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Preparing finance workflows for a data discussion

Use a scoped, practical approach to describing reconciliation, approval and reporting workflows for AI data licensing.

Reviewed 18 October 2026

Begin with a repeatable finance process whose outcome can be explained clearly. Reconciliation, exception handling, approvals and reporting are possible areas to discuss with a buyer, subject to its current requirements and the company’s permissions.

Map the evidence and the resolution

For the initial inventory, describe the types of records involved. Note whether the outcome is documented, whether exceptions have clear reasons and whether the workflow spans more than one system.

Set boundaries before preparation

Have the relevant company specialists identify confidential client material, third-party inputs and records requiring special handling. Define the smallest useful scope that the company is comfortable discussing.

Data-protection assessment is separate from document ownership. The ICO’s purpose-limitation guidance requires a lawful basis and an assessment of whether a new use of personal information is compatible with its original purpose.

Make the operational cost visible

• Who can explain the process and answer the buyer’s questions?
• How much effort would preparation and review require?
• Which exclusions could remove useful context?
• Who signs off on each proposed delivery?
• Can ongoing participation fit around normal operations?

A narrowly scoped discussion is a useful way to find out whether the buyer’s needs and the company’s available records overlap. This guide does not assess whether a particular dataset can lawfully be licensed.