5 signs you need to audit your software stack

Let’s face it: managing your software stack can sometimes feel like trying to keep track of your Netflix queue. You add things, forget about them, and then one day you realize you’ve got a bunch of stuff you’re not even using. Meanwhile, it’s all costing you money.

So, how do you know it’s time to do a software audit and clean house? Here are five telltale signs it’s time to take a closer look at what you’re using, why you’re using it, and whether you’re getting your money’s worth.

1. You’re not sure what tools you’re actually paying for

It starts innocently enough—you subscribe to a project management tool here, a communication platform there. Before long, you’ve got a whole pile of subscriptions. The problem? You don’t even remember half of them.

If you’re paying for tools but can’t immediately list what they are and who’s using them, it’s time for an audit. You could be bleeding cash on software that isn’t even being used anymore. And let’s be real: no one wants to pay for tools gathering digital dust.

Pro tip: ToolHive can give you a clear, consolidated view of all the tools your business is using (and how much they’re costing you). No more hunting through emails for subscription receipts.

2. Your team is using multiple tools for the same task

Have you ever discovered that your marketing team is using one tool for project management, your sales team is using another, and IT... Well, they have their own secret stash of software? If everyone’s using different tools for the same tasks, things are bound to get messy.

Redundant tools not only cost more money but also cause confusion, create inefficiencies, and make collaboration harder than it needs to be. Why not consolidate and pick one solid tool that works for everyone?

Pro tip: During your audit, see if there’s overlap in functionality. Pick the tool that suits the majority of your teams, and say goodbye to the extras.

3. Your billing is out of control

If your monthly or annual SaaS billing seems to be getting higher and higher, it might be time to hit the brakes. Billing creep is real. A tool you signed up for at $10/month may now be billing you $50/month thanks to forgotten upgrades, seat expansions, or premium features you didn’t even know were added.

Take a close look at those invoices. If you’re seeing charges that make you go, “Wait, what’s that for?”—you need an audit. It’s time to see what’s driving up those costs and whether you actually need those extra features.

Pro tip: ToolHive can track all your tool billing in one place, making it easier to catch unnecessary charges before they spiral out of control.

4. Some tools aren’t pulling their weight anymore

Remember that fancy CRM you bought a couple of years ago? Or that time tracking software that seemed like a good idea at the time? Tools that once seemed essential may no longer be delivering the value they used to.

Maybe your team’s processes have evolved, or maybe you’ve simply outgrown certain tools. Either way, paying for software that’s no longer serving its purpose is just burning money. An audit will help you figure out which tools need to go.

Pro tip: As you go through your audit, ask your team for feedback. Are they still using the tools? Do they feel the tools are still valuable? If not, it might be time to cancel.

5. New tools keep popping up, and no one told you

If you’re the last to know that your team has started using new software, you’ve got a shadow IT problem on your hands. Shadow IT happens when employees start using their own tools (often without approval), which can lead to security risks, inefficiencies, and overlapping software.

Not only is this risky for your business (hello, unapproved tools with questionable security!), but it also means you’re probably paying for approved tools that aren’t being used. An audit will help you uncover those shadow tools and bring everything under control.

Pro tip: ToolHive can help you keep track of who’s using what tools so shadow IT doesn’t become a bigger issue.

Final thoughts: time to audit that stack

If any of these signs hit a little too close to home, don’t worry—you’re not alone. Most businesses end up with a bloated software stack at some point. The good news? A software audit can help you identify what’s working, what’s not, and where you can save some serious cash.

And don’t forget, ToolHive is here to help you manage the chaos. From tracking tool usage to monitoring billing, it’s like your personal assistant for all things software management.