How Do I Consolidate Licenses into a Company Plan?

Find out how to consolidate multiple individual SecureMailMerge licenses into one company subscription for centralized billing and management.

Updated October 2026

If your organization has multiple individual SecureMailMerge subscriptions and you’d like to consolidate them into a single company-managed subscription, follow this guide. This gives you centralized billing, easier license management, and a single point of contact for renewals.

Note: We don’t currently offer an automated way to merge subscriptions. The process below is manual but straightforward.

Step 1: Create the company subscription

Have one person (typically IT or a billing administrator) purchase a new subscription that will become your company account:

1. Go to securemailmerge.com/purchase
2. Log in with the Microsoft 365 account that will own the company subscription
3. Purchase the number of licenses you need immediately (you can start with just one)

This account becomes your central billing point for all SecureMailMerge licenses.

Step 2: Delegate administration (optional)

If you want others to help manage licenses without giving them access to billing:

Follow Set up delegated administration. Grant assignment permission to the people managing users. Quantity changes, invoice access and audit-log access are separate permissions.

This is useful when IT staff need to manage day-to-day license assignments but finance controls the subscription.

Step 3: Cancel individual subscriptions

Each person with an individual subscription should cancel it:

1. Check whether their subscription was bought on our website or through Microsoft AppSource
2. Cancel through the correct purchase route: the licensing server for website purchases, or the Microsoft 365 admin center for Microsoft purchases
3. Note when their paid term ends (the license remains active until then, and cancellation takes effect at the end of the paid term)

The website subscription owner must cancel their own subscription; a delegated administrator cannot cancel it. Microsoft purchases require an account with the appropriate Microsoft 365 billing access.

Step 4: Migrate users as subscriptions expire

As each individual subscription reaches the end of its paid period:

1. Increase the company subscription’s quantity through the service it was bought from: the licensing server for a website purchase, or the Microsoft 365 admin center for a Microsoft purchase
2. Follow Assign licenses to your team to assign the available license to the user’s own email address on the licensing server

Repeat this for each user. This approach ensures you’re not paying twice for the same user during the transition.

Example timeline

Tips for a smooth transition

• Track expiration dates: Make a list of when each individual subscription ends
• Communicate with users: Let them know their license will continue seamlessly
• No reinstall needed: Users don’t need to reinstall the add-in; the license is tied to their own email address and can be reassigned within the subscription
• Consider timing: If most subscriptions renew around the same time, you might wait and migrate everyone at once

Need help?

If you have many subscriptions to consolidate or need assistance, contact [email protected] and we can help coordinate the transition.