[TEMPLATE]

Having a central, shared resource for software spend help is key for finance, but having a this also provides a way to (selectively) internally share this information which helps:

• To more easily review & discuss tool value
• Identify redundancies
• Understand tool ownership & appropriate points of contact
• Flag data quality issues

and more!

1. Identify one person who is responsible for maintaining it: broad accountability could lead to confusion, inconsistency, or incomplete information)
2. Develop a cadence for updating the doc: Different vendor commitments might change relatively frequently (given the size of your stack). It's likely not required to update this in real time, but determine the appropriate frequency (ie weekly, monthly, quarterly, etc) and have the doc owner indicate the last updated date)
3. Collect & file contracts: As contracts renew, expand, are amended, or auto-renew collect and save the associated documents. If you have a specific tool dedicated to store these, wonderful, otherwise a "Tech Stack Contracts" folder with a sub-folder for each vendor works as well!
4. Communicate expectations with tool owners: This doc is only as good as the information in it. Ask that tool owners communicate any changes to software spend/contract (adding or removing a tool entirely, expanding a commit, changing internal tool ownership, etc.)

Below is a relatively straightforward template -- the 'Details' tab holds the 'raw' information, which pulls up to a summary tab, displaying Department, Point of Contact, Vendor, & spend. Clone this & enjoy!