Software-as-a-Service Tool Inventory Audit

Find tools in use that nobody approved.

Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).

Audit our software tool inventory. List of tools from finance records, browser extensions and team surveys, with owner, data stored and cost: [TOOL_LIST]. Our approval process: [APPROVAL_PROCESS]. Departments: [DEPARTMENTS].

Find duplicates, tools without an owner, tools holding customer or staff data, unused licences, free accounts with business data, and tools that bypass single sign-on. Rank by data sensitivity.

Return a table with Tool, Owner, Data, Users, Risk (red, amber, green) and Action, a lightweight approval form, and an annual review calendar. Data protection duties are [VERIFY] for [JURISDICTION].

Also suggest a process for retiring tools, including exporting data, cancelling subscriptions and removing integrations, and a monthly review of new charges that might signal unapproved tools.

Finish with the three tools to review first and the reason for each.

Stay within authorised testing: recommend safe verification steps in a staging environment, and decline to suggest probing third-party systems. Legal and contractual limits on testing are [VERIFY] for [JURISDICTION].

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Replace each bracketed placeholder with your own details, then paste into ChatGPT, Gemini, Claude or another assistant.

Inventory extract (invented 12 tools)
Duplicate: two screen-recording tools (both paid). Cancel one.
No owner: survey tool on a personal card. Move to company ownership.
Holds customer data without review: a free form builder. Risk red. Move or delete.
Unused licences: design tool 5 seats, 2 active; saving about 480 a year (assumption from figures supplied).
Bypasses single sign-on: project board. Amber.
Top three to review first: form builder, survey tool, project board.
Lightweight approval form: purpose, owner, data held, cost, review date. Data duties: [VERIFY].

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