Custom AI assistants and intelligent knowledge bases
AI assistants and internal search systems built on your business's own knowledge.
This service covers building custom AI-powered assistants and internal search systems that work directly from your business's own documents, product descriptions, internal processes or website content.
These are not general, free-chatting bots. They are strictly controlled, knowledge-base-driven systems (RAG technology). The assistant answers only from the official company data it is given, which avoids wrong information (hallucination) and unchecked answers.
Which areas and tasks can the system be used for?
- Customer support assistant embedded in your website
- Instant, around-the-clock answers for visitors and prospects in a discreet chat window on your website.
- Answers to common questions about products, services, pricing and delivery terms, based on your official descriptions.
- Collecting contact details and enquiries (lead capture) and forwarding them by email or to your CRM.
- Internal staff knowledge base (onboarding and day-to-day help)
- An internal assistant that helps train new hires and supports daily work (for example in Slack, Discord or a web interface).
- Search and answers from internal policies, process descriptions (SOPs), technical documentation or training material.
- Colleagues no longer spend hours searching shared folders; the assistant answers in seconds, with exact source references.
- Document and email pre-processing
- Automatic AI analysis and categorization of incoming customer requests, form submissions or emails.
- Automatically generated draft replies for a human team member to approve.
How is the solution built technically?
- Processing the data sources: Existing PDFs, Notion pages, Word files, Google Docs or website links are structured and indexed (organized into a vector database).
- Connecting the AI models: A secure API connection to reliable language models (Gemini, OpenAI GPT, Anthropic Claude or open-source models).
- Strict behavior rules (guardrails): Precise system instructions for the tone the assistant uses and what it does when your company material has no data for a question: it does not invent an answer, it points out the gap or hands over to a human.
- Building the interface: An embeddable, responsive web widget in colors that fit your site, or a closed internal interface for your team.
The steps of the project
- Reviewing the material: We go through the company knowledge you have and clarify the assistant's exact role and limits.
- Building and indexing the database: I structure the texts and build the search mechanism.
- Logic and prompt engineering: I set the behavior rules, the answer templates and the topics that are off limits.
- Testing and fine-tuning: I test the answers with dozens of real test questions and edge cases, so accuracy is assured.
- Embedding and handover: We place the assistant on the chosen website or channel, and I hand over everything you need to run it.
What does the handover include?
- The working, tested AI assistant built into the interface you chose.
- The uploaded and optimized company knowledge base.
- Monitoring during the first live days to check the quality of the answers.
- A short guide on how to update or extend the underlying documents in the future.
- Training for your team so they can use it precisely.
How we work and how it is priced
- Fixed project price: We work for a fixed amount agreed in advance, based on the amount of material to be learned and the features you want.
- A fair freelancer's approach: The goal is a reliable tool that really helps. If setting up accurate answers needs more thorough testing, the extra time does not increase the agreed price.
- Prerequisite: The direct API usage cost of the AI model (paid per query, usually a minimal monthly amount) is settled by the client with the provider through their own account. I help you create the account and set the limits.
Frequently asked questions
Won't the AI make false claims or mislead visitors?
No, because we use closed, knowledge-base-driven (RAG) logic. The model can only build on the official company descriptions, documents and guidelines you upload. I set strict behavior rules: if the AI cannot find a clear answer to a question in your material, it does not make anything up. It points out the gap and gives the contact details of your human support.
Is the internal data and documents I upload safe?
Yes. We use the models' official developer APIs (e.g. OpenAI or Anthropic), which, under their business terms, guarantee that submitted data is not used to train public models. Sensitive company data and internal knowledge stay only in your own closed vector database.
What monthly running costs should I expect on top of the development fee?
AI models bill by direct API consumption (by the amount of text processed, i.e. tokens). With the daily customer traffic or internal staff use of an average small business, this cost is typically negligible: only about 5–20 US dollars a month. You can also set daily and monthly spending limits in the account, so the costs are fully predictable.
How can I update the AI's knowledge when prices change or new products arrive?
I build the system so you do not need a programmer: you simply replace or extend the existing documents with new information, and the back end re-indexes the data. At handover I show you step by step how to upload new material.
Which interfaces and websites can the assistant be embedded into?
Into any website or webshop (WordPress, WooCommerce, Shopify, Wix, Squarespace, Webflow or a custom-built site), as a chat window in your own colors, with a single embed code. If it is for internal team use, it can be connected to a closed internal interface or directly to Slack or Discord workspaces.
