We map every AI tool your team is actually using — including the ones leadership doesn't know about — and set up a lightweight approval flow for new tools and use cases. Routine asks go to a named ops owner; non-routine asks go to a small review group with explicit criteria. No procurement committee, no vendor risk audit, no governance platform purchase.
Common pain points
You don't have a real list of which AI tools your team is using — anything more than "ChatGPT and maybe Notion AI" is a guess.
New AI tool requests get approved by whoever happens to be asked first, with no consistent criteria.
The same AI tool gets approved for one team and quietly used by another, with no record either way.
Senior people get pulled into routine approval decisions that could have been handled by an ops owner.
When someone asks "is this tool approved?", nobody can point to a written answer.
Leadership wants to know what's running and what's coming, but doesn't want to buy a governance platform or run a procurement committee.
Tool inventory and approval flow are an ops discipline. The inventory tells you what's actually running. The approval flow tells you what gets in next. Both live in a tool your team already uses — a shared spreadsheet, Notion, Confluence, Airtable — not a governance platform you have to buy. We map your current AI tool surface area through interviews and team review, set up the approval flow with named owners and explicit criteria, and leave you with a runbook your team operates monthly. The approval flow uses the AI usage policy as its criteria for deciding what is allowed, what needs review, and what stays out. We're not a procurement consultancy. We don't run vendor security audits, draft SOC 2 vendor assessments, or implement enterprise GRC tooling. We do one thing: lightweight operational visibility and a decision path that fits a 10–500 person B2B team.
What we deliver
Area 1
We interview team leads across functions and review the AI tools the team is using day to day, including the ones leadership doesn't know about. The map covers tool name, who uses it, what data class it touches, and current approval status. Output: a populated inventory in the tool your team already uses.
Area 2
We design the inventory schema (tool, owner, data class, status, last reviewed, exceptions) so it stays useful without becoming a tracking burden. Every entry has a named owner who can update it. No dedicated admin role required.
Area 3
We define explicit criteria: which requests auto-approve, which go to the ops owner for routine review, which escalate to a small review group, and which require security or legal input from outside the team. The matrix is the decision contract — not a 12-step request form.
Area 4
Routine asks go to a named ops owner who normally decides within 48 hours using the matrix. Non-routine asks go to a small monthly review with the same criteria. No three-page request form, no SLA-tracked workflow, no governance committee meeting.
Area 5
We set up a 30-minute monthly review where the named ops owner walks through new tools added, requests handled, exceptions raised, and anything that needs the rules updated. The review is on the calendar, the runbook is written, the team runs it without us.
Area 6
By the end of the engagement, your team has the inventory live, the approval flow running with named owners, and the runbook written. No retainer, no recurring tool license, no permanent dependency on us.
You actually know which AI tools your team is using, by name, by owner, and by data class.
New AI tool requests get a consistent answer through the approval flow, not through whoever picks up the message first.
Senior people stop being pulled into routine approvals — the ops owner handles them with the matrix.
Shadow AI surfaces as part of the monthly review, not as a surprise during an incident.
The inventory and flow live in tools your team already uses, with no new platform subscription.
The team can run the system after we step back — no retainer, no permanent dependency.
In the tool your team already uses — a shared spreadsheet, Notion, Confluence, Airtable, whatever you have. We don't sell or recommend a governance platform. The inventory is a list with structure, not a SaaS subscription.
No. Vendor risk audits look at the vendor's security, privacy, and contractual posture. This work is operational visibility: what's running in our team and how do we decide what gets in next. If you need a vendor security review for a specific tool, you need a security or privacy specialist; we'll say so and point you to one.
No. Governance platforms target enterprise. For a 10–500 person team, a shared spreadsheet or a Notion database with the right schema and a named owner gives you 90% of the value at 0% of the platform cost. If you've outgrown that, we'll say so on the call.
No. We do not run cybersecurity audits, network scans, DLP discovery, or penetration testing. Tool inventory here is an ops discipline (team interview + team review), not a security discovery scan. If you need cybersecurity work, you need a security firm; we'll say so.
For routine asks (matching the matrix): normally 48 hours through the named ops owner. For non-routine asks: the next monthly review (or a same-week call if it can't wait). No three-page form, no SLA-tracked workflow, no queue.
Vendor security audits, cybersecurity reviews, procurement compliance, enterprise GRC platform implementation, contractual vendor risk assessment, SOC 2 readiness work, or governance platform selection. We do one thing: operational inventory and a lightweight approval flow that fits a 10–500 person B2B team.
We help your B2B team set up the operating rules, tool inventory, approval flow, and data handling rules you actually need to use AI safely — written with th…
Read moreRules your team uses, not a template they ignoreWe write your AI usage policy with the people who actually use the tools, in one page they can read and edit when reality changes. Clear rules on what's allo…
Read moreBook a call to scope your AI tool inventory and approval flow work. We'll talk through what your team is using today, where shadow AI might be hiding, and how lightweight the approval flow needs to be to fit your team. If you actually need vendor security audits or a governance platform, we'll tell you and point you in the right direction.
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