Get the free Excel workbook
Get AI Review Templates (Excel)
The link opens a $0 checkout for the workbook. Enter your email, country and ZIP/postal code to request email delivery. The workbook includes Renewal Calendar, Decision Record and Instructions tabs, with 30 prepared rows in the register. Browse the free resource hub for other files.
Preview the actual inventory columns
These are the 14 columns in the workbook's Renewal Calendar. Enter your records in the amber cells; the pale violet cells calculate.
| Columns | What to record |
|---|---|
| Tool and plan; Tool owner | The subscription or service and the person accountable for reviewing it. |
| Paid seats; Fixed billed amount (USD) | Paid seat count and the total fixed billed charge, not the rate per seat. |
| Billing interval (months); Annualized fixed cost (USD) | The interval covered by that charge and its calculated annual equivalent. |
| Next renewal; Notice deadline | Dates confirmed from the actual agreement. |
| Review buffer (days); Decision due | Your chosen calendar-day buffer and the calculated internal deadline. |
| Decision; Action owner; Action due | The agreed outcome, who will complete the next action and when. |
| Contract / notice method / evidence | Terms, required notice method and a reference to supporting records. |
Build the list from your own records
- Collect evidence. Review a full billing cycle, normally 12 months, of invoices, card statements, reimbursements and active contracts. Ask team owners about trials and bundled AI features.
- Create one clear record per service or plan. Avoid counting the same invoice twice. For bundled access, note the parent subscription and how you treat its cost.
- Confirm ownership and dates. Use the contract's notice rules and method. Record missing evidence as a follow-up action rather than guessing.
- Review the purpose. Ask what workflow the tool supports and what usage evidence is available. Save the evidence period and uncertainties in the Decision Record.
The workbook does not discover subscriptions or connect to bank or vendor accounts. Completeness depends on the records your team reviews. The AI subscription audit guide explains the wider process.
Keep fixed charges separate from usage
The register calculates fixed billed amount × 12 ÷ billing interval in months. An annual commitment billed monthly uses a one-month billing interval; record its annual term separately.
This total excludes metered usage, taxes and implementation effort. The Decision Record includes a monthly usage-budget field and space for other costs. Keep detailed usage actuals in your own supporting schedule. See AI seat versus usage pricing before treating the register total as your full AI cost.
Annualize your current total
Formula: total monthly AI spend x 12 = estimated annual spend. This estimates a total from your own numbers; it does not price individual tools or model future usage.
Record each tool using the inventory instructions, then work through the AI Renewal Checklist.
Calculated in your browser. Nothing you enter leaves this page.
Turn the register into a review routine
Work through the free AI Renewal Checklist. For each reviewed tool, use the Decision Record to document Keep, Resize, Test or Retire, the reason, approval and next action. Add deadlines to your team's calendar using the renewal calendar guide.
Entering a decision does not change a subscription. Complete the authorized action with the vendor, retain its confirmation and update your saved records.
Template questions
Is this a separate inventory workbook?
No. It is the existing free AI Review Templates workbook. Its Renewal Calendar is the inventory register, supported by the Decision Record and Instructions tabs.
Can I add more than 30 tools?
Yes. Copy a complete register row and extend the summary formulas, following the Instructions tab. Check that the added rows are included in the totals and deadline counts.
Does AccruePilot receive the records I enter?
You enter records in the downloaded file. How you store or share that file depends on your own computer, spreadsheet software and storage settings.
Can the register enforce a spending limit?
No. Check usage, alerts and limits in the vendor account. The register supports a manual review and does not approve payments, enforce budgets or cancel services.