The domain expires and the website goes down. A former employee still has a login. You are paying for nine software seats and using five. All of these come from the same gap: nobody keeps a list.
A single spreadsheet fixes it. This prompt designs the sheet and helps you fill it from what you know, and from your card statement.
How to use it
- Pull the last three months of business card and bank statements and highlight anything that looks like software or a subscription.
- Run the prompt to get the sheet structure and a first draft from your list.
- Put renewal dates in a shared calendar with a reminder 30 days before.
it-inventory.txt
Help me build an IT inventory for my small business. Business: [name], [team size] What I know we have: [devices, software, subscriptions, domains, website hosting, phone system] Subscriptions from my card statements: [paste merchant names and amounts] Give me: 1. A spreadsheet design with tabs: Devices, Software and subscriptions, Domains and web, Accounts and access, Renewals calendar. For each tab, the columns to include (e.g. owner, cost per month, renewal date, admin account, where the login lives, notes). 2. A first draft of the Software and subscriptions tab from my statement list, with a guess of what each charge is (mark guesses). 3. A quarterly review checklist. 4. An offboarding checklist for when an employee leaves. Do not ask for or include passwords. Plain language.
Review it quarterly
- Remove access for anyone who left, the same day they leave.
- Cancel unused seats and tools.
- Check domains, SSL and security certificates, and warranties coming up for renewal.
- Confirm backups are still running.
Never store passwords in the inventory sheet. Note where the login lives (for example, the company password manager) instead.