AI developers are licensing internal records from established companies to train their models. Process manuals, help desk history, CRM notes, project archives, QA logs and team chat all qualify. It is a license, so you keep your data and keep using it. Interested in selling? See if your business fits the program in under a minute.
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Put a price on the know-how that only lives in people's heads.
Every company has people who just know how things work: which client needs special handling, why the invoice process has that extra step, how to fix the machine when it jams. When that knowledge is never written down, it leaves with them. This calculator estimates the bill. Enter how many people leave each year, their average pay, how long it takes a replacement to get up to speed and what share of the job is not documented. It also counts the hours colleagues spend helping and the cost of mistakes while someone learns. You see the cost per departure, the cost per year and the yearly savings if you reduced the undocumented share. Every number comes with the formula behind it, so you can defend it in a budget meeting.
| Cost item | How it is worked out | Now | With better docs |
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Turnover costs show up as recruiting fees and job ads. Tribal knowledge costs show up as slow months, repeated questions and avoidable errors. They rarely appear on a report, which is why they keep getting ignored.
Employees with long tenure, solo specialists and founders hold the most unwritten knowledge. Interview them first, before any notice period starts, and turn what they say into short written guides.
Once know-how is captured in SOPs, guides and project notes, it stops being a risk and starts being an asset. It makes the business easier to scale and sell, and it is the kind of material AI companies pay established firms to license.
Tribal knowledge is information that is known by some people in a company but never recorded. It spreads by word of mouth, which works until those people leave, change roles or are simply unavailable when needed.
Add up the lost productivity while a replacement learns the role, the time colleagues spend helping and the cost of extra mistakes. Then apply only the share of the job that was not documented, since documented work can be learned from the records.
Workarounds for old software, unwritten client preferences, pricing exceptions, supplier contacts, how to run month end close, and the reasons behind past decisions. If a new hire has to ask a specific person, it is probably tribal knowledge.
Have experts record short screen videos or write one page SOPs for their key tasks. Keep a shared FAQ of questions new hires ask. Use structured handovers with a checklist when someone leaves.
Not everything. Focus on tasks that are frequent, high risk or known by only one person. Those give the biggest return and lower the cost shown by this calculator the most.