RevOps Tech Stack Audit Checklist

Purpose: Every tool that touches a lead, a deal, or a dollar between "stranger" and "renewed customer" should earn its place. Run this audit quarterly, or before any budget renewal cycle, to catch overlapping licenses, integrations that quietly died months ago, and the fields that disagree with each other across systems.

Who should run this: RevOps lead, Sales Ops, or the most senior sales/marketing leader if no dedicated RevOps function exists yet. Budget 3–4 hours for a stack of 15–25 tools.

Step 1 — Inventory every tool by funnel stage

For each stage, list every tool that touches data at that stage — including the ones nobody remembers approving.

Checklist:

• Every row has a named business owner (a person who'd notice if it vanished — not "IT")
• Every row has an actual renewal date pulled from the contract, not guessed
• You've checked login/usage logs, not asked the vendor rep whether it's "still used"
• Any tool with no login in 60+ days is flagged for kill review

Step 2 — Integration health check (run per connection)

For every integration between two systems (e.g., MAP → CRM, CRM → CPQ, CPQ → billing):

• Confirm the sync direction (one-way or bi-directional) matches what the business actually needs
• Confirm sync frequency (real-time, hourly, nightly batch) — flag anything nightly-batch that feeds a "live" dashboard
• Pull the integration's error/failure log for the last 30 days — any integration with silent failures gets flagged red
• Confirm someone owns monitoring this integration (not "it was set up by a consultant who left")
• Test one record end-to-end manually (create a test lead, watch it flow through every connected system) and time how long it takes and where it stalls

Step 3 — License utilization audit

For every seat-based tool:

Utilization rate = (seats actively used in last 30 days) ÷ (seats paid for)

• Utilization below 70% → renegotiate seat count at next renewal
• Utilization below 40% → candidate for kill or consolidation
• Cross-check named users against current headcount (departed employees still holding licenses is the single most common waste source)
• Check for admin/paid seats assigned to service accounts, test accounts, or people who left the company

Step 4 — Data field ownership matrix

Pick the 10 fields your forecast and reporting depend on most (e.g., Deal Amount, Close Date, Stage, Account Owner, Industry, Employee Count, Lead Source, MRR, Renewal Date, Health Score).

• Every field has exactly ONE declared system of record — if two people both say "CRM" and "billing tool" own MRR, that's your leak
• Spot-check 10 records for each field and confirm the numbers match across systems
• Any field with no reconciliation process is a confirmed data leak

Step 5 — Redundancy detector

• List every tool by primary job-to-be-done (scheduling, enrichment, dialing, e-sign, etc.)
• Flag any job-to-be-done with 2+ active tools assigned to it
• For each redundant pair, name the one being kept and the reason (feature depth, integration quality, cost, team preference — not just "we've always used both")

Step 6 — Security & access review

• SSO/SAML enabled on every tool that supports it (flag any that don't and handle customer PII)
• Admin access list pulled and reviewed — no more than 2–3 admins per tool unless documented
• Former employees checked against every tool's active user list, not just CRM and email
• API keys and integration tokens older than 12 months reviewed for rotation

Step 7 — Score and decide

For each tool, assign one status:

• Keep — utilization >70%, no cheaper alternative, integration healthy
• Consolidate — overlaps with another tool; migrate data and cancel the weaker one
• Kill — utilization <40%, no clear owner, or job-to-be-done can be absorbed elsewhere
• Renegotiate — needed, but seat count/pricing doesn't match actual usage

Step 8 — 90-day action plan

Recommended cadence: Full audit every 6 months. Light pass (Steps 3 and 6 only) every quarter, and always 60 days before any renewal date.