Platform Governance
Part of Ecommerce platform governance
Maintaining an inventory of installed store apps
Build an app register for purpose, ownership, connections and billing, then reconcile it with store and supplier records.
Keep an app inventory that connects every installed tool to its job, owner, dependencies and billing route. Start with the platform's installed-app view, then reconcile it with external services and supplier records. A list of app names alone will not tell staff what can safely be changed.
Record the operating relationship
Give each app one row, even if it performs several tasks. Record its name and supplier, business purpose, approving owner, support contact and last review date.
| Field | What to enter |
|---|---|
| Job | The customer or staff outcome the app provides |
| Store connection | Platform app, sales channel, plugin, custom integration or external service |
| Touchpoints | Storefront, checkout, orders, inventory, reporting or another area |
| Billing | Platform bill, supplier bill, free plan or unconfirmed |
| Dependency | The data it uses and the work that would stop if disconnected |
| Decision | Keep, investigate, replace or retire after checks |
Record which apps need a closer data-access review. Keep the inventory focused on what is installed and how the store relies on it.
App inventory fields and their purpose
- Job
- The customer or staff outcome the app provides
- Store connection
- Platform app, sales channel, plugin, custom integration or external service
- Touchpoints
- Storefront, checkout, orders, inventory, reporting or another area
- Billing
- Platform bill, supplier bill, free plan or unconfirmed
- Dependency
- The data it uses and the work that would stop if disconnected
- Decision
- Keep, investigate, replace or retire after checks
Reconcile the platform view
For Shopify, compare the installed-app list with app charges on Shopify bills. Match each charge to an inventory row.
For a WooCommerce store, the WordPress Plugins screen lists installed plugins. WordPress plugin management also covers must-use plugins, so check hosting or deployment notes for those as well. Identify any external services that plugins connect to.
An inactive plugin is still installed. Record its status before treating it as part of a live workflow.
Neither admin view shows every contract. Compare it with supplier invoices, agency notes and services used by staff. If two names appear to serve the same purpose, find out whether they are alternatives, connected parts or an old tool left behind.
Keep the register useful
Create or update a row when an app is installed, changes plan, gains a new job or is removed. Resolve unknown owners and billing routes first. A tool with little visible storefront activity may still process orders or stock in the background.
At each review, ask the owner to confirm the job and support contact. Check whether the app still serves an active offer or order path, and whether another tool now performs its work. Note where charges appear, including Shopify bills and supplier invoices.
Retain a record after removal with its decision date and replacement process. The merchant's register should preserve the reason for the decision and any connections that need checking.
