An assistant that knows your documents inside out

Prices, processes, contract details, technical specs: your team asks in plain language and gets an answer from your own documents, with the source, not from the internet.

Illustration with fictional sample data.

How it works, step by step

For businesses where know-how is buried in folders, emails and people’s heads, and the same questions keep coming up

  1. Connect
  2. Prepare
  3. Ask
  4. Answer
  5. Learn

  1. 1Connect

    Your documents on network drives, SharePoint, Google Drive or a document management system are connected. You decide which folders are included.

  2. 2Prepare

    The content is split into searchable sections, and permissions are carried over: if someone isn’t allowed to open a document, they won’t get answers from it either.

  3. 3Ask

    Your team asks in plain language, in Teams, Slack, a browser or your own software.

  4. 4Answer

    The language model answers only from the sections it has found and links to the source. If the information isn’t there, the assistant says so.

  5. 5Learn

    Unanswered questions show which documents are missing. New files are included automatically.

How it’s done today

The process we see in business after business before we get involved.

  • Manuals, price lists, contracts and instructions sit in folders nobody ever searches.
  • New hires ask their experienced colleagues, who end up being interrupted all day.
  • The same question gets answered ten times, slightly differently each time.
  • General-purpose chatbots don’t know your documents and will make something up when in doubt.

What you need

We build on what you already have. You don’t need to buy anything new.

  • Network drives, SharePoint, OneDrive, Google Drive
  • Document management system (DMS)
  • Microsoft Teams, Slack, browser
  • Wiki or intranet pages

What you gain

The goal isn’t “having AI in your business.” It’s more time and less stress in your day.

  • Answers in seconds, backed by a source instead of guesswork
  • Easier onboarding for new hires
  • Fewer interruptions for experienced colleagues
  • Existing access permissions stay in place

Illustrative calculation

20 employees, 3 questions each per day, 5 minutes each for the person asking and the person answering: 10 hours a day spent searching and explaining.

With the assistant, many of these questions are answered in under a minute, without interrupting anyone.

This is an illustrative calculation. After the first month, you’ll see which questions come up most in your business.

How we build it

For us, a language model is one tool within the process, not the process itself. Every workflow comes with fixed validation rules, connections to your systems and a person who handles exceptions. We start with a test run on real data from your business, show you the results and then decide together whether and how to move forward.

Frequently asked questions

Does the assistant make up answers?

It only answers from your documents and shows where the information comes from. If it can’t find anything, it says so. That’s the difference from a general-purpose chatbot.

What about confidential documents?

Your existing access permissions still apply. If someone isn’t allowed to open the payroll list, they won’t get answers from it either.

Do we need to reorganize our files first?

No. The assistant works with your files as they are. Tidying up improves the answers, but it isn’t required.

Is this a good fit for your business?

Tell us about your process. We’ll tell you honestly whether and how it can be automated, and we’ll start with a test run on real data.

Start a project

More use cases

Invoice processingSupplier invoices go straight from your inbox into your ERPInbox sortingSort inquiries in your inbox and get replies readyQuote draftingTurn customer inquiries into draft quotes, ready to reviewLaw firm inboxLaw firm inbox: capture documents, spot deadlines, file to the right case

Or email us directly: kontakt@vectortec.de