AI office assistant

Trained on your documents. It names its source, and says so when it has none.

An assistant trained on your own price lists, product sheets, policies and past jobs. Staff ask it the questions they currently ask the busiest person in the building, and customers get answers drafted from the same source. Every answer names the document it came from, and when there is no document it says so.

Get your free plan Three sizes

The standard size takes: Three weeks
You own: The assistant and the document set, in your accounts
Runs monthly: Only if you choose to pay monthly

No figure appears on this page. Your free plan comes back with the price of every size, and with what the whole job costs together.

What it is

In most small businesses the knowledge is in one head. That person cannot go on holiday properly, cannot be sick without the phone going, and takes the business with them if they leave. Putting the documents somewhere that answers questions turns a person into a department that other people can also use.

The whole build stands or falls on trust, so it is built to be checkable. Answers come only from the documents you supplied, every answer names its source, and a question the documents do not cover gets a plain say-so rather than a confident guess. An assistant that invents an answer once is worse than no assistant at all, which is why nothing is invented here.

This is for you if

The same question gets answered by the same person every day
One person is the only one who knows how things are done
New staff take months to become useful because nothing is written down
Customer emails wait because only one person can answer them properly

One of these is usually enough. If none of them is true, this is not the first thing I would build for you, and the plan will say so.

Why it comes where it does

In most small businesses one person is the manual. Everything runs through them, they cannot take a fortnight off, and the day they leave the knowledge goes too.

Nothing has to be built before this one, so it can be the first thing you do. Your free plan still puts it in order against everything else you are considering.

Worth knowingEvery answer is traced to a source document. Where no document covers the question, it says so and hands the question to a person.

Three sizes, by scope

The sizes differ by how much is in them, not by how well it is done. Start at the size that matches the business today; moving up later is normal.

The Essentials

Your documents, answering staff questions.

Your prices, policies and product documents loaded and organised
Staff can ask questions and get answers with the source named
Unanswerable questions passed to a person, never guessed
Written documentation

Two weeks

The usual choice

The Standard

Drafts the replies as well. Most businesses choose this.

Everything in the size before, plus:

Draft replies to customer emails, for a person to send
Sits where the team already works, in the inbox or the chat tool
A monthly list of questions the documents could not answer
Training for the whole team

Three weeks

The Works

The knowledge, run as a system.

Everything in the size before, plus:

Customer-facing answers on the topics you approve
Connected to your live data, so stock and job status can be asked about
Document owners and review dates, so nothing quietly goes stale
A quarterly review of accuracy against real questions

Five weeks

The figure for each of the three sizes is not published here, because it depends on what else you are building at the same time. Build your free plan and the figure for each size comes back with it, along with what the whole job costs together.

How it is built

01
I gather your documents: prices, product sheets, policies, terms, common email replies.
02
I go through with you what is current, what is retired, and who owns each document from now on.
03
The build: the assistant, the source list, and the rule that unanswerable questions go to a person.
04
Testing against real questions from your own team, with the answers checked against the source.
05
Written documentation and a session with the staff who will use it.
06
A review after a month, adding the documents the questions showed were missing.

Before you decide

Three things people get wrong.

They sayAI makes things up, so this will give customers wrong prices.

This answers from your documents only, and names the document each time. When the documents do not cover the question it says it does not know and passes it to a person.

They sayIt will answer customers without us seeing it.

Only if you choose that. The default is a draft reply for a person to read and send, and customer-facing answers stay limited to the topics you approve.

They sayOur documents are a mess, so this cannot work yet.

Everyone's are. Sorting out what is current and what is out of date is the first week of the build, and you get a tidy document set out of it either way.

Your options

The alternatives, side by side.

Doing it yourself and hiring it out are both real answers. Here is how the three compare on the things that actually decide it.

Slide the table sideways to read every column.

Option	What it costs	What you own	Time	Outcome
Keep doing it by hand	The busiest person interrupted all day	Nothing new	Now	Knowledge stays in one head
Hire an assistant, or write a manual nobody reads	A salary plus leave and training, or weeks of someone's time	A person who can leave, or a document that goes stale	Weeks to hire, months to train	Better while it lasts, out of date within a year
This build	One build, or a monthly fee	The assistant and the document set, in your accounts	Three weeks	The same answers, all day, sourced and checkable

In practice

The question the boss used to answer

Your prices, terms, product sheets and installation notes go in. The new apprentice asks what the lead time is on a part and gets the answer with the supplier sheet it came from. A customer email about a warranty comes back as a draft reply, quoting your actual warranty, for a person to send.

Straight answers

Questions I get asked about this.

01How do I know it is not inventing answers?

Every answer names the document and the section it came from, so you can check it in seconds. Questions the documents do not cover get told to you as unanswered rather than guessed at.

02Do our documents leave the business?

Your documents stay in an account you own. I pick a provider setting that does not use your content for training, and I put the provider and the setting in writing before the build.

03Can customers talk to it directly?

Only on the topics you approve, and only in the higher tier. Most businesses start with staff-only and a drafts-for-review setup, then widen it once they have watched it for a month.

04What happens when our prices change?

You replace the document and the answers change with it. Keeping the source documents current is the whole maintenance job, and the documentation says who owns each one.

Also in administration

What sits next to this.

Business operations retainer

The admin that runs itself.

Workflow audit

Where the hours actually go, measured over two weeks.

Quote and invoice automation

Quotes that follow themselves up. Invoices that chase themselves.

See all of administration

The next move

AI office assistant, priced in context.

The free plan asks a few questions about the business, then comes back with this service at the size that fits, anything that has to come first, and the figure for each part and for the whole job. Nothing is charged and nothing is booked at the end of it.

Get your free plan stuart@sevenlens.co

Get your free plan