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Free procurement calculators for buyers, planners and finance teams
Each calculator takes a few of your own numbers and returns the answer at once, with a plain explanation of what it means. No sign-up is needed to use them.
Use these calculators to size orders, cost imports, test payment terms, price a software renewal and score suppliers. Every page shows its formula, a worked example and a link to the next step.
Written by Procurement VMS Editorial Team · Reviewed by Michael, Procurement Advisor Expert · Updated
All calculators
Pick a group or search by name. The groups follow the order of the work: stock, shipping, price and payment, process cost, software and suppliers.
Showing 37 of 37 calculators
- Pricing, payment terms and costDPO calculatorEnter your average accounts payable and your yearly cost of goods sold.
- Pricing, payment terms and costTCO calculatorEnter the purchase price, the set-up cost, the yearly running costs and the years you will use it.
- Pricing, payment terms and costBreak-even calculatorEnter fixed costs, the price per unit and the variable cost per unit.
- Pricing, payment terms and costCash conversion cycle calculatorEnter your days of inventory, days to collect from customers and days to pay suppliers.
- Pricing, payment terms and costCost per unit calculatorEnter the direct costs for one unit, your overhead for the period and the units you produce or buy.
- Pricing, payment terms and costPayback period calculatorEnter the upfront cost, the yearly saving and the yearly running cost.
- Pricing, payment terms and costPrice escalation clause calculatorEnter the base price, the index values at signing and now, the share of the price that is fixed and your cap.
- Pricing, payment terms and costPurchase price variance calculatorEnter the standard price, the price you actually paid and the quantity.
- Pricing, payment terms and costVolume discount calculatorEnter your yearly demand, the order cost, your holding rate and the two price and quantity offers.
- Pricing, payment terms and costWorking capital calculatorEnter your yearly spend with a supplier, the current and proposed payment terms and your cost of capital.
- Inventory and orderingEOQ calculatorEnter your yearly demand, the cost of placing one order and the cost of holding one unit for a year.
- Inventory and orderingInventory carrying cost calculatorEnter the value of your stock and the four cost components.
- Inventory and orderingInventory turnover calculatorEnter your yearly cost of goods sold and your starting and ending inventory.
- Inventory and orderingLead time calculatorEnter the days each stage takes, from your own approval to the moment stock is ready to use.
- Inventory and orderingReorder point calculatorGive it your daily usage, the supplier lead time and the safety stock you hold.
- Inventory and orderingSafety stock calculatorEnter your average demand, how much it varies, your lead time and how much that varies.
- Purchasing process costCost per purchase order calculatorEnter the minutes each person spends on one order, a loaded hourly cost and your yearly PO volume.
- Purchasing process costInvoice processing cost calculatorEnter your invoice volume, the minutes spent on each step, the share of invoices with problems and your hourly cost.
- Purchasing process costMaverick spend calculatorEnter your yearly spend in a category, the share bought outside contracts and the premium you pay for it.
- Software spendSaaS license waste calculatorEnter the seats you pay for, the seats used in the last 90 days and the price per seat.
- Software spendAnnual vs monthly billing calculatorEnter the number of seats and the price per seat per month on each billing option.
- Software spendMulti-year software discount calculatorEnter your yearly price, the multi-year discount, the term and the rise you expect if you renew yearly.
- Software spendSeat true-up calculatorEnter your contracted seats, your peak use, the seat price and the true-up premium.
- Software spendSoftware renewal price increase calculatorEnter your current yearly spend, the uplift the vendor proposes and the cap you want.
- Supplier performance and riskOTIF calculatorEnter the total orders received, the orders on time, the orders in full and the orders that were both.
- Supplier performance and riskPPM defect rate calculatorEnter the units received, the defective units found and the cost of each defect.
- Supplier performance and riskNegotiation savings calculatorEnter the old price, the new price, your budget price and the yearly volume.
- Supplier performance and riskSupplier concentration risk calculatorEnter your category spend and the spend with your five largest suppliers.
- Supplier performance and riskSupplier price increase calculatorEnter your yearly volume, the current price, the increase and your selling price.
- Supplier performance and riskSupplier switching cost calculatorEnter your yearly spend, the saving the new supplier offers and the one-time costs of moving.
- Landed cost and logisticsCBM calculatorEnter the carton size in centimeters, the number of cartons and the weight of each.
- Landed cost and logisticsFreight cost per unit calculatorEnter the freight and handling charges and the size of the shipment.
- Landed cost and logisticsImport duty calculatorEnter the value of the goods, freight and insurance, your duty rate and your VAT or GST rate.
- Landed cost and logisticsLanded cost calculatorEnter the supplier price, the freight and insurance, your duty rate and the fees you pay on arrival.
- Landed cost and logisticsPallet calculatorEnter the carton and pallet sizes and your stack height limit.
- Landed cost and logisticsTariff impact calculatorEnter your yearly volume, the supplier price, your current duty and the new tariff rate.
- Landed cost and logisticsVolumetric weight calculatorEnter the size and weight of a package, the number of pieces and your carrier divisor.
No calculator matches that search. Clear the search to see all 37. If you need one that is missing, tell us on the contact page.
What each group covers
Inventory and ordering
Order sizes, reorder points, safety stock and the cost of holding stock.
Landed cost and logistics
Landed cost, duty, volume and freight for imported goods.
Pricing, payment terms and cost
Payment terms, price changes, break-even and unit cost.
Purchasing process cost
What your purchase orders, invoices and off-contract buying cost.
Software spend
Seats, renewals, billing terms and multi-year deals.
Supplier performance and risk
Switching, concentration, delivery, quality and negotiation results.
How to get a result you can trust
Use your own data
The boxes start with example numbers so you can see the logic. Replace them with figures from your system. Every page says which report or record each number comes from.
What the formulas are
The calculators use standard formulas, shown in words on every page. They give an estimate for planning. For a contract or a budget, check the result against your own records. Costs of a software tool are in our pricing guide library.
Calculator questions
Are the calculators free?
Yes. You can use every calculator without a form. The PDF guide and the Excel model need your name, work email and phone number.
What do the PDF and Excel files contain?
The PDF explains the formula with a worked example and a checklist. The Excel file holds the same calculation in live formulas. It opens with the example numbers, and you type your own over them.
Do the files contain my numbers?
No. The files use the same example numbers as the page. The Excel model is built so that your own numbers recalculate at once.
Which calculator should I start with?
Start with the one closest to your biggest cost. For physical goods that is usually landed cost or EOQ. For software it is the SaaS license waste calculator.
Can I use the results in a business case?
Yes, as an estimate. Replace the examples with your own data and note the source of each number.
Which currencies are supported?
The currency box changes the label to USD, GBP, EUR, INR, AUD or CAD. It does not convert amounts, so enter figures in the currency you pick.
Free PDF and Excel
Get all 37 calculators in one Excel workbook
One Excel workbook with all 37 calculators on separate sheets, and a PDF formula sheet. Free to download.
- PDF formula sheet for every calculator
- Excel workbook with live formulas on every sheet
- Ready at once after the form, with no account to create
The workbook opens with example numbers. Type yours over the blue cells and each sheet recalculates.