Who this is for
- Owners and managers who are the walking manual: staff call them for prices, terms, procedures and “where is the file”.
- Distributors and manufacturers with price lists, schemes and product specs that change often and live in many WhatsApp groups.
- Professional-services firms and CA practices with contracts, filings and client rules that juniors must look up correctly.
- Healthcare operations, hotels and facility firms with SOPs that staff must follow but rarely read.
- Companies with a UAE branch where staff need the same answers in English and Arabic as the Kerala office gets in Malayalam.
What we build
- A document store that pulls in your SOPs, contracts, manuals, price lists and policies from Google Drive, SharePoint, email or a folder, and keeps them in sync.
- A chat interface on WhatsApp, Microsoft Teams, Slack or a simple web page, so staff ask where they already are.
- Retrieval that answers only from your approved documents, quotes the source and page, and says “I don't know” rather than guessing.
- Permissions by role: a sales rep sees price lists, not payroll; a site engineer sees method statements, not contracts.
- Malayalam and English questions on the same documents, with Arabic for UAE teams if needed.
- Version control: when a price list or SOP changes, the old one is retired and the answer changes the same day.
- A usage log showing what people ask, so you know which documents are missing or unclear.
Typical scope
A pilot usually covers one set of documents for one team, such as the price list and scheme circulars for the sales team, or the SOPs and checklists for operations. We load the documents, build a test set of real questions, tune until your own experts agree the answers are right, then roll out. This is not a general ChatGPT subscription for your staff and not a document management system; it sits on top of wherever your files already live. If you are a small team with a few dozen files, good folders in Google Drive and the search bar may be all you need, and a paid AI chat plan for a few staff is cheaper than a build. The system earns its cost when documents are many, change often, and the wrong answer costs money.
What you receive
- A working knowledge assistant on the channel your staff use, connected to your document sources.
- Role and permission setup, with an admin guide for whoever owns it after handover.
- A test set of real questions from your staff, with the answers checked by your own experts before go-live.
- Hosting in your own cloud or AI provider account, with the data staying under your control.
- A monthly running-cost estimate based on your document size and question volume.
- A measurement sheet comparing the agreed success metric before and after the pilot.