The separate migration calculator should use $200 current spending, $47 replacement, $30 tools kept, $240 one-time work and 1 month of overlap to reproduce this example.
If an old annual contract cannot be cancelled, add its remaining unavoidable cost to the transition budget. Account for internal work and compare amounts on the same currency and tax basis.
Try your own replaceable spending ↓ or calculate the full migration payback.
Find the subscriptions you can actually cancel
List each tool, its job, monthly equivalent and next cancellation date. Mark each one as replace, keep or uncertain. Common overlapping jobs include lead capture, email sequences and course delivery. Essential specialist features can justify keeping a tool. Do not count an uncertain bill as a saving until you have tested that its job can move.
Model a partial move before replacing everything
Start with the smallest switch that removes a meaningful cost: email and landing pages can move while a specialist service stays. The savings calculator below asks for replaceable spending only. The separate migration calculator asks for the whole current stack and the costs you keep. These are two ways of describing the same budget; entering retained costs twice understates the saving, while omitting them from a whole-stack comparison overstates it.
Choose a go or stay rule before testing
Choose your maximum acceptable transition cost and payback period before you begin. Then test the workflow that would be most expensive to break: checkout, learner access or a purchase-triggered message. Stay with the current setup if an essential feature fails or if unavoidable contracts erase the saving over your chosen period. Evaluate a move when the required features work and the verified savings justify both the cash outlay and your time.
Your decision checklist
- Separate replaceable bills from retained tools
- Match the replacement tier to your real capacity and workflows
- Include parallel subscriptions, internal work and unavoidable contract costs
- Set a maximum payback period and a practical reason to stop
Common questions
Product prices and capacity limits checked against the official detailed limits table. Migration information last reviewed : eligibility and process. Our cost scenarios are illustrative. See our formulas and limitations.