AI knowledge base for your company

What an AI knowledge base answers

Every business has a few people everyone asks. Where is the latest price list? What is the process when a customer wants to pause their contract? Which supplier do we use for this part? Those answers usually exist somewhere, in a shared drive, an old email, a wiki page or a PDF, but finding them takes longer than asking. An AI knowledge base gives everyone that experienced colleague, without interrupting anyone.

Staff type a question the way they would ask a person. The system searches across your connected sources, finds the relevant passages and writes a short answer with links to the documents it used. If it cannot find a good answer, it says so and can point to who usually knows.

• New hires: “How do I set up a new client in the billing system?” answered from your onboarding docs.
• Operations: “What is our process for a warranty claim on a unit over two years old?” answered from your SOPs.
• Sales: “Do we have a case study for a dental practice?” answered from your sales folder.
• Field teams: “What torque setting does the manual give for this model?” answered from the manufacturer PDFs on file.

Where the knowledge comes from

We connect the places your information already lives instead of asking you to move it. Common sources include Google Drive, SharePoint and OneDrive, Notion and Confluence, help desk articles, PDFs and scanned manuals, and records in your own CRM or job system. The index stays in sync as documents change, so answers reflect the current version. Access rules carry over: if a person cannot open a document in its original home, the AI knowledge base will not use it to answer them. That matters for HR files, pricing, contracts and client records.

Custom AI knowledge base vs. Notion AI, Glean and ChatGPT

There are good off-the-shelf choices. If your team already keeps everything in Notion or Confluence, Notion AI or Atlassian’s AI features can answer questions from that content with little setup. Enterprise search AI products such as Glean connect many sources and suit larger companies with the budget and IT staff to run them. Microsoft Copilot can search your Microsoft 365 files if you already pay for it. Uploading files into ChatGPT or Claude by hand works for one person and a handful of documents.

A custom AI knowledge base fits when your information is spread across tools those products do not connect to well, when you need it inside your own app or portal, when permissions are unusual, or when you want control over which AI services see your files. It can also go beyond staff questions, for example powering answers in a customer portal or a support tool from the same content.

Keeping answers trustworthy

• Every answer shows its sources, so people can check the original rather than take the AI’s word.
• The system is set up to say “I could not find this” instead of filling gaps with a guess.
• Out-of-date or conflicting documents are flagged for an owner to review.
• Unanswered questions are logged, so you can see what is missing from your documentation.
• Sensitive folders can be left out entirely, and we review each AI provider’s data terms with you before anything is connected.

How we build it

1. Collect real questionsWe gather the questions your team asks each other most, and where the answers are kept today.
2. Map sources and permissionsWe list the systems to connect, who can see what, and anything that must stay out.
3. Design the search screenYou click through where people ask, how answers and sources appear, and how feedback works.
4. Connect and indexWe connect each source, keep it in sync and test that the right passages are found.
5. Test with your teamA small group uses it on real questions, and we fix gaps in content and search.
6. Roll out and maintainEveryone gets access, and we keep adding sources and tuning answers over time.

What it costs

Zoti custom projects start at $499/month on a monthly plan that covers design, development, hosting and ongoing changes. The price depends on how many sources we connect, how complex your permissions are and how many people use it. AI usage fees depend on volume and are explained up front. You get a written quote before work starts.