The list comes from the charges
A small company often pays for the chat, another tool, and sometimes an annual plan that does not hit the card this month. A list from memory leaves that charge out.
Write one row per charge you can see on the card or in the billing screen. If nobody can open the next charge, that row does not exist yet.
In ChatGPT Business an owner sees the invoice
In a ChatGPT Business workspace, only an owner opens Workspace settings, then Billing. That screen shows the paid seat count, the next charge, and past invoices. The self-serve plan is charged to the card.
At the start of each cycle you are charged for every Standard and Premium seat, assigned or not. Removing a person frees the seat for someone else. The charge stays until an owner schedules the reduction.
The reduction waits for the right cycle
Scheduling fewer seats does not change today's charge. The reduction starts at the next billing cycle. On an annual plan, seats you added stay committed until the next annual cycle.
On the row, that is the date that matters. For Claude, Copilot, or an API, open that product's billing screen and write down when the count can drop.
Two charges for the same job
If two rows pay for the same job, mark both before you cancel one. A thin month does not show whether that seat covers a month-end close or someone who is away.
Keep the row that has an owner, recent use, and a job the other row does not cover. The other one is the row to reduce on the date you wrote down.
What to write down this week
One row per charge: the tool, whether you pay for seats or usage, who can open billing, and the date the count can drop.
Those rows show what to look at first. An auditamia report reads the invoices and the export you pull yourselves. We do not log into the account. From €99, in 48 hours, with a verdict per tool: keep, reduce, cancel, or watch.