SaaS-to-Self-Hosted Migration Planner

You added one AI tool, then another, then three more. ChatGPT Team for the whole office, Copilot for the devs, a writing tool for marketing, Perplexity for research. Each felt cheap — $20 here, $30 there. Then the renewal emails arrived, and every one of them is *per seat, per month, forever*, climbing each time you hire. You want off. What you don't know is which tools you can actually replace, how much you'd save, and whether the move is a weekend or a quarter.

That's the gap the SaaS-to-Self-Hosted Migration Planner closes. You list what you're paying for, and it maps a self-hosted plan straight onto your stack — the yearly total, the saving, the payback against a one-time office, and a phased roadmap for actually moving. Free, no account, about two minutes.

The subscription creep nobody's tracking

Most teams run five to eight AI subscriptions and have never added up the total. Individually they're rounding errors; together, across a small team, they quietly reach $15,000–30,000 a year. Worse, each one is a separate vendor holding a slice of your data, a separate login, and a bill that grows with headcount instead of usage. The planner's first job is simply to make that number visible — because once you see the annual figure next to a one-time $199, the decision mostly makes itself.

What the planner tells you

You start by checking off the tools you actually pay for — ChatGPT Team, Claude Team, GitHub Copilot, Perplexity Pro, Jasper, Notion AI, Gemini — each with a seat count and price you can override. From there it gives you:

• Your real yearly SaaS spend. Every selected tool is totalled as seats × price × 12, so the "small" subscriptions add up into one honest number instead of hiding across seven invoices.

• The self-hosted cost, mapped to it. Against your stack sits a single line: $199 one-time, plus the model key you control and a VPS. Two sliders let you set your own key spend and server cost so the comparison matches your reality, not a brochure.

• The monthly saving and payback. The saving shows as both a dollar figure and a percentage, and because the office is a one-time buy, you can see how fast it pays for itself — usually a month or two of what you're spending now.

• What moves and what stays. Per-tool lock-in notes flag where your data is portable (Copilot code lives in your repos; ChatGPT and Claude chats export as JSON) and where it isn't (Perplexity history, some Gemini data), so you migrate the routine AI work and keep whatever is truly vendor-bound.

Nothing is hard-coded. Change a seat count, drop a tool you don't use, nudge the VPS slider — the totals recompute live. When it looks right, share the plan with a link that reopens the same stack, or email yourself the PDF report and rollout checklist.

From estimate to a move you can actually make

A number on its own doesn't get you off SaaS — a plan does. That's why the planner ships a four-phase roadmap instead of a single "cancel everything" button. You audit your stack and flag overlaps, pilot one team on a self-hosted box for two weeks alongside their current tools, migrate one process at a time starting with the most expensive or most duplicated subscription, and disable each SaaS plan only after its replacement is proven. Every tool you cut lowers your burn immediately, and nothing gets switched off before you've confirmed the output holds up.

If you want the deeper play-by-play — how to sequence the cut, what to export before you cancel, where quality actually matches — the companion guide to migrating your AI SaaS to self-hosted walks through it step by step. The planner gives you the business case; the guide gives you the runbook.

Why one-time beats per-seat

The structural difference is the whole point. A SaaS subscription is a meter that never stops — it charges you monthly whether you used it hard or barely touched it, and it charges more every time the team grows. A self-hosted office flips that: you pay once for the software, bring your own model key billed by usage at provider rates with no per-seat markup, and run it on a server you already understand. Your AI cost stops being a growing line item and becomes something you control.

And your data stops touring other people's clouds. Instead of seven vendors each holding a piece of your work, everything runs on your infrastructure. That's not just cheaper — it's the difference between renting access to AI and owning your AI team outright.

Try it, then make the move

Spend two minutes in the migration planner: tick your tools, tune the numbers to your invoices, and watch the yearly saving and payback appear. If the case stacks up — and for most teams it does — the roadmap and the migration guide take you the rest of the way, one canceled subscription at a time.