How do I spot subscription tools billed to a marketing agency owner’s personal card?

Start with the work itself. Ask each staff member which platforms they log in to during a normal week, from design and scheduling to reporting and project management. Staff know the tools better than the owner does, and the list they give you is rarely the same as the one on the books.

Then match the list against what the company pays. Any tool in use that does not appear in company records may be on the owner’s card, hidden in a reimbursed expense, or tied to a personal email address.

Check the logins. Subscriptions registered to the owner’s personal email can be difficult to transfer, and some pricing plans do not move easily between owners. Ask which accounts the buyer will need to re-create. Finally, ask your accountant to adjust the monthly costs. Hidden tool costs change what the agency really earns, so they belong in the picture before you agree anything. Ask for a short written list of every recurring charge the owner pays personally for the agency, with the date each began. That turns a vague suspicion into something you and your accountant can check line by line. Jot down what you learn as you go, and take it to your adviser before deciding.

Key takeaways

• Ask staff, not just the owner, which tools they use every week.
• Compare the list with company statements and personal charges.
• Check whose email each subscription is registered to.