Free Software Spend Checklist | Depalo Consulting LLC

Free resource

The software spend checklist.

Most businesses pay for software nobody uses. Work through this list in an afternoon and you’ll know what you have, what you can drop and when each bill renews. No sign-up, no catch.

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1 Find everything you pay for

Pull 12 months of card and bank statements and list every software charge.
Check expense reports too. Tools bought on personal cards hide there.
Ask each team lead what apps their people log into every week.
Write down who owns each tool: the person who’d notice if it stopped working.

2 Count the seats

For each tool, note how many seats you pay for and how many people actually use it.
Look for accounts belonging to people who have left.
Spot people on a premium tier who only use the basic features.
Check for shared logins. They can break the licence terms.

3 Catch the overlap

Group tools by job: chat, file storage, video calls, e-signatures, project tracking.
Anywhere you pay for two tools doing one job, pick the one people prefer.
Check what your existing suite (like Microsoft 365 or Google Workspace) already includes.

4 Know your dates

Record the renewal date and notice period for every contract.
Put a reminder in the calendar 60 days before each renewal.
Turn off auto-renew where you can, so every renewal is a decision.
Note any price increase clauses before you sign again.

5 Protect the business

Make sure the admin account for each tool belongs to the company, not one person.
Remove access the same day someone leaves.
Turn on two-factor sign-in for every tool that offers it.
Know where each tool keeps your data and how you’d get it back if you left.

Rather hand it off?

Tell me what you run and what you spend. On a free 30-minute call I’ll point out where the money is going.

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