Checklist

RevOps Tech Stack Audit Checklist

A structured framework for evaluating every tool in your revenue stack. Identify overlap, unused licenses, broken integrations, and consolidation opportunities.

Checklist Updated February 2026 Free

Get the Checklist

Download the CSV file. Open in Google Sheets, Excel, or any spreadsheet tool. Customize the fields for your team.

⬇ Download Audit Spreadsheet
CSV format — works with Google Sheets, Excel, Numbers

Why Audit Your Stack

The average B2B company runs 130+ SaaS tools. RevOps owns or influences most of the revenue stack: CRM, marketing automation, sales engagement, CPQ, BI, enrichment, and routing. Without regular audits, you accumulate redundant tools, unused licenses, and integration debt.

This checklist gives you a repeatable framework. Run it quarterly or before any renewal cycle.

The Audit Framework

For each tool in your stack, evaluate across five dimensions:

  1. Utilization — What percentage of licensed seats are active (logged in within 30 days)? Tools under 60% utilization are candidates for downsizing or replacement.
  2. Feature adoption — Are you using the features that justify the price tier? Many teams pay for Enterprise but use it like Professional.
  3. Integration health — Is the data sync working? When did it last break? How many records are stuck in error queues? Integration debt is invisible until it isn't.
  4. Cost-per-active-user — Divide annual cost by active (not licensed) users. Compare against alternatives. A tool that costs $120/seat but only 40% of seats are active is really $300/user.
  5. Overlap — Does this tool duplicate functionality you already have elsewhere? CRM + sales engagement + data provider can easily have three different email tracking systems running simultaneously.

Checklist

List every tool with RevOps admin or budget ownership
Pull login data: active users vs. licensed seats (30-day window)
Calculate cost-per-active-user for each tool
Map data flows between tools (which systems write to which)
Identify broken or stale integrations (error queues, last sync date)
Flag feature overlap across tools (email tracking, enrichment, scoring)
Review contract renewal dates and annual cost
Compare current pricing against alternatives
Document which tools would break if removed (dependency mapping)
Score each tool: Keep / Consolidate / Replace / Remove

Get the Checklist

Download the CSV file. Open in Google Sheets, Excel, or any spreadsheet tool. Customize the fields for your team.

⬇ Download Audit Spreadsheet
CSV format — works with Google Sheets, Excel, Numbers

Frequently Asked Questions

How often should I audit my RevOps tech stack?

Quarterly is ideal. At minimum, run a full audit before any major renewal (60-90 days before contract end). The first audit takes 2-3 days. Subsequent ones take half a day once you have the framework.

What's a good utilization threshold?

80%+ is healthy. 60-80% means the tool works but adoption needs attention. Below 60%, the tool is either unnecessary, poorly implemented, or poorly trained on. Each category requires a different response.

How do I calculate actual cost-per-user?

Annual contract cost divided by active users (not licensed users). Include implementation, admin time, and integration maintenance costs if you want the real number. Most tools cost 40-60% more than the sticker price.

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