# How to bring up your records with your CPA or CFO > What to say to your CPA or fractional CFO about AI data licensing, when to say it, and calm answers on tax, independence, privacy and how they may be paid. By Matt Burns, Vaultfish. Canonical: https://vaultfish.com/partners/cpas-and-cfos/how-to-bring-it-up-with-your-advisor Published: 2026-10-01 Updated: 2026-10-13 Your CPA or fractional CFO already knows your numbers. That makes them a good person to ask one fair question about your records. You do not need a pitch. This guide gives you a few lines to say and calm answers to the worries that come up. ## When should you bring it up? Raise it during your annual advisory review, right where you talk about AI. You are both already thinking about tools and risk. Or raise it when you work on your AI policy, at the clause about company data. 1. **Results** 2. **Tax plan** 3. **AI and policy** Ask here. It fits. 4. **Next year** ## What can you say? Use your own words. This is a base. > "While we talk about AI, one question. Some AI labs pay to use old company records, like Slack and email. Most records are worth little, and some are worth a phone call. Can you look at ours with me?" If your CPA asks what that means, use the picture. > "It works like renting a room in a house we own. A lab uses the records for a while, under rules. We keep the house. Our lawyer reads every contract first." Ask about fees early. > "If you send me to anyone for this, will you earn a referral fee? If so, please put it in writing." _Ask the fee question before anyone gets attached to a plan. It is a short line and it saves an awkward week._ If your CPA's firm does your audit or review, they skip the fee. They may check with their independence lead first. **3 min** About three minutes for you to see a first result ## Six worries, with calm answers _Every worry gets a calm answer. Glim made a list._ ### "Is it safe for our staff and customers?" A fair and big worry. Records hold other people's information. Daniel Goldberg, a partner at Frankfurt Kurnit, flags third-party secrets, trade secrets, waived privilege and protected employee talk in a [2026 note](https://technologylaw.fkks.com/post/102o455/selling-company-data-for-ai-training-what-to-know-before-you-say-yes). Nothing moves without your yes and your lawyer's read. Our [risks page](/risks) lists each issue. ### "Is that money real?" Some is. Small shutdowns sold archives for $10,000 to $100,000 each, per [Gizmodo](https://gizmodo.com/failed-companies-are-selling-old-slack-chats-and-email-archives-to-train-ai-2000747916). Google won the auction for one airline's archive with a $10 million bid, and court approval is pending, per [Time](https://time.com/article/2026/08/25/google-spirit-airlines-ai-data-RL/). Those are ranges from public deals. Many records are worth little. **$10K to $100K** What small shutdowns have sold their archives for ([source](https://gizmodo.com/failed-companies-are-selling-old-slack-chats-and-email-archives-to-train-ai-2000747916)) **$10M** Google's winning bid for one airline's archive. ([source](https://time.com/article/2026/08/25/google-spirit-airlines-ai-data-RL/)) ### "Is this a distraction?" It can be a small one. The check takes about three minutes. If the result is thin, you file the page and move on. That is a fine result. ### "How would my CPA get paid?" Ask them straight. A CPA who sends you to us may earn a referral fee if a deal closes. The fee comes from Vaultfish, out of our own referral fee, and you pay nothing extra for the check. Your CPA tells you in writing first. Some CPAs take no fee at all. You can also run the free [data check](/business) yourself, with no one in between. ### "Does this affect my CPA's independence?" It can, if their firm does your audit or review. In that case they take no fee and check with their independence lead before suggesting anything. The [terms guide](/partners/cpas-and-cfos/referral-terms) has the rules. ### "What does this do to our books and taxes?" Any proceeds would need to be booked and taxed, and that is your CPA's call. We do not give tax advice. The point of the check is to learn if there is anything to book. ## What to do after the talk 1. Run the free [data check](/business) and share the result with your CPA. 2. Fill in the [data map](/tools/data-map) if you want to list your systems. 3. [Send Matt a note](/contact) if the result looks worth a call, or read the [buyer comparison](/buyers) first. If your CPA sends us your name, we tell you they did. We let your CPA know once we have talked with you. ## Keep it plain - Say "records," not "data." - Use the rented-room picture. Skip the tech. - Ask for numbers with their source, as ranges. - Distrust anyone who promises an amount. ## Questions owners ask ### What if my CPA says my records are not worth a look? A CPA who says no has given you a fair answer. Note it in your annual review file and move on, or run the free Vaultfish data check yourself. ### Which companies should raise AI data licensing with their CPA? Companies with 20 or more staff and years of Slack, email or CRM history fit best. Handshake AI asks for 20 or more full-time staff. For micro1 the floor is 30 or more staff, and a smaller company can still run the free Vaultfish data check to find out where it stands. ### Do I need to understand AI to raise data licensing with my CPA? No. The Vaultfish data check asks about your headcount, years of records and systems in plain words. Your job is to ask your CPA the question. ### Where does my CPA write down the records question? Your CPA adds a one-page Records and AI section to your annual review. It lists the systems that hold records, the years they cover, who holds the admin login and what limits sharing. _Vaultfish helps you run the process. We are not lawyers and this is not legal advice. If you need counsel who knows this area, we can point you to one._