The AI knowledge system
Your quotes, files, mailboxes and records indexed once and tagged properly, with access scoped per person. On top sits AI that answers from your material, not the internet, and drafts the work your people spend their days on. The first workflow goes live in weeks, with the payback estimated before you commit.
Discuss your projectBuilt after the workshop, never cold. The map says what to index and what to build first.
Fixed quotes for the spine and the first build. Then one monthly fee, AI costs included.
Not quarters. Each further build is scoped and quoted on its own.
Every output is a draft for a person to check. The owner keeps sign-off.
From files and mailboxes to one system of knowledge
Most small firms already have the raw material. Years of quotes show how you price. Job files show how work is done. Mailboxes hold every customer conversation. The problem is that none of it is organised to be used — so people ask the owner instead.
- Sources. We connect the places your knowledge already lives — Microsoft 365 or Google Workspace mailboxes, shared drives, quoting and job systems, spreadsheets, records — read-only to begin with.
- Indexing and tagging. Each document is indexed once and tagged with what it is, who it concerns and what it's good evidence for. This is the spine.
- Access scoped per person. The firm map says who should see what. A new estimator sees quotes and specifications; they don't see payroll. Permissions follow your existing ones.
- Retrieval, not recall. When someone asks a question, the AI finds the relevant quote, file or precedent in your material and answers from it, with the source attached. It does not answer from general internet knowledge.
- Drafting. For the workflows in the map, the AI assembles the draft — the quote, the reply, the report — for a named person to check and send.
Three stages, each quoted before it starts
Spine
Index and tag the knowledge base identified in the firm map, with access scoped per person. Quoted after the map.
Fixed quoteFirst build
The highest-return workflow from the map goes live — quoted with a payback estimate up front, so the decision is a business one.
Live in weeksRun & extend
A monthly fee that includes the AI costs: hosting, model usage, monitoring and support. One predictable number, nothing metered. Further builds prioritised to ROI and shareholder value.
Monthly, AI costs includedHow to think about the cost: a part-time admin runs £12–15k a year; a junior estimator £28–35k. The spine works for everyone in the firm at once — and it doesn't hand in its notice.
Scope, support and what we don't do
Included
- Design and build of the spine and each agreed workflow, by the person you met in the workshop.
- Hosting, AI model usage and monitoring, inside the monthly fee.
- Support and small changes as your business changes — new products, new people, new templates.
- Documentation of your method as it is captured: playbooks, rules and templates, with an author, a date and a history. The method belongs to you.
What we need from you
- Read-only access to the agreed sources, set up with your IT provider if you have one.
- A named person to review each workflow's drafts during the first weeks.
- Decisions when we ask for them — usually about what "good" looks like.
Out of scope
- We don't replace your accounting, CRM or job-management systems. The spine sits alongside them and reads from them.
- Nothing is sent to a customer, supplier or regulator without a person approving it. We don't build unattended automation of external communication.
- Your material is not used to train general AI models, and the system never answers from the open internet as though it were your data.
The software, the model, and the method
The software belongs to the supplier. The AI model belongs to its provider. The method belongs to the expert — your way of pricing, choosing, checking and delivering, written down and running every day. Keeping those three apart is what makes the know-how yours: a recorded asset with an author, a date and a history, which the business owns whether or not its founder is in the room.
AI for a small business isn't about replacing people. It's about capturing what your best person knows and putting it beside everyone else, every day.
See the system running live in a UK legal services firm, or start where every engagement starts: the workshop.
Discuss your project
Tell me what the business does and where the knowledge sits. I'll come back to you personally, usually within two working days.