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Software stack audit sheet

A vendor-neutral, print-friendly sheet for listing every tool you pay for, who uses it and where tools overlap, so you can decide what to keep.

Last reviewed

Use this sheet to see what software you actually run, what it does and where tools overlap. Fill it in with a pen, or copy the tables into a spreadsheet. Do the whole audit first and make decisions afterwards.

Business: ______________________ Date: ____________ Completed by: ______________

1. List every tool

Include anything billed monthly or yearly, plus free tools that hold customer data. Check your card and bank statements for ones you forgot.

Tool What it is used for Billed (monthly or yearly) Cost per period Renewal date Owner

2. Who uses it

Tool Number of users Last used (date) Used daily, weekly or rarely Logins shared?

3. What it does

Tick every function each tool covers. A function with several ticks in one row shows an overlap.

Function Tool A Tool B Tool C Tool D Tool E
Contact records (CRM) [ ] [ ] [ ] [ ] [ ]
Pipeline and deal tracking [ ] [ ] [ ] [ ] [ ]
Email sending [ ] [ ] [ ] [ ] [ ]
SMS or calling [ ] [ ] [ ] [ ] [ ]
Forms and surveys [ ] [ ] [ ] [ ] [ ]
Landing pages and websites [ ] [ ] [ ] [ ] [ ]
Calendar and booking [ ] [ ] [ ] [ ] [ ]
Automation and workflows [ ] [ ] [ ] [ ] [ ]
Invoicing and payments [ ] [ ] [ ] [ ] [ ]
Reporting and dashboards [ ] [ ] [ ] [ ] [ ]
Client portal or reviews [ ] [ ] [ ] [ ] [ ]
Other: ____________ [ ] [ ] [ ] [ ] [ ]

Write the tool names in the column headings above first.

4. How it connects

Tool Connects to How (native, Zapier-type connector, API, manual export) Breaks if removed?

5. Risk and data

  • For each tool, note whether it holds customer personal data.
  • Note who can export that data, and confirm that you can.
  • Check each tool’s contract: minimum term, notice period, price changes.
  • Mark any tool with only one person who knows how it works.

6. Decide

Give each tool one verdict.

Tool Keep Replace Merge into Remove Reason Decide by
[ ] [ ] [ ]
[ ] [ ] [ ]
[ ] [ ] [ ]
[ ] [ ] [ ]
[ ] [ ] [ ]

7. Before you change anything

  • Confirm what you would lose by removing or merging each tool (data, history, integrations).
  • Get any cost comparison from current vendor pricing pages and write down the date you checked.
  • Count the one-off effort to move, not just the monthly difference.
  • Plan the move with the agency CRM migration checklist.
  • Put the numbers into the software stack savings calculator.

Vendor-neutral working document from Stakmotive. A planning aid, not financial advice. It does not estimate savings; that depends on your own figures.