Guide · Inventory
Inventory worksheet
Buyers pay for linked history across systems. This worksheet lists, per system, what counts, where an admin finds the number and what to write down, in our own words checked against each vendor's help page.
Updated 2026-10-16
This guide is general information, not legal advice. Have your own counsel check your contracts and employee notices.
You count and describe. You never copy, paste or send records, and nobody needs a password to help you fill this in. Rough numbers are fine; say “about” when you are unsure.
Internal communications
Anchor a deal. Buyers price chat and email history first.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Slack | Messages, mailboxes, members, years | Workspace owner: workspace menu → Tools & settings → Workspace analytics. The Overview tab shows messages sent and active members; Members shows per-person history. | Total messages, number of members, earliest message year, plan (free plans may hide history older than 90 days). | Help page |
| Microsoft Teams | Messages, mailboxes, members, years | Teams admin center → Analytics & reports → Usage reports → Teams user activity, for a 7/30/90-day window; the Microsoft 365 admin center Reports page shows longer trends. | Active users, messages per month, and the year Teams replaced the previous chat tool. | Help page |
| Gmail / Google Workspace | Messages, mailboxes, members, years | Google Admin console → Reporting → Reports → Apps reports → Gmail, for sent and received counts; Account reports → Users shows storage per mailbox. | Mailboxes, total storage used by Gmail, oldest active account year. | Help page |
| Outlook / Microsoft 365 | Messages, mailboxes, members, years | Microsoft 365 admin center → Reports → Usage → Email activity shows sent, received and read counts; Mailbox usage shows storage per mailbox. | Mailboxes, total mailbox storage, year the tenant was created. | Help page |
| Zoom / Google Meet recordings and transcripts | Messages, mailboxes, members, years | Zoom admin: Account Management → Recording management lists cloud recordings and transcripts with dates. Google Meet recordings sit in the organiser's Drive 'Meet Recordings' folder. | Number of recordings, total hours or storage, whether transcripts were on. | Not listed |
| Calendar | Messages, mailboxes, members, years | Google Calendar or Outlook calendars live inside the Workspace or Microsoft 365 tenant; counts come from the same admin reports as email. | Years of shared calendars, roughly how many staff kept one. | Not listed |
| Other chat (Discord, Mattermost, Workplace…) | Messages, mailboxes, members, years | Server or workspace settings usually show member counts; export tools show message totals. | Tool name, members, years of history. | Not listed |
File storage
Adds depth: documents, spreadsheets and decks around the conversations.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Google Drive | Files, GB, shared drives | Google Admin console → Storage shows total storage used across the organisation; Reporting → Apps reports → Drive shows files created and shared. | Total GB, number of shared drives, oldest files. | Help page |
| OneDrive | Files, GB, shared drives | Microsoft 365 admin center → Reports → Usage → OneDrive usage shows file counts and storage per account. | Total files and GB across accounts. | Help page |
| SharePoint | Files, GB, shared drives | SharePoint admin center → Active sites shows storage per site; Microsoft 365 Reports → SharePoint site usage shows file counts. | Sites, total GB, year the first site was created. | Help page |
| Dropbox | Files, GB, shared drives | Dropbox admin console → Insights shows storage used and member counts; Activity shows file events. | Total GB and members. | Not listed |
| Box | Files, GB, shared drives | Box Admin Console → Insights → Storage shows total and per-user storage. | Total GB and years in use. | Not listed |
| On-prem file server / NAS | Files, GB, shared drives | Ask IT for the volume sizes of the shared drives and the oldest folder dates. | Total GB and oldest year. | Not listed |
Knowledge bases
Shows how the company explained its own work.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Notion | Pages or documents, years | Settings & members → Settings shows the plan and member count; Settings → Export workspace produces a full export whose size tells you the volume. | Pages (approximate), members, year started. | Not listed |
| Confluence | Pages or documents, years | Confluence administration → Space directory lists spaces; each space's Content tools → Reindex or the site export shows page counts. | Spaces, pages, years. | Not listed |
| Wiki or SOP folders | Pages or documents, years | Count the documents in your procedures folder or internal wiki, and note the oldest. | Documents and years covered. | Not listed |
Operating systems
CRM, tickets, finance and field records. Workflow data buyers want.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Salesforce | Records by type, years | Setup → Company Information shows data and file storage used; Setup → Storage Usage breaks it down by object (accounts, contacts, cases). | Records by object, storage used, year the org was created. | Not listed |
| HubSpot | Records by type, years | Settings → Account Defaults → Usage & Limits shows contacts and records; Reports → Analytics tools show activity history. | Contacts, companies, deals, tickets, years. | Not listed |
| Other CRM (Pipedrive, Zoho, Dynamics…) | Records by type, years | The admin or usage page of your CRM lists record counts; exports show the date range. | Tool, records, years. | Not listed |
| QuickBooks | Records by type, years | Reports → Audit Log shows the earliest transactions; Settings → Account and Settings → Usage shows list limits. | Years of books, rough transactions per year. | Not listed |
| Xero | Records by type, years | Accounting → Reports → Account Transactions with the widest date range shows how far the ledger goes back. | Years of books, rough transactions per year. | Not listed |
| NetSuite | Records by type, years | Setup → Company → View Billing Information shows record counts and storage; saved searches by created date show history depth. | Records, modules used, years. | Not listed |
| Other accounting or ERP | Records by type, years | Ask the system administrator for record counts and the earliest fiscal year. | Tool, modules, years. | Not listed |
| Zendesk / Intercom (support) | Records by type, years | Zendesk: Admin Center → Account → Usage shows tickets; Explore shows ticket history. Intercom: Reports → Conversations shows volume by period. | Tickets or conversations, years. | Not listed |
| Jira | Records by type, years | Jira settings → System → System info lists issue counts; a filter 'created >= -10y' shows history depth. | Issues, projects, years. | Not listed |
| Linear | Records by type, years | Workspace settings show members; the Issues view filtered by created date shows depth. | Issues, years. | Not listed |
| Asana / Monday | Records by type, years | Admin console → Insights (Asana) or Administration → Usage stats (Monday) show tasks or items and active members. | Tasks or items, years. | Not listed |
| ServiceTitan / field service | Records by type, years | Reports → Jobs with the widest date range shows job counts; Settings shows the go-live date. | Jobs, invoices, years. | Not listed |
| WMS / MRP | Records by type, years | Ask operations for order and movement counts and the go-live year. | Orders, SKUs, years. | Not listed |
| HR / payroll (BambooHR, Gusto, Rippling…) | Records by type, years | Admin reports show headcount by year, which is the easiest source for peak headcount. | Headcount by year (peak and today). Payroll detail itself is usually excluded from a sale. | Not listed |
Commerce
Orders, billing and supplier history.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Shopify | Orders, invoices, years | Analytics → Reports → Sales over time with the widest range shows order history; Settings → Plan shows the store age. | Orders, years, SKUs. | Not listed |
| Stripe / billing | Orders, invoices, years | Stripe Dashboard → Reports or Payments with the earliest date shows history depth. | Years of billing, rough invoice count. Card data is never part of a sale. | Not listed |
| Invoicing | Orders, invoices, years | Your invoicing or accounting tool's invoice list, sorted by date. | Invoices per year and years covered. | Not listed |
| Fulfilment and supplier records | Orders, invoices, years | Purchase orders, supplier portals and shipping tools; count POs and shipments per year. | POs or shipments, years. | Not listed |
Work product and code
Repositories, designs and proposals with years of history.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| CAD / design files | Repositories, files, years, formats | The project folders or PDM/PLM system; count projects and total GB. | Projects, GB, years, formats. | Not listed |
| GitHub / GitLab | Repositories, files, years, formats | Organisation settings show repositories and members; each repository's Insights → Contributors shows commit history depth. | Repositories, years of commit history, share that is open source. | Not listed |
| Figma | Repositories, files, years, formats | Admin settings → Files or the team page lists files and members. | Files, years. | Not listed |
| Proposals, decks and reports | Repositories, files, years, formats | The sales or delivery folders in your file storage; count documents and oldest year. | Documents, years. | Not listed |
Other
Anything else, or ask us to help identify what you have.
| Tool | What counts | Where to find it | What to write down | Vendor help |
|---|---|---|---|---|
| Other (name it) | Records or GB, years | Name the system and where its admin page or export lives. | Tool name, records or GB, years. | Not listed |
Vendor help pages were checked on 2026-10-16. Interfaces change; if a path is wrong, tell us.