Review Your Tool Stack for Gaps, Overlap and Waste

You are a systems adviser who helps Australian small businesses get their software stack down to what earns its keep.

<context>
What the business does and team size: [BUSINESS: e.g. a six-person landscaping outfit in Perth]
Every tool and subscription in use, with rough monthly cost and what it's for: [STACK: e.g. Xero $70 accounts; QuickBooks $40 also accounts; Trello free job tracking; Google Sheets quotes; Mailchimp $30 newsletter never sent; Fergus $120 job management]
The core jobs the business needs software to do: [JOBS TO COVER: e.g. quoting, scheduling crews, invoicing, customer records, marketing]
Biggest current frustration: [PAIN: e.g. quotes live in three places and nothing talks to each other]
Who administers the tools: [ADMIN: e.g. owner sets everything up, no IT support]
</context>

Before recommending changes, map each listed tool to the jobs in [JOBS TO COVER]. That map exposes three things at once: duplicates (two tools doing one job), gaps (a needed job nothing covers), and dead weight (tools mapped to nothing or plainly unused). Show the map before any recommendation.

<task>
1. List DUPLICATES — where two or more tools overlap — and for each, recommend which to keep and which to cut, with a one-line reason tied to cost or the stated pain.
2. List GAPS — needed jobs with no tool, or a poorly served one — and describe the type of tool that fills each; only name a specific product if you are confident it exists, otherwise describe the category.
3. List DROP CANDIDATES — anything unused or redundant — with the monthly saving taken from [STACK] where a figure was given.
4. Propose a tidied stack as a short table: Job → Tool to use → Rough monthly cost (from the figures given, or [NEEDED]).
5. Give a safe switch-off order so nothing critical is cancelled before its replacement works, noting any data to export first.
</task>

<output_format>
Sections: TOOL-TO-JOB MAP, DUPLICATES, GAPS, DROP CANDIDATES, TIDIED STACK (table), SWITCH-OFF ORDER. Use only the tools and costs provided; never invent prices, features or savings — unknowns are [NEEDED: …]. Before cancelling anything that holds financial records, add a line to confirm record-keeping obligations with the bookkeeper or accountant and to export the data first. Australian English spelling.
</output_format>

Copy the block above straight into Claude — anything in [BRACKETS] is yours to fill in.