Which business apps do you really need? How to do a business app audit

It’s surprisingly easy to end up with a digital toolkit that’s more cluttered than a Monday morning inbox. You start with a few essential business apps, but over time, subscriptions get forgotten, new tools are added for specific projects, and suddenly, you’re paying for things you barely touch.

This creeping cost of app accumulation is common, but fixable. A regular business app audit can help you streamline your tools, and cut costs without sacrificing productivity.

We’ll show you how to take stock, decide what’s worth keeping, and make room for better tools.

You can also download our free worksheet to help you take action.

Why do you need an app audit?

Over time, you’ve probably accumulated small business apps that overlap or no longer add value. Without a system for tracking them, it’s easy to end up with issues like:

• Forgetting to cancel free trials that quietly roll into paid subscriptions

• Multiple team members signing up for similar tools

• Apps used for one-off projects that are now draining budget

• Duplicate tools doing the same job

As well as wasting money, too many apps can also mean:

• Security risks from outdated or unused accounts holding sensitive data

• Disjointed workflows with data scattered across multiple platforms

• Reduced productivity and efficiency

A quick review can help you consolidate, cut costs, and regain control of your digital setup.

How to do an app audit

An app audit is a structured review of all the digital tools and software applications your company uses.

And it doesn’t have to be complicated. Here’s our simple, step-by-step process to review your top apps for business and trim the excess.

List all the apps your business uses

Set up a spreadsheet to log each app’s name, purpose, cost, number of users, and who owns it, if known. Then find out which tools each team are using, including web-based, cloud-based, and mobile apps.

Check your bank or credit card statements, and any expense claims to uncover any apps downloaded by people for one-off tasks or short-term projects – or forgotten subscriptions.

Platforms like Google Workspace or Microsoft 365 will let you check which built-in apps your team are using. And if time’s tight, Software Asset Management (SAM) tools can automatically scan devices and networks to create a real-time, comprehensive list that even pinpoints the ones you’re paying for but aren’t being used.

Identify each app’s purpose and assign an owner

What does the app do? Who uses it most? And who originally signed up for it? If there’s no clear owner or they’ve since left the business, assign someone who can track use, manage renewals, and flag when the tool’s no longer needed.

Review features and use

Check how often each app is used and by how many people. Are there multiple small apps for business doing the same job, such as file sharing, project management, or team chat? Could one tool do the work of three? Look for overlap, underuse, and opportunities to simplify.

Check the cost and ROI

Look at what each app is really costing you by working out the Total Cost of Ownership (TCO). That means the monthly subscription, plus any set-up costs, training, support, and time spent managing the tool.

Then weigh up your Return on Investment (ROI). For customer-facing apps, that might be revenue or leads. For internal tools, time saved or improved processes. If no one’s used it in 60 days or can’t explain its value, it’s worth thinking about removing it.

Decide what stays, what goes, and what to consolidate

Start with your keepers – the high-value business apps you rely on every day.

Next, throw out the low-usage tools, poor-value subscriptions, and apps you’re still paying for but haven’t been touched in months.

If you’ve got multiple tools doing the same job, compare features, use, and cost. Pick the best business applications for your team’s needs and lose the rest.

Check out our SME guides to tools to help you work smarter and best collaboration tools to narrow your shortlist.

How to avoid app overload in the future

Keeping things lean is an ongoing job. The goal is a streamlined, cost-effective toolkit that grows with your business, not past it.

Here’s how to stay up to date with your apps:

Set up a simple app approval process

Prevent redundant tools with a lightweight approval process. A short form, message or team check-in outlining the app’s purpose, cost, and who needs it lets you avoid duplication and unnecessary spending.

Schedule regular reviews

Projects wrap up. Teams grow and shift. So review your app portfolio regularly. Quarterly or twice a year will help you stay in control.

Keep your inventory up to date

Treat your audit spreadsheet as a living document and update it whenever you add, remove, or change an app, so you always have a clear view of the current state of play.

Keep an eye on usage and cost

Always track spending – especially on apps with per-user fees or usage-based pricing. If a tool’s no longer delivering value or costs start creeping up, you’ll know early enough to scale back, switch, or renegotiate before it eats into your budget.

Set review dates for temporary tools

If you’re testing an app or using it for a short-term project, set a clear review or cancellation date upfront. It’s an easy way to stop forgotten subscriptions from turning into long-term costs.

Build app checks into onboarding and offboarding

When someone joins or leaves the team, make app access part of the process. Assign only what’s needed and remove any unused accounts to avoid paying for empty seats or leaving security gaps.

A business app audit can save money, cut out unnecessary admin, and give your team a more productive toolkit. And by keeping things under review, you can stop unnecessary apps from creeping back in.

Download our free app audit worksheet to get started.