Answers are buried in folders
The information exists, but it is spread across drives, emails and old documents, and finding it takes longer than asking someone.
Custom AI assistant & knowledge search
Your Company Knowledge, One Question Away
We build a private AI assistant that searches your approved documents, SOPs and internal knowledge, so your team gets clear answers with a link to the source, and can turn that knowledge into checklists, summaries and drafts.
How it flows
Automated
- Team member asks Slack, Teams or web
- Searches your docs Approved sources only
- Answer with source Link to the document
- Task done Checklist or draft
Overview
What This Service Does
Every business builds up knowledge over time: procedures, policies, price lists, training material, templates and past projects. It is usually spread across shared drives, wikis, email threads and people’s heads. When someone needs an answer, they either search for a long time or interrupt a colleague.
A custom AI assistant is a private search and answer tool for your team. You choose which documents it may use. When someone asks a question in plain language, like “How do we handle a refund over $500?”, the assistant finds the relevant part of your documents, writes a short answer and shows exactly which document it came from. It can also turn your procedures into checklists, summarize long documents and draft emails based on your templates.
Problems this solves
Does This Sound Like Your Business?
New hires ask the same questions
Onboarding takes longer because new people do not know where things are or which version of a document is current.
SOPs are written but not used
Long procedure documents are hard to search when someone needs one answer right now, so people guess or ask around.
Experienced staff are interrupted
Senior people spend part of every day answering questions that are already written down somewhere.
How it works
How It Works in Practice, Step by Step
This is what happens behind the scenes once the automation is live. You set the rules once; the system follows them every time.
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1
You choose the sources
We connect only the documents and folders you approve, for example your SOPs, policies, price lists and training material. Nothing else is included.
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2
The documents are prepared
The assistant processes the approved documents so it can find the right section quickly. When documents are updated, the assistant uses the latest version.
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3
Your team asks a question
People ask in plain language where they already work, such as Slack, Microsoft Teams or a simple web page. No special commands or training are needed.
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4
The assistant answers with the source
It replies with a short, clear answer and links to the exact document it used, so people can check it. If it cannot find the answer, it says so instead of guessing.
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5
It helps with the next task
People can ask it to turn the procedure into a checklist, summarize a document or draft an email from your templates, then review it before using it.
Example use cases
How a Business Could Use It
Examples of what we can build for different types of businesses. Every project is designed around the client’s own process and tools.
Field service company
- Before
- Technicians called the office when they were unsure about a procedure, and the office was often busy.
- What we build
- Technicians ask the assistant on their phone and get the steps from the company manual, with a link to the full procedure.
- What changes
- Technicians get answers on site and the office is interrupted less.
Customer support team
- Before
- Agents searched through several policy documents while customers waited on the line.
- What we build
- Agents ask the assistant in a side panel and get the relevant policy answer with its source in seconds.
- What changes
- Customers get consistent answers and calls move faster.
Growing company
- Before
- New hires asked managers the same questions about tools, leave and expenses every month.
- What we build
- An onboarding assistant answers these questions from the employee handbook and links to the right form.
- What changes
- Managers spend less time on repeat questions and new hires settle in faster.
What we can automate
Tasks This Can Take Off Your Plate
- Answering questions about your procedures, policies and products
- Finding the right template, form or document
- Turning SOPs into step-by-step checklists
- Summarizing long documents or meeting notes
- Drafting emails or replies from your approved templates
- Helping new hires with onboarding questions
- Answering questions from support or sales teams during calls
- Showing which documents are out of date or missing
- Keeping access in line with each person’s role
You choose which of these you need. We start with the tasks that save your team the most time.
What your business gets
The Benefits
Answers in seconds
People find what they need without digging through folders.
Faster onboarding
New team members get reliable answers from day one.
Fewer interruptions
Experienced staff spend less time answering repeat questions.
More consistent work
Everyone follows the same approved procedures.
Results depend on your process, tools and volume. During the assessment we explain what is realistic for your business.
Development & implementation
From First Call to Launch
Each stage has a clear outcome, and nothing moves forward without your approval. Here is what we do, and what we need from you, at every step.
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Step 1
Discovery call
You tell us who will use the assistant, which questions slow them down and where your knowledge is stored today.
Your part: Write down ten questions your team asks most often.
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Step 2
Source selection
We agree which documents are approved, which are excluded, and who may see what.
Your part: Point us to the approved documents and confirm the access rules.
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Step 3
Build and connect
We connect your sources and set up the assistant in Slack, Teams or a web page.
Your part: Give us access to the document sources, using accounts you own.
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Step 4
Test with real questions
We test with the questions your team actually asks and check that every answer points to the right source.
Your part: Have two or three team members try it and share feedback.
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Step 5
Launch and train
We roll it out, show your team how to ask good questions and review what people ask to fill gaps in your documents.
Your part: Keep your key documents up to date.
Why custom
Built Around How Your Business Works
General AI chat tools know a lot about the world but nothing about your business, and you cannot control which information they use. A custom assistant only uses the documents you approve, follows your access rules, works inside the tools your team already uses and always shows its source, so people can trust and check the answer.
Your rulesThe automation follows the way your team already makes decisions.
Your toolsWe connect what you already use, so nobody has to learn a new system.
Your people in controlYou decide which steps run on their own and which need a person.
Getting started
What We Need From You, and What Happens Next
You do not need a technical brief. A clear picture of how the work is done today is enough to start.
Helpful to have ready
- The documents and folders the assistant may use (SOPs, policies, handbooks, price lists)
- Any documents or folders that must be excluded
- Who will use the assistant and whether access should differ by role
- Where your team prefers to ask questions (Slack, Teams or a web page)
- A list of common questions your team asks
- Any privacy or data rules you need to follow
Don’t have all of this yet? That’s fine. We can work it out together on the first call.
When you contact us
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Book a free call
Pick a 30-minute slot in your time zone, or message us on WhatsApp.
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Tell us about the task
On the call we ask how the work is done today and which tools you use. No preparation is needed.
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Get an honest assessment
We tell you what can be automated, the approach we recommend, and a timeline and quote.
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You decide
There is no obligation. Work only starts if you approve the proposal.
FAQ
Frequently Asked Questions
Still have a question? Book a call and ask us directly.
Ask on a callWe choose AI services and settings intended for business data, and before we build we explain exactly where your data is stored and how it is used.
It answers from your approved documents and shows the source. When it cannot find an answer it says so. AI can still make mistakes, so important decisions should be checked against the source.
Yes. Access can follow roles or the permissions in your document system, so people only get answers from documents they are allowed to see.
Common sources include Google Drive, SharePoint, OneDrive, Notion, Confluence and PDF files. We confirm your setup during the assessment.
This service is designed for your internal team. If you want an assistant for customers, see our Customer Support Automation service.
That is common. We help you choose which documents to start with, and the questions people ask show which documents need updating.
Free consultation
Discuss your project
Book a free 30-minute call in your time zone. Tell us about the process you want to improve, and we will tell you honestly what is possible.
Free consultation
Let’s Talk About Your Automation
Start with one process. We will assess it for free and give you a clear plan, timeline and quote.