---
title: Planning Your 2027 AEC CAD Software Budget
description: Plan a 2027 AEC CAD software budget with guidance on license renewals, terms, usage-based costs, and management approval options.
image: https://blog.cadalyst.com/hubfs/Editorial%20-%20Misc/2026_Cadalyst/2026-10-29_CAD%20SW%20Budget/AdobeStock_869914930.jpeg
---

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Planning Your 2027 AEC CAD Software Budget

12:20

# Planning Your 2027 AEC CAD Software Budget

By [Lara Sheridan](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/author/lara-sheridan)

[Autodesk](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/autodesk) [CAD Management](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/cad-management) [Infrastructure](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/infrastructure) [Construction](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/construction) [AEC](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/aec) [Budget](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/budget) [Bentley Systems](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/bentley-systems) [Licensing](https://blog.cadalyst.com/architecture-infrastructure-construction-solutions/tag/licensing) October 29, 2026

What license terms cover, what they don't, and how to present a renewal plan to management before the 2027 budget is set.

![Businesswoman working in office on computer with numbers and innovation budgeting accounting concept source Teeraphon/stock.adobe.com, AI-generated.](https://blog.cadalyst.com/hs-fs/hubfs/Editorial%20-%20Misc/2026_Cadalyst/2026-10-29_CAD%20SW%20Budget/AdobeStock_869914930.jpeg?width=679&height=380&name=AdobeStock_869914930.jpeg)

***Image source:  Teeraphon/stock.adobe.com, AI-generated.*** 

It’s October already and renewal quotes for next year’s software are starting to arrive. CAD managers must estimate costs while renewal pricing, staffing, and upcoming project requirements may still be uncertain. A useful budget needs to account for existing commitments, expected license use, and any charges beyond the renewal quote.

| ## **In this article, you'll learn:** - How to build a 2027 AEC CAD software budget around license usage, upcoming projects, and existing commitments. - What to check in software agreements before renewing, reducing seats, or ending maintenance. | - How to account for token consumption, excess use, and other costs beyond the renewal quote. - How to present management with budget options that explain costs, contract commitments, and the work each option supports. |
| --- | --- |

Autodesk removed most remaining subscription renewal discounts in January 2026, changing the starting point for many renewal budgets. Firms with perpetual licenses face a different decision: whether to continue maintenance, what access or services would end if coverage lapses, and what reinstatement would cost.

For more on explaining your team’s needs to management, you can also read Robert Green’s *Cadalyst* column, “[Pushing For What Your CAD Team Needs](https://blog.cadalyst.com/cadmanagement/pushing-for-what-your-cad-team-needs).”

![Digital software license management system with subscription tracking, business professional reviewing active licenses, usage, AI-generated](https://blog.cadalyst.com/hs-fs/hubfs/Editorial%20-%20Misc/2026_Cadalyst/2026-10-29_CAD%20SW%20Budget/AdobeStock_2184778614.jpeg?width=600&height=335&name=AdobeStock_2184778614.jpeg)

*Review license terms for payment commitments, renewal and cancellation deadlines, and charges beyond the quoted price before setting your 2027 CAD software budget. Image source candrastock/stock.adobe.com, AI-generated.* 

## What Your License Term Covers

A license term sets the period covered by your purchase. Whether the price stays fixed throughout that period depends on your agreement. A multi-year subscription may commit your firm to payments for the full term, even when billed annually. Check the total commitment and when seat reductions can take effect.

A price lock on existing seats may not apply to seats added during the term or to pricing at the next renewal. Check the rate for seats added during the term and whether they share the existing subscription’s end date. Usage-based charges and separately licensed services may add to the contracted cost.

A perpetual license generally allows continued use of the licensed version without renewing maintenance, subject to the license agreement. However, updates, technical support, cloud services, and some licensing rights may depend on active maintenance. Before letting coverage lapse, confirm what your firm would retain, what would end, and what reinstatement would cost.

 

## **Model What You Need Before the Budget Is Set**

Prepare several budget options based on current usage and expected project needs. Start with the cost of renewing your existing licenses, then compare it with options that adjust seat counts, license types, or subscription terms. Use the same assumptions about upcoming work for each comparison.

| **Scenario** | **What It Assumes** | **What to Check First** |
| --- | --- | --- |
| **Renew as-is** | Retain every current seat and product. | Obtain a written renewal quote. |
| **Adjust for expected use** | Remove unused seats that are not needed for upcoming work; consider other license options for occasional users. | Review usage reports, project requirements, and staffing plans. |
| **Adjust for expected use with a multi-year term** | Commit to the revised seat count for a longer term, where available. | Confirm the total commitment, payment schedule, price protection, and restrictions on reducing seats. |

For each option, estimate variable costs that may be absent from your renewal quote. Review overage invoices, token or credit consumption, and prepaid balances. Base any allowance on expected use and the vendor’s charging model.

Set your planning deadline around the earliest date by which you must act. An automatic-renewal cancellation deadline may fall well before the subscription expires. Allow time for internal approval before that deadline; the vendor sections below identify specific requirements.

***![Team colleagues meeting discussion analysis in office. They review data on the monitor and align strategy, planning milestones. AI-generated](https://blog.cadalyst.com/hs-fs/hubfs/Editorial%20-%20Misc/2026_Cadalyst/2026-10-29_CAD%20SW%20Budget/AdobeStock_2080902201.jpeg?width=501&height=334&name=AdobeStock_2080902201.jpeg)***

*When presenting a CAD software budget, separate existing commitments from new requests and explain how each option supports upcoming work. Image source: Studio Romantic/stock.adobe.com, AI-generated.*

## **How to Ask for What Your Team Needs**

Management needs to know how much you are requesting, how long the firm would be committed, and what happens if the request is declined. Organize your budget proposal around those questions.

**Tie each line item to work.** Identify the projects, clients, or contracts that require each product. Explain which deliverables or tasks depend on the requested licenses.

**Separate existing commitments from new requests.** If your firm is partway through a multi-year contract, identify the payments already committed under that agreement. Present proposed spending on additional seats, add-ons, and upgrades separately. For example, if you need two additional seats, show their cost alongside the existing commitment so management can see the amount that needs approval.

**Explain the consequences of a cut.** Identify what access or services would end, when that would happen, and which work would be affected if a license or service is cut. Where applicable, include the cost of reinstating maintenance or purchasing a new subscription later. Distinguish immediate savings from costs the firm may incur in a future budget.

**Present the options and recommend one.** Show the cost, commitment, and practical consequences of each option. Explain which you recommend and how it meets expected project needs.

| An Illustrative Example Scenario Seats Annual Budget Notes Renew as-is 25 $50,000 Retain all current seats. Adjust for expected use 21 $42,000 Remove the four seats not needed for upcoming work.  Adjust for expected use with a variable-cost reserve  21 $44,100 Include an illustrative $2,100 reserve for usage-based charges.  Commit to a three-year term  21 $42,000 Assumes a fixed annual license cost of $42,000 and a total commitment of $126,000 from January 2027 through December 2029. Excludes a variable-cost reserve.  The annual budget for 21 seats, including the illustrative $2,100 variable-cost reserve, is $44,100—$5,900 less than renewing all 25 seats without a reserve. The reserve is 5% of the revised license cost; use your firm’s consumption records and expected charges to calculate an appropriate allowance for each option. In this example, a three-year term provides price certainty rather than a lower annual license cost, while committing the firm to $126,000 in license payments. The best option depends on expected usage and the available contract terms. |
| --- |

*Editor’s note: Cadalyst requested information from each company included in this article. Autodesk provided responses; the other companies’ sections are based on publicly available information reviewed in October 2026. Confirm current pricing, renewal deadlines, and licensing terms with your vendor or reseller.*

 

## **AEC Vendor Budgeting**

AEC software budgets may include subscription renewals, maintenance payments, and usage-based charges. Review the products and agreements your firm holds to identify fixed commitments, variable charges, and renewal deadlines.

## [**Autodesk**](https://www.autodesk.com/?utm_source=Cadalyst)

Autodesk removed most remaining renewal discounts in January 2026, including those for standard commercial subscriptions to the AEC Collection, Revit, and Civil 3D. AutoCAD including specialized toolsets and AutoCAD LT retain a 5% discount on multi-year renewals. Separate pricing provisions generally apply to Success Plans, Flex, Enterprise Business Agreements, and subscriptions purchased through trade-in offers such as Move to Subscription and Transition to Named User. Note that reseller prices may vary in some regions.

**Multi-year commitments.** Autodesk states that a three-year term protects the subscription price for those three years. Annual billing spreads the payments, and the customer remains committed to the full term. Changes to term length generally take effect at renewal. Seats added mid-term are priced at the then-current rate and can be co-termed to the original subscription for price protection through the remaining term. If Autodesk retires an offering, an active subscription generally remains usable until the term ends. Autodesk says it typically gives advance notice and transition options.

**Renewal timing and access.** Eligible subscriptions can be renewed by quote from 90 days before expiration until 45 days afterward. Plan to complete renewal before expiration; the later deadline does not provide 45 days of uninterrupted access.

For Autodesk-managed annual and three-year subscriptions, full product access continues for the first 15 days after expiration. The subscription then enters suspension, removing product access while allowing for renewal. At 45 days it is canceled and a new subscription must be purchased. A late renewal retains the original billing cycle and renewal date. Processes may differ for partner-managed purchases.

**Seat counts and occasional use.** According to Autodesk, its January 2026 pricing changes aligned multi-user subscriptions with the cost of two single-user subscriptions for the same product in most regions, with China as a notable exclusion. If your firm still holds multi-user subscriptions that are eligible for renewal, compare the cost of retaining those seats with named-user subscriptions and Autodesk Flex, which uses prepaid tokens for pay-per-use access. Seat reductions take effect at renewal. Autodesk’s [Flex token estimator](https://www.autodesk.com/buying/flex/estimator-tool?utm_source=Cadalyst) can help estimate token requirements from the number of occasional users and their expected days of use.

“For CAD managers, the strongest budget is one you can tie to actual usage and the work you expect your team to take on,” said Marcus O’Brien, VP of Product Development, AutoCAD, Infrastructure & Reality Capture Solutions at Autodesk, in a statement to *Cadalyst*. “Look at who is using which products regularly, where occasional users may be better suited for Flex, what projects or hiring plans could change demand, and when your major renewals come up; then build in enough room to absorb those changes without having to revisit the budget midyear.”

## [**Bentley Systems**](https://www.bentley.com/?utm_source=Cadalyst)

Bentley licensing options include perpetual licenses with SELECT maintenance coverage, 12-month Virtuoso subscriptions, and the usage-based Enterprise 365 (E365) program. Each requires different assumptions about renewal costs and expected use. The following summarizes Bentley’s published licensing and subscription terms.

**SELECT pricing and renewal.** Under the [SELECT Program Agreement](https://www.bentley.com/legal/select-program-agreement/?utm_source=Cadalyst), existing fees generally remain in effect until the next renewal, subject to the applicable order terms. Renewal fees change to Bentley's rates at that date, but a change can’t take effect until 30 days after the subscriber receives notice. SELECT runs for 12 months and renews automatically unless either party gives notice of nonrenewal at least 30 days before the term ends.

**Ending SELECT coverage.** Pooled licensing and virtualization rights provided under SELECT end when the agreement terminates or is not renewed, including for perpetually licensed products. Continued use of those products is governed by the applicable perpetual-license terms. Reinstating SELECT requires Bentley’s consent and an advance fee. That fee can be as high as the undiscounted fees that would have accrued during the lapse.

**Excess-use charges.** When measured use at a site exceeds the licensed seats, Bentley can issue retroactive term licenses and invoice for peak excess use by site and product. Applicable fees are those in effect at the start of the billing period. Review usage reports, excess-use invoices, and alerts to compare the cost of additional licenses with expected excess-use charges.

**Prepaid and usage-based costs.** Under Bentley's Cloud Services Subscription (CSS), the initial payment is based on estimated fees for 12 months. Eligible charges draw down that balance, which must be replenished before the balance runs out. Check the minimum replenishment amount as well as expected consumption when planning cash requirements. [E365](https://www.bentley.com/legal/enterprise-365/?utm_source=Cadalyst) usage is funded through CSS and may include a minimum quarterly fee specified in the order form.

**Portfolio balancing and cancellation deadlines.** SELECT customers can request portfolio balancing at least 30 days before their SELECT anniversary, subject to Bentley’s approval and product eligibility. This provides renewable 12-month licenses for other eligible products of equal or lower value; it does not permanently replace the original perpetual licenses. If SELECT or the portfolio-balancing arrangement ends, the original perpetual-license rights are reinstated.

[Virtuoso](https://www.bentley.com/products/licensing-and-subscriptions/?utm_source=Cadalyst) subscriptions renew automatically. Customers must contact Bentley at least 30 days before renewal to cancel the renewal.

For firms allocating software costs to individual projects, Bentley also offers Project Based Licensing for some products. Confirm product eligibility and charging terms before including it in a project budget.

## **Other Programs**

Apply the same review to other software your firm uses. Identify payment commitments, usage-based charges, renewal and cancellation deadlines, and what access or services would end if coverage lapses.

![ocument approval via online approval system, AI-generated.](https://blog.cadalyst.com/hs-fs/hubfs/Editorial%20-%20Misc/2026_Cadalyst/2026-10-29_CAD%20SW%20Budget/AdobeStock_1377735554.jpeg?width=600&height=327&name=AdobeStock_1377735554.jpeg)

*Give management clear budget options, including costs, contract commitments, and the work each option supports, so they can decide what to approve. Image source Firman Dasmir/stock.adobe.com, AI-generated.*

 

## **Bring Options, Not a Single Number**

A renewal quote covers only part of the software budget. Review actual usage and upcoming work, separate existing commitments from proposed spending, and include expected charges that fall outside the quoted price. Check cancellation and renewal deadlines early enough to allow for internal approval.

Take management a comparison of the available options, with costs, contract commitments, and the consequences of reducing or ending coverage. Recommend the option that meets your team’s expected needs and explain the assumptions behind it. That gives management a clear basis for deciding what to approve.

| ## **Software Budget Planning Checklist** Start by checking each vendor’s cancellation or renewal deadline. Work backward from the earliest date by which you must act, adjusting the schedule to allow for your firm’s approval process. ### **90 days to renewal** - Record renewal dates, cancellation deadlines, and automatic-renewal settings for every agreement. - Review license usage over the past 90 days alongside upcoming projects and staffing plans. - Collect invoices for subscriptions, maintenance, excess use, tokens, and other variable charges. - Request written quotes for the renewal options you are considering. - Identify payments already committed under multi-year agreements. ### **60 days to renewal** - Compare renewing as-is, adjusting licenses for expected use, and committing to a longer term. - Include estimated variable costs in each option. - Confirm what access or services would end after a lapse and what reinstatement would cost. - Submit recommendations early enough to obtain approval before the applicable notice deadline. - Send any required non-renewal notices by the contractual deadline. ### **30 days to renewal** - Complete remaining approvals and any notices still due. - Confirm seat counts, products, subscription terms, and payment arrangements. - Schedule payment before expiration and retain written confirmation of changes or cancellations. |
| --- |

 

| ## **FAQ —  AEC CAD Software Budgets** ### What should an AEC CAD software budget include? Include subscription renewals, maintenance payments, additional seats, and separately licensed services. Estimate variable charges such as token consumption and excess use. Separate payments already committed under multi-year agreements from proposed spending, and connect each request to upcoming projects, staffing, or client requirements. ### How can CAD managers identify licenses to remove at renewal? Review license usage alongside project and staffing plans. A seat unused during the past 90 days may still be needed for upcoming work. Before removing it, confirm which tasks depend on it, when seat reductions can take effect, and whether another licensing option would cost less for occasional use. ### Does a multi-year CAD subscription reduce software costs? A multi-year term may provide price protection, but it does not necessarily lower the annual license cost. Compare written quotes, the total commitment, payment schedules, and restrictions on reducing seats. Confirm whether price protection covers seats added during the term and whether variable charges remain separate. ### How much should an AEC firm reserve for usage-based software charges? Base the allowance on consumption records, previous invoices, and expected project needs. Review token or credit use, excess-use charges, and prepaid balances. The article’s 5% reserve is illustrative, rather than a recommended rate for every firm. Calculate an allowance for each budget option using the applicable charging model. ### When should CAD software renewal planning begin? Begin early enough to obtain quotes, review usage, and secure internal approval before the earliest contractual notice deadline. The article’s checklist starts 90 days before renewal, but some agreements may require an earlier start. Check automatic-renewal and cancellation requirements rather than relying only on the subscription’s expiration date. ### Can a firm keep using perpetual CAD licenses after maintenance ends? A perpetual license generally permits continued use of the licensed version, subject to the agreement. Updates, technical support, cloud services, pooled licensing, or other rights may depend on active maintenance. Before ending coverage, confirm what remains available, what ends, and whether reinstatement is permitted and at what cost. |
| --- |

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Lara Sheridan is Cadalyst's managing editor and has been with Cadalyst for many years, bringing her editing, writing, and design expertise to the magazine and its readership.

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```

```json
{
  "@context" : "https://schema.org",
  "@type" : "FAQPage",
  "mainEntity" : [ {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "Include subscription renewals, maintenance payments, additional seats, and separately licensed services. Estimate variable charges such as token consumption and excess use. Separate payments already committed under multi-year agreements from proposed spending, and connect each request to upcoming projects, staffing, or client requirements."
    },
    "name" : "What should an AEC CAD software budget include?"
  }, {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "Review license usage alongside project and staffing plans. A seat unused during the past 90 days may still be needed for upcoming work. Before removing it, confirm which tasks depend on it, when seat reductions can take effect, and whether another licensing option would cost less for occasional use."
    },
    "name" : "How can CAD managers identify licenses to remove at renewal?"
  }, {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "A multi-year term may provide price protection, but it does not necessarily lower the annual license cost. Compare written quotes, the total commitment, payment schedules, and restrictions on reducing seats. Confirm whether price protection covers seats added during the term and whether variable charges remain separate."
    },
    "name" : "Does a multi-year CAD subscription reduce software costs?"
  }, {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "Base the allowance on consumption records, previous invoices, and expected project needs. Review token or credit use, excess-use charges, and prepaid balances. The article’s 5% reserve is illustrative, rather than a recommended rate for every firm. Calculate an allowance for each budget option using the applicable charging model."
    },
    "name" : "How much should an AEC firm reserve for usage-based software charges?"
  }, {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "Begin early enough to obtain quotes, review usage, and secure internal approval before the earliest contractual notice deadline. The article’s checklist starts 90 days before renewal, but some agreements may require an earlier start. Check automatic-renewal and cancellation requirements rather than relying only on the subscription’s expiration date."
    },
    "name" : "When should CAD software renewal planning begin?"
  }, {
    "@type" : "Question",
    "acceptedAnswer" : {
      "@type" : "Answer",
      "text" : "A perpetual license generally permits continued use of the licensed version, subject to the agreement. Updates, technical support, cloud services, pooled licensing, or other rights may depend on active maintenance. Before ending coverage, confirm what remains available, what ends, and whether reinstatement is permitted and at what cost."
    },
    "name" : "Can a firm keep using perpetual CAD licenses after maintenance ends?"
  } ]
}
```