Make a list
List every software tool your business pays for, including what it's used for, who uses it, and the monthly cost. Check bank and card statements to find forgotten subscriptions.
Ask AI to spot overlaps
Share the list with AI, without login details, and ask it to identify tools that seem to overlap or might be consolidated. Verify suggestions by checking each tool's features yourself.
Evaluate value
For each tool, consider how often it's used and whether it saves time or money. AI can help you create a simple scoring system.
Consider integrations
Tools that work together save time. AI can help you think through which combinations make sense.
Plan changes carefully
Switching tools takes time. Plan migrations to avoid disrupting operations.
Review security
Remove access for former employees and enable security features.
Repeat annually
An annual review keeps your software efficient and costs under control.
Simplify
Fewer, better tools often make work easier for everyone.
Ask your team
Employees often know which tools are clunky, unused, or duplicated. AI can help you write a short survey asking what tools help them, which ones slow them down, and what they wish existed. Their answers can reveal savings and productivity improvements you'd never see from the owner's chair, and involving them makes any changes easier to adopt.
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