Case: An offboarding runbook that closed a $900/mo zombie-tool leak

Case: An offboarding runbook that closed a $900/mo zombie-tool leak

A team audited subscriptions and found 6 tools nobody used, plus access still granted to two ex-contractors. There was no offboarding process. They built one.

Run this whenever a contractor leaves or a tool is dropped.

Stage 1 — Access (Owner: ops)
☐ Revoke all logins (tracker, ad accounts, drive)
☐ Rotate any shared passwords they touched

Stage 2 — Billing (Owner: ops)
☐ Cancel or reassign their seats
☐ Confirm next invoice reflects the change

Stage 3 — Handoff (Owner: lead)
☐ Transfer owned campaigns to a named person
☐ Log who now owns what

Trigger: departure or tool cancellation.
Done-when: access zeroed, billing confirmed, owners reassigned.

Result: closed $900/month in unused seats and removed two stale access points in the first audit.

Save this. Run it every time.