This is a sample audit of a made-up firm.
Tools and software
Tools and software
The tool stack
16 accounts show in this mailbox, 12 of them paid. Below: what the receipts say, which tools do the same job, and where each one sits in the work. Amounts come only from receipts in this mailbox; a tool billed to another inbox shows no amount. 2 groups of tools do the same job.
Where the tools sit in the work
tools whose own mail shows up in each stageTools you use
16 accounts the mail showsCA$2,794.68a year, from receipts in this mailbox (Microsoft 365, QuickBooks Online, Zoom, GoDaddy)
US$8,058.00a year, from receipts in this mailbox (Buildertrend, Basecamp, PandaDoc, DocuSign, Calendly, Mailchimp)
1paid accounts billed elsewhere: the receipts go to another inbox, so no amount is shown
Zoom renews on Nov 18, 2026: a window to review seats.
Basecamp: no use seen in email (no project notifications since February, receipts still arrive every month). It may be used in its own app; worth checking seat use.
QuickBooks Online (Plus): the monthly charge went from CA$99.00 to CA$115.00 on Feb 7, 2026 and stayed there.
Mailchimp: 1 failed or at-risk payment notice, last Jan 2, 2026.
Clockify: an account-ended notice on Jan 30, 2026.
Microsoft 365
CA$1,216.80a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 9 login or security emails, 31 account notifications. Plan: Business Standard. Seats: 6. In Site visit desk, Find a time (181 of 860 emails); Site visit desk, Confirm with everyone (252 of 742 emails).
Microsoft TeamsHas an account
No billing in this mailbox
3 invitations, 64 account notifications.
QuickBooks Online
CA$1,316.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 1 plan change notice, 6 login or security emails, 188 account notifications. Plan: Plus. Seats: 3. In Invoice reminders, Invoice sent (435 of 702 emails); Invoice reminders, Due date passes (398 of 560 emails); Invoice reminders, Payment lands (302 of 520 emails); Supplier orders, Close it in the project (221 of 690 emails).
Buildertrend
US$5,988.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 14 login or security emails, 96 account notifications. Plan: Essential. In Supplier orders, Order placed (169 of 1210 emails); Site visit desk, Notes after the visit (103 of 214 emails); Client update, Collect the week (102 of 186 emails).
Basecamp
US$720.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 1 login or security email. Plan: Basecamp. Seats: 4.
PandaDoc
US$588.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 142 account notifications. Plan: Business. Seats: 1. In Quote drafts, Price and send (153 of 268 emails); Quote drafts, Follow up (73 of 236 emails).
DocuSign
US$300.00a year, one annual receipt in the year
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1 billing email (receipt, invoice or reminder), 1 renewal notice, 38 account notifications. Plan: Standard. Seats: 1. In Permit checks, Permit filed (41 of 214 emails).
Calendly
US$144.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 171 account notifications. Plan: Standard. Seats: 1. In Quote drafts, Lead comes in (115 of 640 emails); Site visit desk, Visit requested (108 of 980 emails).
Mailchimp
US$318.00a year, sum of 12 receipts in the year
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12 billing emails (receipts, invoices, reminders), 1 failed or at-risk payment notice, 9 account notifications. Plan: Essentials.
Zoom
CA$219.90a year, one annual receipt in the year
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1 billing email (receipt, invoice or reminder), 4 login or security emails, 22 account notifications. Plan: Pro. Seats: 1.
HubSpotHas an account
No billing in this mailbox
5 login or security emails, 2 invitations, 118 account notifications. In Quote drafts, Lead comes in (173 of 640 emails).
GoDaddy
CA$41.98a year, one annual receipt in the year
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1 billing email (receipt, invoice or reminder), 2 renewal notices. Plan: Domain renewal, 2 years.
WeTransferHas an account
No billing in this mailbox
74 account notifications. In Quote drafts, Gather the scope (62 of 520 emails).
ChatGPTPossibly personal
US$240.00a year, sum of 12 receipts in the year. Not in the total: the receipts name a personal card
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12 billing emails (receipts, invoices, reminders), 3 login or security emails. Plan: Plus. Seats: 1.
Payworks
Billed elsewhere
2 login or security emails, 26 account notifications.
ClockifyEnded
No billing in this mailbox
11 account notifications, 1 account-ended notice.
Renewals
report
Oct 1, 202590 days after the report
- DocuSign: renewal date Jan 12, 2027
- DocuSign: renewal notice Dec 29, 2025
- Zoom: renewal date Nov 18, 2026
- GoDaddy: renewal date Mar 2, 2028
- GoDaddy: renewal notice Feb 15, 2026
Paid tools doing the same job
Project management Buildertrend Basecamp
BasecampDocuments and e-signature PandaDoc DocuSign
PandaDoc DocuSignNot counted: Houzz Pro (214 emails, only marketing, no account mail); Canva (63 emails, only marketing, no account mail).
How we counted
A tool counts only when its own mail proves an account: receipts, invoices, logins, invitations or account notifications. Newsletters alone do not count. Amounts come from receipts in these six mailboxes, never from list prices. A tool sits on a job step when at least one in ten of that step's emails comes from it.