Every Answer. Instantly.
Your Documentation Exists. Your Employees Cannot Find It.
Enterprise AI Knowledge Base
We build custom AI-powered knowledge bases that answer employee questions by pulling information directly from your company documentation. Your own ChatGPT — trained exclusively on your policies, processes, and guides.
The Problem
Five signs your company needs this
If your team recognizes three or more of these, your company knowledge is costing you time, money, and momentum.
Employees spend more time searching for information than using it
~1.8 hrs/day lostNew hires take months to get up to speed because knowledge is scattered
3-6 month rampThe same questions get asked over and over — HR policies, processes, how things work
Repetitive loadDocumentation exists across Notion, Google Drive, SharePoint, and file servers — but nobody can find anything
5+ platformsCritical knowledge lives in people’s heads, not in systems
Single point of failureThe Solution
Ask a question. Get the answer.
Employees type a question in natural language. The system searches all connected documentation and returns a clear, sourced answer. No more digging through folders.
What We Build
Six components. One intelligent system.
Every knowledge base we build includes these layers. Together, they turn scattered documentation into instant, reliable answers.
Data Ingestion
Connects to and crawls all documentation sources. Ingests content into a vector database for semantic search.
AI Processing
GPT-powered analysis and answer generation. Searches documents, evaluates relevance, and produces sourced answers.
Web Interface
Clean Q&A interface where employees ask questions in natural language. Branded to match your company identity.
Admin Dashboard
Monitor searches, view answers, identify documentation gaps, and track usage patterns across the organization.
Auto-Sync
Re-crawls connected sources automatically to detect changes. Answers always come from the latest version of documents.
Role-Based Access
Control who sees what based on department or role. Employees only receive answers from documents they have permission to access.
Compatibility
We connect to where your documents live
Any platform with API access or exportable data. Any file type with readable text. Tested reliably with 1,500+ documents.
Platforms
File Types
Use Cases
Real questions. Real answers.
Every knowledge base is custom. These are real-world examples of how different organizations use the system every day.
Process
Six phases to your knowledge base
Total timeline: 6-8 weeks from discovery to deployment. Every implementation is scoped based on document volume, source count, and complexity.
Discovery and Scoping
Identify all data sources and platforms. Assess document volume and complexity. Define access control requirements. Deliver project scope and fixed quote.
Data Connection and Ingestion
Connect to all documentation platforms. Configure crawlers for each source. Ingest and process all documents into the vector database for semantic search.
AI Configuration
Configure the GPT processing layer. Train the system on the client’s documentation style. Set up role-based access controls and build initial Q&A testing scenarios.
Interface Development
Build the web-based Q&A interface and admin dashboard. Configure SSO authentication. Apply client branding — logo, colors, and identity.
Testing and Refinement
Client team tests with real questions. Identify and fix incorrect or missing answers. Tune system responses. Add additional documentation if gaps are found.
Deployment and Handover
Deploy to production — client infrastructure or managed hosting. Configure auto-sync schedules. Admin training and documentation. Go live.
Security
Not everyone sees everything
Role-based access ensures employees only receive answers from documents they have permission to access. Configured during setup.
What We Need From You
To build a knowledge base that delivers accurate answers, we need access to your content and an understanding of how your team works.
Existing Documentation
All current knowledge sources — FAQs, support docs, internal wikis, SOPs, and any content your team references regularly.
Platform Access
Access to the systems where the knowledge base will live and the tools it needs to integrate with — helpdesk, CRM, intranet, etc.
Common Questions
A list of the most frequently asked questions from customers or internal teams so we can prioritize content and test accuracy.
Questions
Common questions about AI knowledge bases
Standard search returns a list of documents. This system returns answers. AI reads the documents, understands the question, and provides a specific, sourced response — not a list of links to review.
The system is configured to answer only from connected documentation. If the information does not exist in the documentation, it tells the user it does not have an answer rather than guessing. Every answer includes a source citation.
Auto-sync re-crawls connected sources on a schedule you define — hourly, daily, or weekly. When documentation changes, the knowledge base reflects those changes automatically. No manual re-uploads required.
We have tested the system with 1,500+ documents and it performs reliably at scale. There is no hard limit — performance depends on the hosting infrastructure. Larger organizations may need more robust hosting.
Yes. Data stays within your infrastructure or our managed cloud. The AI processes documents securely. SSO authentication ensures only verified employees can access the system. Role-based access prevents unauthorized information exposure.
The current system is web-based. Slack and Teams integration is on our roadmap and can be quoted separately as a custom add-on if needed.
LLM API costs are separate and depend on usage volume. We provide an estimate during discovery based on expected query volume. The client manages the API key and billing directly with OpenAI or the chosen provider.
Monthly maintenance covers monitoring all data source connections, ensuring sync processes are running, answer accuracy checks, support for questions or issues, and minor adjustments. This applies whether the system is self-hosted or managed.
Your documentation has the answers. Let employees find them.
We build a custom AI knowledge base tailored to your documentation, your access rules, and your team. From discovery to deployment in 6-8 weeks.