Webly Studio · free resource

The AI Tool-Stack Audit Checklist

One page, ~30 minutes. Audit what you're paying for, kill the overlap, and fill the five slots that cover 90% of what a small business needs. Print it or work through it on screen.

Step 1 · Inventory what you have (10 min)

List every AI or software subscription you pay for. Check your card statement · there are usually more than you remember.
Next to each: monthly cost, who on the team actually uses it, and when it was last used.
Mark anything unused for 30+ days. That's your cancel-candidate list.
Total monthly spend: $

Step 2 · Map tools to the five slots (5 min)

Slot 1 · General assistant (ChatGPT / Claude / Gemini):
Slot 2 · Content & writing (often the same as slot 1):
Slot 3 · Visuals (Canva or similar):
Slot 4 · Automation (Zapier / Make / n8n):
Slot 5 · CRM with AI (GoHighLevel / HubSpot / other):
Two tools in one slot? Pick one, cancel one · overlap is the #1 stack leak.
Empty slot 4? That's usually the highest-value gap: automation is where recurring hours come back.

Step 3 · The honesty pass (10 min)

For each remaining tool, name the specific process it speeds up. No process = it's a toy.
Name the owner: who checks this tool's output weekly? Unowned AI drifts into embarrassing.
Write the one metric each tool should move (hours saved, leads answered, posts shipped): if you can't name one, park the tool for a quarter.
Check your assistant seat is a paid tier if you use it daily · the productivity gap over free tiers is real.

Step 4 · The connection test (5 min)

Does a new lead trigger anything automatic (instant reply, CRM entry, notification)? If not, that's build #1.
Does a missed call become a text conversation automatically? If not, that's build #2.
Does your weekly report assemble itself from your tools? If not, that's build #3.
Rule of thumb: a connected mediocre stack beats a disconnected great one.

Re-run this quarterly. AI tools ship monthly · last quarter's paid gap is often this quarter's built-in feature. The stack that was right in January is bloated by July.