Systems & Data Audit

Systems & Data Model

Technology should be a tool for growth, not a drain on your bank account. We audit your software subscriptions and hardware costs to eliminate “SaaS sprawl” and duplicate services. We also look at the “hidden cost” of bad data—quantifying how much manual rework is costing your team—to ensure your systems are working for you, not against you.

This audit focuses on the efficiency of your technology stack and the accuracy of your reporting. We perform a Total Cost of Ownership (TCO) analysis on software and hardware, alongside a SaaS Spend Audit to eliminate redundant subscriptions. We also conduct a Data Integrity Assessment to quantify the labor costs associated with manual data reconciliation and “shadow IT” expenses.

Questions We Solve

I don’t know my exact profit margin on a per-product basis.

Our overhead is just one big “lump sum” and I don’t know which department is most expensive.

We have a lot of cash tied up in inventory but don’t know what it’s costing us to keep it.

I am unsure how much my costs will increase if my sales double tomorrow.

Software Audit List

These are the heavy-duty systems where the majority of the “Friction Tax” is usually hidden.

ERP (Enterprise Resource Planning): The central hub for manufacturing and distribution (e.g., NetSuite, SAP, Microsoft Dynamics 365, JobBoss², Global Shop Solutions).
EOP (Enterprise Operations Platform): Tools that manage the day-to-day business “rhythm” (e.g., Odoo, Monday.com for enterprise, Smartsheet).
Accounting & Financials: Where the “Actuals” live (e.g., QuickBooks Online/Desktop, Sage, Xero).
EOS

Under E5, you aren’t auditing these for sales tactics, but for subscription waste and data integrity.

CRM (Customer Relationship Management): (e.g., Salesforce, HubSpot, Zoho CRM, Pipedrive).
Marketing Automation: (e.g., Mailchimp, Klaviyo, Constant Contact).
Quoting & CPQ (Configure, Price, Quote): Specialized tools for complex bids (e.g., PandaDoc, Proposify, Salesforce CPQ).

This is often where “SaaS Sprawl” is most rampant, with multiple small subscriptions doing nearly the same thing.

HRIS & Payroll (Human Resources Information Systems): (e.g., Gusto, BambooHR, ADP, Rippling).
Time Tracking & Scheduling: Crucial for calculating “Fully Loaded Labor Rates” (e.g., TSheets/QuickBooks Time, Clockify, Deputy).
Project & Task Management: (e.g., Asana, ClickUp, Trello, Jira).

We look for duplicate storage costs and permissions bottlenecks here.

Cloud Storage & Office Suites: (e.g., Google Workspace, Microsoft 365, Dropbox Business, Box).
Communication Platforms: (e.g., Slack, Microsoft Teams, Zoom).

For your custom manufacturing and service-provider clients, these are high-cost/high-impact areas.

CAD/CAM & Design Tools: (e.g., AutoCAD, SolidWorks, Fusion 360).
LIMS / Quality Control: Laboratory or quality management systems for service providers.
FSM (Field Service Management): For service providers with mobile teams (e.g., ServiceTitan, Jobber).

Focuses

Subscription Redundancy & “SaaS Sprawl” Audit: Identifying overlapping software tools (e.g., having two different project management tools) and unused licenses to eliminate “ghost” spending.
License Utilization & Tier Optimization: Analyzing if users are on the correct payment tiers (Pro vs. Enterprise) based on their actual feature usage.
Shadow IT Financial Review: Uncovering unauthorized software purchases made by individual departments that bypass centralized procurement.
Infrastructure & Hosting Efficiency: For digital-heavy firms, we analyze cloud spend (AWS/Azure) to find “idle” resources. For manufacturers, we look at the cost of maintaining current servers and hardware to see if the resources are being fully utilized (both on-premises and cloud).
Hardware Lifecycle & Maintenance Modeling: Calculating the “hidden cost” of aging hardware—balancing the expense of new equipment against the rising maintenance costs and “slow-speed” productivity losses of old tech.
Legacy System “Technical Debt” Quantification: Estimating the future cost and current inefficiency of staying on outdated software that requires manual workarounds.
Manual Data Rework Calculation: Quantifying the labor hours spent by employees manually moving data between systems (e.g., re-typing an order from a website into an ERP).
“Shadow Labor” Audit: Measuring the cost of “Excel-based processes”—where employees spend hours maintaining manual spreadsheets because the core systems are disconnected.
Automation ROI Modeling: Identifying high-frequency manual tasks and calculating the exact payback period for implementing an automated solution.
Reporting Cycle-Time Analysis: Measuring the time and labor cost required to produce standard financial or operational reports.
Data Integrity & Accuracy Audit: Quantifying the financial risk of making decisions based on “bad data”—such as incorrect inventory counts or inaccurate project hour tracking.
Dashboard & KPI Rationalization: Ensuring the team is tracking the right numbers, preventing “analysis paralysis” and the labor cost of tracking vanity metrics.
Interoperability Friction Audit: Identifying “data silos” where information doesn’t flow between departments, leading to communication errors and duplicate entries.
ERP/CRM Effectiveness Review: Evaluating if the company’s primary software (Enterprise Resource Planning or Customer Relationship Management) is actually being used to its full potential or if it’s just an expensive digital filing cabinet.

It’s time to turn your systems into a competitive advantage.

Our Systems & Data Audit doesn’t just list your software—it quantifies the ROI of your entire tech stack. We identify the “SaaS sprawl” eating your margins, bridge the information silos slowing your team down, and calculate the exact cost of the technical debt holding you back.

Build a Faster Backbone

Case Studies

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