Free printable
Digital Account Inventory: Free Printable
By Jason Su · Updated September 23, 2026
You cannot list your online accounts from memory. Almost nobody can, and the ones that cause trouble later are exactly the ones you forgot: the photo service you tried once, the rewards program, the old phone line that still bills a card. So this sheet does two jobs in order — first it shows you how to find the accounts you have, then it records what should happen to each one.
Why this is a separate sheet from a password list
A password log sheet answers one question: how do I get in? This sheet answers a different one: what exists, and who should have it?
- Memory is the wrong tool for discovery; your inbox is the right one. Every account you have ever opened sent you a message when you opened it.
- A password list assumes you already know what to write down. This sheet is the step before that — the map, not the key.
- The accounts that hurt are the ones with something attached: a balance, an automatic payment, your identity details, or content other people care about.
The part most people miss: your main email is the master key
If someone can open your primary email address, they can reset the password on most other accounts. That makes it both the most important line on this sheet and the one that needs the most care.
Two practical consequences:
- It belongs first on the sheet, with the strongest protection you have and two-factor authentication turned on.
- Someone else eventually needs the ability to reach it — that is a person decision, not a password decision. See what a digital executor is and how to leave digital passwords to family.
Step 1: find the accounts you have
Do not try to recall them. Search instead — this takes about twenty minutes and finds things memory will not.
| Where to look | What to search for |
|---|---|
| Email inbox | “welcome to”, “verify your email”, “confirm your account”, “your receipt from”, “your subscription” |
| Email inbox | Search for the word “unsubscribe” — every mailing list traces back to an account |
| Bank and card statements | Any recurring charge is an account. Two years of statements is enough. |
| Your phone | The app list itself, and the list of saved logins in your phone’s settings |
| Your browser | Saved passwords and autofill entries — often the most complete list you own |
The sheet
Accounts everything else depends on
| Account | Address or username | Who else can reach it | Notes |
|---|---|---|---|
| Primary email | Master key — protect it first | ||
| Second email (if you have one) | |||
| Phone carrier account | Needed to move or unlock a phone | ||
| Apple or Google account on your phone | Holds backups, photos, and 2FA codes | ||
| Password manager | Where the rest of the list lives | ||
| Two-factor app or device | Losing this locks you out of everything |
Money
| Account | What it pays or holds | Automatic payment? | Hand over / close / leave |
|---|---|---|---|
| Checking account | |||
| Savings account | |||
| Credit cards | |||
| Payment apps (PayPal, Venmo, Zelle) | |||
| Brokerage or retirement login | |||
| Pension or annuity portal | |||
| Utility accounts (power, water, gas) | |||
| Insurance company portals | |||
| Loan or mortgage servicer | |||
| Tax software account |
Identity and government
| Account | Why it matters | Action |
|---|---|---|
| my Social Security | Benefit statements and claims | |
| Medicare or health plan portal | Coverage and claims | |
| IRS online account | Tax records | |
| State tax account | State filings | |
| DMV or driver services | Licence and vehicle records | |
| USPS Informed Delivery | Mail records | |
| Patient portal and pharmacy | Prescriptions and records |
Photos, files, and memory
| Account | What is stored there | Where a copy also exists | Keep / memorialize / close |
|---|---|---|---|
| Cloud photo library | |||
| Phone backup account | |||
| Cloud drive or document storage | |||
| Social media | |||
| Old email archives |
An account with memories in it is a different kind of decision from a bank login. Some get closed, and some are kept as a memorial instead — see our guide to memorializing or deleting a Facebook account.
Everything else — the ones you forgot
| Account | Why it might still matter | Action |
|---|---|---|
| Shopping accounts | Saved card on file | |
| Streaming services | Keeps billing after you are gone | |
| Loyalty and rewards programs | Points with cash value | |
| Hobby sites and forums | Your posts identify you | |
| Old work or school accounts | May still hold files | |
| Subscriptions | The quiet ones your family keeps paying |
Use the Subscriptions and Bills Tracker for anything that charges you on a schedule. It is the fastest way to see the accounts nobody would notice.
The four actions, and what they mean
Every row ends with one of these. Deciding in advance is the whole point of the sheet.
| Action | Use it for |
|---|---|
| Hand over | Accounts someone needs to keep daily life running — utilities, bank, email, phone |
| Close | Nothing to keep and nothing worth paying for |
| Memorialize or leave | Social accounts holding content others may want to read or keep |
| Leave alone | Low value, no card attached, no identity risk |
How to use it
- Search the inbox before you write anything. Twenty minutes of searching beats an hour of trying to remember.
- Write the recovery address, not just the username. That is the line that unblocks everything else, especially for old accounts.
- Do the money section first. Money accounts create the urgent problems, and they are the ones a family must reach quickly.
- Give every row one of the four actions. An account with no decision is a decision to leave a mess.
- Store this sheet with the password list, and record where both live using the free Checklist Builder and the master checklist, so nobody has to guess.
Frequently asked
Should I write the passwords on this sheet?
No. This sheet is the map; passwords belong in your password manager, or on the password log sheet if you keep a paper copy. If you write passwords here, you have turned one sheet into a single point of failure.
What if I cannot remember whether I ever closed an account?
Assume it is open until you have checked. Search the inbox for that company’s name, and search two years of bank statements for the charge. If both come back empty, you can reasonably leave it off.
My main email is the master key — should I write it down?
Record where it is kept rather than the password itself, and make sure one other person can reach it. That is a conversation to have before it is needed, not after.
Does this replace naming a digital executor?
No. That is a person with authority; this is the list they will need on the day. The two work together — see what a digital executor is.
Next step
Start with Step 1 and the inbox search, today, while it is a fifteen-minute task. Then fill in the master-key section, and write down where this sheet and your password list are kept using the free Checklist Builder.
This is a blank record sheet, not security advice. Keeping a list of accounts on paper is a trade-off between being findable and being exposed — keep it physically protected, and never send a photograph of it by text or email.