A keep-or-review sheet should record the buyer's instruction, not invent it

Build the pack around evidence

Include a source register, ledger, descriptor-to-vendor map, exception register, supplied renewal-date table, supplied owner table, and reconciliation to the included transaction rows. Each vendor page should show the observed charges, date range, amount range, apparent cadence, invoices or receipts supplied, known workspace or product, and unsupported fields. Keep links or source identifiers local to the secure handoff rather than copying private document locations into public material.

State the preparation scope on the first page: entity, period, accounts and files included, currencies, row counts, excluded sources, and preparation date. A reviewer should be able to determine what the pack cannot show. Missing records, unsupported vendor identities, incomplete months, and conflicting dates belong in the executive view because they constrain every later decision.

Reserve instructions for the buyer

Provide an instruction field with controlled values such as buyer marked keep, buyer requested review, no buyer instruction, and resolved by buyer. Record the date, person, and source of the instruction. Do not infer keep from recent use, review from a high amount, or cancellation from a missing owner. Usage, necessity, contract rights, switching cost, security, and business importance require context the transaction records do not contain.

The preparer may flag a duplicate-looking charge, unknown vendor, missing document, or conflicting date because each describes the record. The preparer should not label spend wasteful, recommend a plan change, negotiate, contact the vendor, approve payment, classify the expense, or calculate savings from a hypothetical cancellation. These boundaries keep the deliverable useful to the accountable reviewer without posing as professional judgment.

Preserve the handoff and decision history

Export the ledger in an editable format and a fixed dated snapshot. Include column definitions, normalization rules, source-file hashes or stable identifiers, and an exception log. When the buyer resolves a row, append the instruction, reviewer, date, and supporting evidence rather than deleting the earlier unknown. That creates a factual history the buyer can compare with later source periods.

Reality Contact, LLC produces this pack through Software Spend Record. The buyer writes every keep or review instruction and transfers the pack to its responsible finance or procurement human. The service performs no bookkeeping, accounting, tax, legal, financial, or procurement work and makes no recommendation about renewal, cancellation, necessity, price, or vendor selection.

Where the service stops

Reality Contact, LLC prepares a factual inventory and document pack but does not provide bookkeeping, accounting, tax, legal, financial, or procurement advice; verify vendors; approve charges; judge necessity; negotiate; cancel; renew; or decide which software the buyer should keep. The buyer confirms source completeness, resolves unknown vendors, supplies renewal dates and responsible owners when known, writes its own keep or review instructions, and hands the ledger to its accountable finance or procurement professional. The service is informational document preparation and does not replace bookkeeping, accounting, tax, legal, financial, procurement, contract, or vendor review by accountable professionals. The buyer controls source completeness, resolves vendor identities, writes every keep or review instruction, and gives the ledger to its responsible finance or procurement professional.