Free AI tool register and inventory template

Download the AI tool register template

Download the AI tool register (CSV)

The first four rows are fictional examples, including one tool that is not approved. Replace them with your own tools.

Prefer a dashboard? Start with one tool, its owner, purpose and next review date. Keep it ready for the next review in Vaze, free; connecting an admin account is optional.

Create your free AI tool register →

What each column in the inventory is for

• Tool and vendor: the product name and who supplies it.
• Approval status: approved, under review or not approved.
• Approved uses: what staff may use the tool for.
• Data allowed and data not allowed: which information may and must not go into the tool.
• Used for: one line on the job it does.
• Teams: which teams use it.
• Looked after by: who manages the account and answers questions about it.
• Billing: per seat, by usage, or both.
• Seats and monthly cost: from the admin console or the latest bill.
• Renewal date: your chance to change plans.
• Company sign-in and 2-step verification: whether people sign in with their work account and whether two-step verification is on.
• API keys: whether the tool has keys, and where they are listed.
• Data settings reviewed: when someone last checked its data and retention settings.
• Next review: when you will look at it again.

Use it as your AI policy’s approved tools list

Most AI policies include an approved tools register: the tools staff may use for company work, and what each one is cleared for. This template does that job: fill in the approval status, approved uses and the data allowed and not allowed for each tool, then link the register from your policy so staff always see the current list.

Our guide to what to put in a company AI policy covers the rest of the policy, and the register gives you ready answers when a customer asks which AI tools you use on a security questionnaire.

How to fill it in

Start with the tools you know about, then check expenses, your Google Workspace or Microsoft 365 connected apps, and ask each team lead. Our AI tool audit guide walks through it step by step.

Keep it alive

A register is only useful if it stays current. Review it every quarter, and update it whenever someone joins, leaves or a renewal comes up. When someone leaves, the register tells you which tools to work through, using our AI offboarding checklist.

Keep the plan and seat review with the tool

For Claude Team and ChatGPT Business, note the exact plan, seat types, paid seat count, date of the last seat reconciliation and any scheduled change. Use the template’s Notes column or a separate controlled billing sheet. Keep the effective date with a reduction so someone can check the next invoice.

Also note where the information came from: a vendor admin screen, a dated export or a supported connection. Recording a tool is different from connecting its reporting. Our Team and Business admin guide explains the practical routine, and AI management for small teams covers how to keep it manageable.

This download is a spreadsheet working template, not a raw vendor-report importer. Vaze’s console import has its own supported columns; use the console’s import template when bringing records into Vaze.