What I Need

Software and subscriptions overview

A complete list of every piece of software and every subscription the company pays for or relies on, including free tools people use to do their jobs (email, spreadsheets, calendars count), every email account the business uses, where the company's files live, and the spreadsheets teams actually run on day to day. For each one: what it is, what it's used for, exactly what it costs, and who uses it.

The standard: complete and exact. Every field filled, for every entry. Where a number is needed, pull the real one from the bill or the statement, not from memory. If a piece of information is missing, track it down before entering it. The list is only useful if it is right. Small subscriptions count (the $9.99 charges on company cards count).

Start with the big ones you know: point of sale, scheduling, payroll, ordering. Those alone are enough to get things moving while the rest is still being collected.

You can return to this page and keep adding until the picture is complete.

If anyone asks what this is for, the answer is one sentence: "I have been tasked with putting together a complete picture of everything the company pays for and runs on." That is the whole answer; nothing more needs to be said.

Do not enter any passwords anywhere on this form. I only need to know who has access, never the login itself.

Priority: immediate. Start now and complete as soon as possible.

Before you start

Enter your name and save it to begin. Everything you add on this page gets recorded under your name, so it's clear who provided what. If more than one person is contributing, each person enters their own name on their own device (or changes the name here before adding their entries).

Your name

Your role or department

1 · Software and subscriptions

One entry per tool. Use "Add another" as many times as you need.

Already entered (0) — check this list before adding

Software entry Name of the software or subscription Link to the software (its website or login page) What it's used for (one plain sentence) Which locations or parts of the business use it

Cost (exact amount from the bill or statement)

Where it gets billed (add each source: card or account, and the department it belongs to)

Paid add-ons inside it (each add-on and its exact cost)

Who uses it (add each person or role)

Who has admin (add each admin user)

How people log in

Email the account is registered under

Renewal or contract date

How actively is it used?

Notes on this software

2 · Email accounts

Every email address the business uses, including any personal addresses used for business.

Already entered (0) — check this list before adding

Email account Email address

Used by whom

What it's for

Company account or personal?

Shared by multiple people?

3 · File storage

Google Drives, shared folders, anywhere company files live.

Already entered (0) — check this list before adding

Drive or storage name

Who owns or administers it

Who has access

What generally lives in it

4 · Working spreadsheets

The spreadsheets teams actually rely on to run their work day to day.

Already entered (0) — check this list before adding

Spreadsheet name

What it's used for

Who maintains it

Where it lives

Still in use?

5 · Additional insights

Anything worth knowing that the boxes above didn't ask.

6 · Anything else

Entries save as you go. Return and keep adding until the picture is complete.

Saved. Keep adding until it's all here.