RevOps tech stack audit template
Revenue tech stacks grow one reasonable purchase at a time until nobody can say what everything costs or who uses it. The audit is usually triggered by a budget cut and done in a panic a week before a renewal. This template runs the audit on a schedule: one inventory, measured usage, overlap by capability, and a keep, cut, or consolidate decision per tool.
Download it
What you get
- An inventory sheet with owner, contract value, seats bought vs active, and renewal dates
- Cost per active seat, which shows waste faster than total spend does
- A capability overlap map to find tools doing the same job
- A keep, cut, consolidate, or renegotiate decision column with reasons
- An audit checklist including the tools finance does not know about
Who it's for
- RevOps leads responsible for the revenue tool budget
- Sales and marketing ops teams preparing for renewals
- Finance partners reviewing software spend
What's inside
5 sections, each listed with its own size. The first is previewed below; the remaining 4 come with the download, with blank rows ready to fill in.
| Section | Size | Previewed |
|---|---|---|
| Tool inventory | 12 columns, 3 worked example rows | Below |
| Capability overlap map | 8 columns, 5 worked example rows | In the download |
| Decision log | 7 columns, 2 worked example rows | In the download |
| Audit checklist | 9-point checklist | In the download |
| What an audit usually finds | Guidance notes | In the download |
Preview of section 1
Tool inventory
Utilization = Active seats / Seats bought. Cost per active seat = Annual contract value / Active seats. Replace example values with your own.
| Tool | Category | Business owner | Annual contract value | Seats bought | Active seats (30 days) | Utilization | Cost per active seat | Renewal date | Notice period | Integrations | Decision |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Sales engagement tool | Sequencing | SDR manager | $60,000 | 50 | 34 | 68% | $1,765 | 2027-03-31 | 60 days | CRM, calendar | Renegotiate to 40 seats |
| Conversation intelligence | Call recording | VP Sales | $45,000 | 40 | 38 | 95% | $1,184 | 2027-01-15 | 30 days | CRM, video, dialer | Keep |
How to use it
1. Find every tool, including the ones on expense cards
Pull software spend from accounts payable and corporate cards, and list integrations connected to your CRM. Tools bought on a manager's card are often the ones nobody manages.
2. Measure active use, not licensed seats
Define active for each tool (for example, logged in and performed a core action in the last 30 days) and pull it from admin logs. Licensed seats tell you what you pay for; active seats tell you what you get.
3. Map capabilities to find overlap
List capabilities down the side (sequencing, dialer, call recording, enrichment, scheduling) and tools across the top. Two tools marked on the same row is a consolidation question.
4. Decide per tool and set the date to act
Keep, cut, consolidate, or renegotiate. Every decision needs an owner and a date before the notice deadline. A decision after the notice date is a decision to renew.
Frequently asked questions
How do you audit a sales tech stack?
Inventory every tool from finance and CRM integration records, measure active use from admin logs, calculate cost per active seat, map tools to capabilities to find overlap, and decide keep, cut, consolidate, or renegotiate for each before its notice deadline.
How often should a RevOps tech stack audit be done?
A full audit once a year before budget planning, with a lighter check on each tool about 90 days before its renewal. Waiting for a budget cut to trigger the audit means decisions get made after notice dates have passed.
What is a good seat utilization rate for sales tools?
There is no universal number, but tools used daily by a whole team should be close to fully used, and low utilization on those is worth a renegotiation. Specialist tools used by a few people are judged on cost per active user instead.