# Software & cost

> Add, edit or import software, detect shadow IT and get subscription cost recommendations. Users and Admins edit, and only an Admin deletes.

- URL: https://nextit.tech/docs/software-cost/
- Language: English
- Other language: https://nextit.tech/fr/docs/logiciels-et-couts/
- Publisher: NextIT (https://nextit.tech/)

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# Software & cost

Add, edit or import software, detect shadow IT and get subscription cost recommendations. Users and Admins edit, and only an Admin deletes.

Inventory, shadow IT and subscription costs

## Key capabilities

-   Software & vendor inventory, always current
-   Shadow IT detection
-   Subscription cost optimization recommendations

## Learn more

[Open the feature page Inventory, shadow IT and subscription costs](https://nextit.tech/features/software-cost/) [Ask your AI assistant Use this feature from ChatGPT, Claude or any MCP client.](https://nextit.tech/docs/connect-your-ai-assistant/)

## See every tool your business pays for

Keep a live inventory of your software and vendors, detect shadow IT, and get recommendations to optimize your subscription costs.

Software & cost Flagged

Software & vendor inventory Live

Shadow IT detection Flagged

Subscription cost optimization Recommendations

Seats nobody uses Flagged

Redundant licenses Detected

## Before you start

-   You need the User or Admin role to add, edit or import software. Only an Admin can delete a software item.
-   A software item needs a name and a vendor.
-   Auditors can read the inventory and export it. They cannot change it.

## How to add software

1.  1

    Check the inventory

    Check that the tool is not already in the inventory.

2.  2

    Add the tool

    Select `Add software` to open the form.

3.  3

    Enter the details

    Enter the software name and the vendor. Both fields are required.

4.  4

    Choose the billing model

    Choose how you pay for the tool: monthly, annual, one-time or usage.

5.  5

    Save the item

    Save the item. It then appears in the inventory.

## How to import software in bulk

Import many tools at once from a CSV (comma-separated values) file.

1.  1

    Download the template

    Select `Template` to download a CSV file in the format that NextIT expects.

2.  2

    Upload your file

    Select `Import CSV`, then `Upload file`, and choose your file.

3.  3

    Review the changes

    Check each change before you apply it.

4.  4

    Apply

    Select `Apply` to save the changes.

## What you see

The inventory lists every software tool your company uses, with its cost, vendor, and data and privacy information. Each software item has six tabs:

-   **Overview**: the main details of the item.
-   **Cost**: the monthly cost history of the item.
-   **Risk**: the risk view of the item.
-   **Access**: a link to the Integrations Hub catalog. See [Integrations & people access](https://nextit.tech/docs/integrations/).
-   **Compliance**: the data type, personal information, data location, cross-border transfer, breach notification, impact assessment, privacy policy and certifications.
-   **Privacy**: start or resume the privacy impact assessment (`ÉFVP / DPIA`). Select `Save assessment` to keep a draft.

## Vulnerabilities

NextIT lists the known vulnerabilities of each software item. Users and Admins can refresh the list.

## Cost report and subscription analysis

Download the cost report as a PDF or a CSV file. Every role can download it.

Users and Admins can analyze your subscription costs with artificial intelligence (AI). Auditors cannot. The savings report lists possible savings. You can also ask a cost question in plain words.

## Common tasks

-   Search for a tool in the box `Search software or vendor…`.
-   Open a row to see the software item and its tabs.
-   Select `Key details` on a row to complete the fields that are missing.
-   Select `Export CSV` to download the inventory as a CSV file.
-   Use the row icons to view the history of an item, edit it or remove it. Only an Admin can remove an item.

## Tips

-   Check the changes of each import before you apply them.
-   Refresh the vulnerabilities of your main tools every month.
-   Your AI assistant can list or add software for you. It asks for your approval before it makes a change.

## Related

-   [Vendor management](https://nextit.tech/docs/vendor-management/)
-   [Integrations & people access](https://nextit.tech/docs/integrations/)
-   [Privacy & Compliance](https://nextit.tech/docs/privacy-and-compliance/)

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