This guide explains how to complete the Application Inventory Template used for the Technology Physical™ diagnostic. The goal is to create a clear list of the software tools your organization uses so we can analyze overlap, integration complexity, automation opportunities, and cost efficiency.
Please list every application your team relies on to run the business, even if it seems small.
Enter one application per row in the spreadsheet.
If a platform has multiple modules (for example HubSpot CRM and HubSpot Marketing), list them as separate rows.
Use the dropdown lists where available to keep categories consistent.
If you are unsure about a field, leave it blank or add a note in the Notes column
The business function the application supports.
Examples:
A more specific category of the tool within the business capability.
The product name of the software.
Examples:
HubSpot CRM
Salesforce
Mailchimp
QuickBooks
Slack
The company that makes the software.
Describe what your organization uses the application for.
Examples:
Manage customer pipeline
Send marketing newsletters
Track projects
Invoice customers
Store company documents
The number of employees who regularly use the system.
Example:
5
If unsure, estimate.
The approximate yearly cost of the software subscription.
If you only know the monthly price, multiply by 12.
Example:
$1200
If unknown, leave blank.
List any systems the application connects to.
Examples:
Zapier, Salesforce
HubSpot, Stripe
Google Drive, Slack
Integrations are important because they increase the Integration Surface Index (ISI).
Indicates how important the system is to operations.
Critical - Business operations would stop without it
Important - Significant disruption if removed
Nice to Have - Helpful but not essential
This helps avoid recommending removal of core systems.
Optional space for additional information.
Examples:
Considering replacing next year
Only used by marketing team
Legacy system from previous platform
A software tool used to perform business tasks.
Example: HubSpot, Slack, QuickBooks.
Software as a Service
A cloud-based application accessed through a web browser rather than installed locally.
Examples:
Salesforce
Zoom
Asana
Customer Relationship Management
Software used to track customer information, sales opportunities, and communication.
Examples:
Salesforce
HubSpot
Zoho CRM
Application Programming Interface
A technical interface that allows software systems to exchange data.
Example: When your CRM automatically sends customer information to your email marketing system.
A connection between two software applications that allows data to move between them.
Examples:
CRM sending leads to marketing automation
Accounting system receiving payment data from Stripe
Software used to connect multiple applications together.
Examples:
Zapier
Make (formerly Integromat)
Workato
Middleware increases system complexity but can automate workflows.
A workflow where software performs tasks automatically instead of requiring manual work.
Example:
A new website lead automatically creating a contact in CRM and sending a welcome email.
Artificial Intelligence
Software that performs tasks typically requiring human intelligence.
Examples:
ChatGPT writing content
AI tools summarizing meeting notes
AI generating marketing copy
A central database where data from multiple systems is stored for reporting and analytics.
Examples:
Snowflake
BigQuery
Redshift
Tools that analyze data and present dashboards or reports.
Examples:
Tableau
Looker Studio
Power BI
The Technology Physical™ uses several metrics to evaluate your software environment.
Frictionless Portfolio Index
A score measuring overall technology efficiency.
Factors include:
number of applications
integration complexity
automation maturity
redundant capabilities
Higher scores indicate more complexity and potential friction.
Portfolio Density Ratio
Measures how many applications exist relative to company size.
Formula:
Number of Applications ÷ (Employees / 10)
Example:
30 apps and 50 employees:
30 ÷ (50/10) = 6
Higher ratios indicate software sprawl.
Integration Surface Index
Measures how complex system integrations are.
Factors include:
number of applications
number of integrations
middleware usage
infrastructure fragmentation
Higher scores indicate greater operational complexity.
Once the template is uploaded:
Applications are analyzed using AI-assisted diagnostics.
Capability overlap and redundant systems are identified.
Integration complexity is measured.
Consolidation opportunities are evaluated.
A Technology Physical™ report is generated.
The report typically includes:
technology health score
redundant applications
integration risk areas
potential cost savings
recommended next steps
To produce the most accurate diagnostic:
List all systems, even small ones.
Include tools used by different departments.
Add integrations when known.
Include AI tools and automation platforms.
The more complete the inventory, the more accurate the analysis will be.
If you have questions completing the template, contact the Capacera team for assistance at [email protected].