Digital Asset Inventory Worksheet: Printable Template for Executors
Why a Worksheet Matters More Than Memory
The average person has 100 to 200 online accounts. After a death, executors typically discover about 30 of them through bank statements and email receipts, leaving the rest invisible until a charge hits a closed credit card or a platform deletes the account after months of inactivity.
A structured inventory helps catch costly problems: subscriptions that keep billing, cloud data to preserve before closing an account, and self-custody cryptocurrency that is unrecoverable if its seed phrase or private key is missing.
What to Include in Your Digital Asset Inventory
A useful inventory captures seven categories. Each one contains assets that executors routinely overlook.
Financial Accounts
Bank accounts, investment platforms, PayPal, Venmo, Zelle, Cash App, and cryptocurrency exchanges (Coinbase, Kraken, Binance). For crypto, note whether assets are on an exchange (custodial — recoverable with probate documents) or in a self-custody wallet (requires the seed phrase or private key — no recovery without it).
Email Accounts
Gmail, Outlook, Yahoo, ProtonMail, work email. Email is the master key — password resets for every other service route through it. Prioritize these above everything else.
Cloud Storage and Photos
iCloud, Google Drive, Google Photos, OneDrive, Dropbox, Amazon Photos. These often hold irreplaceable family photos and personal documents. Retention and access policies differ by provider. If configured, Google's Inactive Account Manager can share selected data after a 3–18-month inactivity period; Microsoft deletes OneDrive data after one year of inactivity.
Social Media
Facebook, Instagram, LinkedIn, X (Twitter), Reddit, TikTok, Pinterest, Snapchat. Note the goal for each — memorialization, deletion, or content download — since each platform requires different documentation.
Subscriptions and Recurring Charges
Streaming (Netflix, Spotify, Disney+, YouTube Premium), software (Adobe, Microsoft 365, iCloud+), meal kits, gym memberships, news sites, domain registrations, web hosting. Pull the last three months of bank and credit card statements to catch everything.
Password Managers and Security
Bitwarden, LastPass, 1Password, Dashlane, Keeper, Apple Keychain, Google Password Manager. Also document two-factor authentication methods — which accounts use SMS codes, authenticator apps, or hardware keys.
Domains, Websites, and Online Businesses
Domain registrations (GoDaddy, Namecheap, Cloudflare), website hosting, Etsy or Shopify stores, monetized YouTube channels, Patreon or Substack accounts. These can have real monetary value and ongoing obligations.
How to Fill the Inventory
Step 1: Start with bank statements. Pull three months of checking and credit card statements. Every recurring charge is an active subscription or account.
Step 2: Search the primary email. Search for "welcome to," "your account," "subscription," "receipt," and "confirm your email." Each hit is an account to catalog.
Step 3: Check the browser. Chrome, Firefox, and Safari all store saved passwords. Export them (Chrome: Settings → Passwords → Export; Safari: System Settings → Passwords → Export). Each saved credential is a confirmed account.
Step 4: Check the phone. Review installed apps — each one likely has an account. Check Apple Keychain (Settings → Passwords) or Google Password Manager on Android.
Step 5: Search physical spaces. Look for written passwords in notebooks, sticky notes, filing cabinets, and safes. Check for hardware wallets (small USB-like devices from Ledger or Trezor) and printed seed phrases (12 or 24 random words on paper).
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For Each Account, Record These Fields
| Field | Why It Matters |
|---|---|
| Platform name | Identification |
| Username/email | Login identification |
| Password location | Where to find credentials (vault, browser, paper) |
| 2FA method | SMS, authenticator app, or hardware key |
| Account type | Financial, social, storage, subscription |
| Monthly cost | Total subscription drain calculation |
| Action needed | Close, memorialize, transfer, download, or cancel |
| Status | Not started, in progress, complete |
| Documents required | Death certificate, Letters Testamentary, court order |
Working Offline vs. Digital
Paper worksheets work well for initial discovery — you can carry one through the house while searching drawers and devices. But a spreadsheet becomes essential once you're managing 50+ accounts across weeks or months of platform response times.
The Digital Estate Toolkit includes both formats: a printable PDF worksheet for the initial sweep and a structured digital tracker with pre-built categories, platform-specific document requirements, and status tracking across the entire closure timeline.
One Category Most Executors Forget
Domain names and web hosting accounts deserve special attention. Renewal, grace, redemption, and auction timelines depend on the registrar and domain extension. Check the account's listed expiration date and current registrar terms promptly; an expired domain can be lost. If the deceased ran a business website or had a domain worth anything (short names, keyword domains), losing it to expiration is losing a real asset. Check the email for registrar renewal notices from GoDaddy, Namecheap, Cloudflare, or Google Domains.
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