Tool Stack

The Tool Stack is a living inventory of the SaaS your company pays for — and, just as importantly, who actually uses it. Use it to track spend, spot unused seats, and clean up licenses when people leave.

What you track per tool

Each tool record captures:

• Name and category (dev, design, sales, ops, comms, finance, AI, or other)
• What it’s used for and an owner
• License count, monthly cost, and billing cycle (monthly, annual, or one-off)
• Renewal date and trial end date
• Payment method and free-form notes

You also classify each tool by:

• Payer — company, personal, or mixed
• Criticality — essential or nice-to-have
• Status — active, trial, or cancelled

You can cancel a tool and later reactivate it if you start using it again.

Adding tools

Anyone on the team can add a tool they use through a lightweight intake form — just the name and what it’s used for. The intake matches an existing tool by name (case-insensitive) or creates a new one, then links the person as a user. This keeps the inventory honest without forcing everyone through the full admin form.

Seats and unused licenses

Users claim the tools they actually use. For each tool, the list shows unused seats — the license count minus the number of people who have claimed a seat. That’s your quickest signal that you’re paying for more than you need.

Deactivated-user detection

When someone is deactivated, the stack flags any tools still licensed to them so you can reclaim or cancel those seats. Use the “tools with deactivated users” filter to find them fast.

Stack audits

Periodically you can stamp an audit, recording who ran it and when. You can optionally reset all seat claims as part of the audit, which forces the team to reconfirm which tools they truly use the next time they check in.

Filters

Narrow the list by:

• Category
• Criticality (essential / nice-to-have)
• Name
• Status (in-use / cancelled)
• The deactivated-users flag

Access

Managing the registry — editing tools, running audits, reclaiming seats — is admin-level. Members can still contribute by adding tools and claiming seats through the intake form. For more on who can do what, see Permissions.