Everything You Need to Know About Meeting Cost Tools in 2025
The average company spends 15–30% of its time in meetings. But most have no idea what that’s actually costing them.
Luckily, there’s an entire category of tools designed to fix that.
This article breaks down the 2025 landscape of meeting cost tech, what’s out there, what works, and why Calendyze is leading the pack.
The Tools Landscape
Lightweight Calculators & Extensions
Browser extensions like the Dilbert-style “meeting ticker”
Excel/Google Sheets templates with manual entry
Chrome plugins that guess cost based on time and attendee count
✅ Quick
🚫 No automation, no integrations, no historical data
Calendar Add-Ons & Plugins
Outlook plugins showing estimated meeting costs
Teams or Google Calendar add-ons with pop-up estimates
✅ Decent for awareness
🚫 Often generic, hard to scale, limited reporting
Enterprise Platforms
Tools like Calendyze are designed for real adoption across departments, with integrations, analytics, and controls.
✅ Real-time + historical data
✅ Cost by role, meeting, team, department
✅ ROI tracking and dashboard views
✅ Alerts for high-cost or unproductive recurring meetings
Pricing Breakdown: Licenses & Add-ons
Video Meeting Licenses
Zoom, Teams, Webex, your license cost is just the starting point:
Zoom Pro: $15–25/mo
Teams: Included with Microsoft 365
Webex: $14.50–25/mo per host
But these don’t show meeting ROI. They're pipes, not insights.
Devices & Meeting Room Hardware
Meeting Owl: ~$999
Yealink Boards: $2,000+
Logitech Rally: $3,000+
Hardware is great but it doesn’t track what meetings cost. That’s where software comes in.
Calendyze Pricing
Calendyze offers:
Team plans with calendar integrations
Org-level dashboards
Enterprise pricing based on headcount and usage
ROI? Massive. You’ll recover cost just by eliminating 2–3 recurring meetings per team.
Which Tool Is Right for You?
Startups & Small Teams
Use free tools or templates to estimate your top 5 meetings
Then consider Calendyze Lite to bring automation to the process
Mid-Sized & Enterprise Orgs
You need visibility across teams and meeting types
Calendyze’s department-level insights and rules make it scalable
Bonus: integrates cleanly with HRIS or finance systems to pull rates
Time is your most expensive, and under-measured, resource.
Whether you're just getting started with awareness, or ready to embed cost intelligence into every invite, there’s a tool for that. And if you want one that grows with you?