AI Inventory for SMEs that use artificial intelligence

If your company uses a chat assistant, a CV filter or AI customer service: a Notion template to note which AI you use, for what and what the EU AI Act asks for.

Almost every company already uses third-party artificial intelligence, sometimes without calling it that: the chat assistant, the word processor’s writing aid, the tool that sorts CVs. The EU AI Act calls the company that uses it a "deployer", and asks of it things that can only be done by knowing which systems it uses.

The AI Inventory is a Notion template to keep it all in one place, without loose spreadsheets and without reading the whole Act.

39 USD plus any applicable taxes, calculated by the store Get the template

What it is for

• Note down each AI tool: what you use it for, who is in charge of it and whom it affects.
• See, for each one, an indicative level and the obligations that may apply to it, with their article and from when.
• Keep track of staff training and store the evidence (instructions, notices) next to each tool.
• Know when it is due for a review: each row calculates its "Next review".

Every regulatory item carries a summary, the link to the official text and the date it was checked. The template organises the information; to decide on a specific case, consult a professional.

What the AI Act asks of those who use AI

The EU AI Act has no article requiring those who use AI (the "deployer") to keep a record with fixed contents, like the GDPR record of processing activities. What it does ask of them rests on knowing which AI systems they use, for what and whom they affect. These articles explain it, with the article of the Act and the official source of each item:

• Is your company a deployer? Five questions
• EU AI Act checklist for SMEs: 12 points
• AI literacy (Article 4): what training the AI Act requires and how to document it
• What the AI Act prohibits from 2 December 2026 (and what an SME has to check)

What the template includes

• AI systems: The third-party AI systems the company uses, what for, who they affect and what the Regulation asks of them (indicative).
• Providers: The companies that supply the AI systems.
• Deployer obligations: What the AI Act requires from deployers, with the article and the date it applies from.
• Prohibited practices (Art. 5): The AI practices prohibited by Article 5 of the AI Act, with the date they apply from and the official text linked.
• AI Act timeline: The application dates of the AI Act as set by Regulation (EU) 2026/1744, with the article and the official text linked.
• Classification (Art. 6 and Annex III): The Article 6 rules for telling whether an AI system is high-risk and the eight Annex III areas, with the article and the official text linked. The areas have no date of their own: the Article 6(2) row says from when that rule applies.
• AI literacy (Art. 4): The AI training activities for staff and the systems they relate to.
• Evidence: Contracts, instructions, notices and records that document how the systems are used.

The preloaded rows, their sources and the dates they were checked, on the template page: AI Inventory.

Price

39 USD plus any applicable taxes, calculated by the store Get the template

You pay once on Gumroad and duplicate it into your Notion workspace from the purchase link.

The free sample

The free sample, EU AI Act timeline, includes part of the Inventory’s preloaded content and will be available soon. The application dates of the EU AI Act, the practices prohibited by its Article 5 and the deployer obligations, with their article and the official text linked.

Document organisation tool based on official texts; it does not constitute legal advice.