Plug the Information Leak with a SPOT Document.

Every founder has that moment. 

The one where you're on a call with an investor, and they ask for your company registration number. Or you're briefing a designer, and you can't remember the exact hex code for your brand. Or worse—you're halfway through a legal dispute, and nobody can find the original agreement.

That sinking feeling? It's your business telling you something important.

You need a SPOT.

What is a SPOT Document?

SPOT stands for Single Point of Truth—and it's exactly what it sounds like.

It's a master document (preferably digital) that contains every essential piece of business information. Passwords. Contracts. Contact details. Business plans. Tax numbers. Brand guidelines. The Wi-Fi password for your office. Everything.

Think of it as your company's brain—a living, breathing instruction manual that anyone in your business can reference when they need answers fast. No more digging through email chains. No more asking "where did we save that?" No more relying on your memory for critical details.

Without a SPOT, you're playing a high-stakes game of "where did I put that?"—and sooner or later, you're going to lose.

Why Every Founder Needs One

Here's the truth nobody tells you about starting a business: the chaos compounds.

Day one, you can keep everything in your head. By month three, you've got passwords scattered across sticky notes, contracts buried in email threads, and critical details locked inside the minds of people who might not be around forever.

A SPOT document is your insurance policy against:

• Forgotten details: Ever tried to remember which accountant you spoke to six months ago? Or what payment terms you agreed to with that supplier?

• Lost contracts: Because "I'm sure it's in my downloads folder somewhere" isn't a legal defence.

• Strategy disagreements: When everything's documented, there's no "I thought we agreed to something different."

• Key person risk: If someone leaves (or gets hit by a bus), the business doesn't grind to a halt.

• Wasted time: Every minute spent hunting for information is a minute not spent building.

What Your SPOT Should Track

Your SPOT isn't a novel—it's a reference guide. Here's what belongs in it:

Business Foundations

• Company name, ABN, ACN, TFN

• Business structure details

• ASIC registration information

• Key dates (incorporation, financial year end)

Legal & Compliance

• Registered business address

• Insurance policy details

• Key contracts and agreements (with links to originals)

• Shareholder agreements

• NDAs and IP documentation

Financial Details

• Bank account details

• Accountant contact information

• Payment gateway accounts

• Superannuation fund details

• GST registration status

Brand & Identity

• Logo files (all versions)

• Brand colours (hex codes, RGB, CMYK)

• Typography specifications

• Taglines and key messaging

• Brand voice guidelines

Digital & Tech

• Domain names and registrar details

• Hosting information

• Key software subscriptions

• Social media handles and login credentials

• Website login details

Contacts

• Accountant, lawyer, insurance broker

• Key suppliers and partners

• Important client contacts

• Team member details and emergency contacts

Operational

• Business hours

• Key processes and SOPs

• Meeting schedules

• Ongoing project status

Where to Keep Your SPOT

Google Drive. Full stop.

If you don't have an account, set one up here: Setup Gmail Account.

Here's why:

• Accessible from anywhere — Phone, laptop, tablet, borrowed computer at 2am in a hotel lobby.

  
  

• Shareable — Give access to your co-founder, accountant, or new team member in seconds.

  
  

• Un-shareable — Revoke that access just as fast when needed.

  
  

• Version history — See what changed and when.

  
  

• Free — Until you need more storage than most businesses ever will.

Create a dedicated folder for your SPOT document and any supporting files (contracts, brand assets, etc.). Keep it organised. Keep it updated. Treat it like the lifeline it is.

The Bottom Line

Your business generates information every single day. Client details. Financial decisions. Strategic plans. Passwords. Without a system to capture it all, you're building on quicksand.

A SPOT document takes maybe two hours to set up properly. Those two hours will save you hundreds—maybe thousands—down the line.

Get The SPOT Template → (You'll need a Gmail account to access it, set one up here)

Stop guessing. Start documenting. Get your SPOT sorted.

The Startup Deck includes a free SPOT Template in our digital resource library. Download it, fill in the blanks, and never play "where did I save that?" again.

Get The Deck →