EU AI Act · AI Inventory Software

AI Inventory Software for the EU AI Act

The EU AI Act requires companies to know and prove which AI systems they use. AI inventory software captures every system centrally – with purpose, vendor, risk class and owners – instead of scattered spreadsheets. SimpleAct turns the AI inventory into audit-ready evidence.

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What is an AI inventory?

An AI inventory (or AI register) is the complete record of all AI systems used in your organisation – whether built in-house, purchased or embedded as a feature in existing tools (e.g. Microsoft Copilot, ChatGPT). The EU AI Act assumes it: without an overview of the AI in use, you cannot determine risk classes or meet obligations. AI inventory software keeps this record current, structured and exportable – the foundation of any AI Act compliance.

What good AI inventory software must do

Central capture

Every AI system with purpose, vendor, data types and owners in one place – in under 5 minutes each.

Automatic risk class

Guided classification under the EU AI Act (minimal / limited / high) straight from the inventory.

Uncover shadow AI

AI Discovery finds AI usage nobody reported – via Entra ID, network logs and Intune.

Ownership & roles

Clear responsibilities per system, role and permission management for legal, IT and DPO.

Export & reports

Inventory as PDF/JSON for audits, supervisory authorities or advisors – always current.

Audit-proof history

Audit log over all changes – who changed what in the inventory and when.

From the first system to a complete AI inventory

Capture all AI systems in use (incl. features inside existing tools)
Record purpose, vendor, data types and ownership per system
Determine the risk class under the EU AI Act
Uncover shadow AI via AI Discovery and promote it
Derive documentation duties per risk class
Keep the inventory exportable and audit-ready

Shadow AI: 50% use AI without IT’s knowledge

According to the Software AG Shadow AI Study, half of knowledge workers use AI tools without approval. What is not in the inventory cannot be documented – and without documentation there is no compliance. That is exactly why active AI detection belongs in any AI inventory software.

Frequently asked questions about AI inventory software

Is a spreadsheet enough as an AI inventory?

For starting out yes, but not for evidence: spreadsheets lack risk classification, versioning and an audit log. During an audit the traceability is missing. AI inventory software connects capture, risk class and documentation in one process.

Do purchased AI tools belong in the inventory?

Yes. As an operator you are responsible under the EU AI Act for every AI system you use – including Copilot, ChatGPT or AI features in existing software.

How do I find AI nobody knows about?

With AI Discovery: SimpleAct uncovers shadow AI via Microsoft Entra ID sign-ins, network/proxy logs and the Intune app inventory, and promotes findings straight into the AI inventory.

How fast is a system added?

Usually under 5 minutes per system – including automatic risk categorisation.

Build your AI inventory with SimpleAct

Add your first AI system, let the risk class be determined automatically, and export an audit-ready inventory.

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