# A Microsoft 365 subscription

> See a subscription in detail, add or remove licences, and cancel or resume it.

Source: https://docs.incabus.com/en/cloud/microsoft-365/subscriptions/subscription/

Last updated 12 Oct 2026

This page shows one Microsoft 365 subscription and is where you change the
number of licences. The two everyday cases:

- **Someone new has started** → add a licence.
- **Someone has left** → remove a licence, or let the subscription end.

Assigning a licence to a named person, creating users and mailboxes is done
in Microsoft's own admin centre — you find it under **External portals →
Microsoft 365** in the header.

*Screenshot: A subscription*

## Who can change what

| | Member | Admin | Owner |
|---|---|---|---|
| See the subscription | ✅ | ✅ | ✅ |
| Add licences | | ✅ | ✅ |
| Remove licences, cancel, undo a cancellation | | | ✅ |

If you cannot make a change, the page says why instead of showing the form.

## What you see

- **Part number**, **Purchased** (licences you have now) and
  **At renewal** (licences from the next renewal).
- **Renewal** — when it renews, or that it does not.
- **Term** — 1 month, 1 year or 3 years. The term is how long you commit to
  the licences.
- **Billed** — monthly or yearly, with **Price** per licence and **Total**.
- **Licences can be removed straight away until** — shown only while
  Microsoft's cancellation window is open (see below).

**Refresh** at the top fetches the subscription again. **Show list** takes
you back.

## Microsoft's cancellation window

Microsoft only lets you **remove licences straight away for a short period**
after they are bought or renewed — usually a few days. The page shows the
last date as *Licences can be removed straight away until*.

- **Within the window**, removed licences disappear at once.
- **After the window**, you keep the licences until the term ends. What you
  can do is lower the number **at the next renewal**, so you do not pay for
  them in the next term.

The portal works this out for you: you enter the number you want, and the
page tells you what will happen before anything is sent.

## Change the number of licences

1. In **New quantity**, enter the number of licences you want to have.
2. Read the text under the field. It says exactly what will happen, for
   example *Adds 1 licence straight away, about 250 kr/mo more*.
3. Choose the button that appears — its colour tells you the kind of change:
   **green** adds, **red** removes.
4. A box asks about the change and says what will happen. Confirm with the
   button on the right, which has the same name and colour as the one you
   chose, or **Cancel**. While it is being sent an icon spins in the button.
5. You get *Done.* with the new number, and the page updates.

What the button says, depending on the change:

| You want to | Button | What happens |
|---|---|---|
| Have more licences | **Add** | Added at once. You can add at most 100 at a time. |
| Have fewer, within the window | **Remove** | Removed at once. |
| Have fewer, after the window | **Change at renewal** | You keep today's licences until the renewal date; from then you have the new number. **At renewal** in the list shows the scheduled number. |
| Undo a scheduled reduction | **Change at renewal** | Enter today's number again to put the renewal back. |

Incabus does not refund licences that are removed.

## Cancel a subscription

To end a subscription entirely, **enter 0** in **New quantity**. Only an
**owner** can cancel.

- **Within the window**: the button is **Remove subscription**. The
  subscription is removed straight away, and you go back to the list.
  This cannot be undone.
- **After the window**: the button is **Cancel subscription**. The
  subscription keeps working until the end of the term, and then ends. It
  shows as *The subscription is cancelled and ends* with the date.

**Changed your mind?** While a cancelled subscription is still running,
choose **Withdraw cancellation** under the field. The subscription renews
as usual again.

## If the change does not show at once

Microsoft sometimes takes a little while before a change is visible. The
portal waits a few seconds for it. If it still does not show, you see
*The change was sent to Microsoft but does not show yet* — wait a moment and
choose **Refresh**. Do not make the change again.

Other messages you may see:

- *The conditions changed while the page was open — nothing was sent.* —
  for example, the cancellation window ended while you had the page open.
  Reload the page and try again.
- *Microsoft did not accept the change.* — followed by Microsoft's reason.
- *We do not know whether the change went through.* — reload the page and
  check the number **before** trying again, so you do not get twice as many
  licences.

## Every change is logged

Each change is recorded with who made it and when, and Incabus is notified.
If you ever wonder who changed a subscription, ask us.

## Related

- [Microsoft 365 subscriptions](https://docs.incabus.com/en/cloud/microsoft-365/subscriptions/)
- [Licence catalogue](https://docs.incabus.com/en/cloud/microsoft-365/license-catalog/)
- [Incabus Cloud — who can do what](https://docs.incabus.com/en/cloud/)