Buyer template · Exit checklist · Updated 2026-07-07

AI Vendor Offboarding Checklist

A copyable exit checklist for turning off an AI vendor without losing data, leaving seats active, or breaking downstream workflows.

When to use it: Use this before canceling, downgrading, replacing, or consolidating an AI tool that already has team data or active seats.

Before cancellation

Name the owner for the offboarding plan and the date the tool should stop being used.
List the workflows, automations, integrations, shared links, and scheduled jobs that currently depend on the tool.
Export or archive any data the team must keep, including prompts, transcripts, documents, automations, settings, or audit records.
Decide which replacement tool, manual process, or wait-for-now path will own each affected workflow after shutdown.

Remove or suspend users, service accounts, browser extensions, integrations, API keys, and shared workspace access.
Request deletion or retention changes for vendor-hosted data when the vendor supports it, and record the confirmation path.
Check whether exported files, local sync folders, or connected drives still expose sensitive data after access is removed.
Update internal docs so teammates know the tool is no longer approved for new work.

Confirm the plan is canceled, downgraded, or non-renewing before the next billing date.
Record any remaining retention window, final invoice, refund terms, or contract notice period.
Schedule a follow-up check to confirm no one re-created access or kept using the old workflow through a personal account.

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Not sure which stack fits first?

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