Control IT hardware and managed services spend by making the asset and contract truth visible: inventory → lifecycle workflows → invoice QA → renewal discipline.

Primary outcomes:

• Cost reduction: reduce unused devices, misbilled support, unmanaged refresh cycles, and vendor drift
• Risk mitigation: tighter access/offboarding, fewer lost assets, better service accountability
• Carbon impact (optional): lifecycle discipline can reduce waste, but this kit is cost/risk first

Beginner truth: IT cost control starts with a simple question: What assets and services do we pay for, and who owns them?

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What you’ll build

1. IT Asset Inventory (devices + key support contracts)
2. Assignment + lifecycle workflows (provision → transfer → return → wipe → dispose)
3. Support contract mapping (what’s covered, at what rate, for what count)
4. Invoice standards (billed counts match inventory; changes are approved)
5. Renewal calendar (MSP/support contracts are frequent auto‑renew traps)

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Step-by-step

Step 1 — Build the IT Asset Inventory

Include:

• device ID / serial
• user/department
• status (active / spare / in repair / retired)
• cost model (lease vs buy)
• support/warranty coverage

Step 2 — Install lifecycle workflows (this stops leakage)

Key failure points:

• devices not returned when people leave
• leases not ended
• support counts not reduced

Step 3 — Map support contracts to assets

For each support/MSP contract:

• what assets/users are covered
• rates and escalation
• minimums and overages
• reporting requirements

Step 4 — Invoice QA rules

Monthly verify:

• device counts vs inventory
• support fees vs contracted schedule
• project fees vs approved SOWs
• credits and adjustments applied

Step 5 — Renewal discipline

Track:

• contract end date
• notice windows
• escalators
• termination / transition terms

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Templates (copy/paste)

1) IT Asset Inventory

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2) Provision/Return Checklist

Copyable template (TEXT)
Copy
IT Provision/Return Checklist

Provision:
- asset assigned to user
- access set up per policy
- inventory updated

Return/Offboarding:
- asset returned (date)
- access removed
- device wiped
- lease/support billing adjusted
- inventory status updated

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3) Support Contract Mapping

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4) Monthly Invoice QA Checklist (IT)

Copyable template (TEXT)
Copy
IT Invoice QA Checklist

- billed devices/users match inventory counts
- support fees match contract schedule
- project charges have approved SOW/PO
- shipping/handling fees are supported
- credits applied are verified

Outputs:
- anomalies log
- disputes initiated where needed
- inventory and contract mappings updated

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Related resources (guaranteed to exist)

• SaaS Seat Reclaim Savings Calculator (saas-seat-reclaim-savings-calculator)
• Invoice Integrity Copy Pack (invoice-integrity)
• Contract Repository and Clause Extraction Copy Pack (contract-repository-clause-extraction)
• Renewal Control Copy Pack (renewal-control)
• Vendor Performance and QBR Copy Pack (vendor-performance-qbr)
• Device Inventory Reclaim Savings Calculator (device-inventory-reclaim-savings-calculator)

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Definition of Done

• inventory exists and is maintained
• lifecycle workflows prevent “lost assets” and lingering billing
• invoices match inventory and contract terms
• renewals are tracked early enough to negotiate