Many vendors do this: take the money, hand over a login, go quiet. We do the opposite — agree in writing, clean the material, prove it on a small sample, and make sure your own people can add documents and check where an answer came from. Delivery is not a file. It is capability you keep.
The three failures we design against
- Login, then silence. Nobody is taught how the system looks or works; staff keep asking each other.
- Fluent but quietly wrong. The same question has three answers inside the company, and the AI picks the one that is hardest to defend.
- One person can use it. When that person leaves, the system becomes a folder nobody dares to touch.
Our process is not an internal efficiency sheet. It exists to close those three holes.
Six steps, roughly 7–14 working days
| # | Step | What you get | Acceptance |
|---|---|---|---|
| 1 | Scoping (0.5–1 day) | A 30–60 minute call: who uses it, what they will ask, who owns a wrong answer, how it is handled today. We produce a Requirements Sheet with 20 high-frequency questions and what "correct" means for each. | You confirm three sentences: who, asks what, and what counts as correct. Gate: no confirmed scope, no quote, no start. |
| 2 | Inventory & cleaning (1–3 days; ~2 hours of your time) | A Document Inventory & Gap List: what is usable, what needs one authoritative version, what must stay out of the system. | You confirm which version is authoritative; every gap has an owner and a date. Gate: unsettled versions stop the project. |
| 3 | Feasibility sample (0.5 day) | 10–20 core documents turned into a working sample, tested against the 20 questions, result reported item by item. | ≥70% answered correctly, and every critical question correct. Gate: pass, or we fix material or narrow scope — we do not push on regardless. |
| 4 | Build (3–7 days) | An answerable system (web / WeCom / internal tool), admin account, and a Canonical-Ruling Document: when sources disagree, newer beats older, formal documents beat chat logs. | Full test run against step 1's standard, every case logged. Gate: answers carry sources; when the material has no answer, it says so. |
| 5 | Acceptance & handover training (1–2 days) | Two training sessions (staff: how to ask; admins: how to add material), a screenshot manual + top-20 FAQ, account and backup handover. | Three tiers: ① answers correctly ② every answer traceable ③ you add a new document yourself and it takes effect. All three, or it is not delivered. |
| 6 | Aftercare (monthly, in service term) | 20 real questions sampled monthly for accuracy, new material synced, quarterly review; policy, price and qualification changes updated within 24 hours. | Monthly accuracy not below the acceptance level. Two consecutive months below: free remediation, annual fee refunded pro rata. |
What you physically receive
| # | Deliverable | When |
|---|---|---|
| 1 | Requirements Sheet (with the 20 questions) | End of step 1 |
| 2 | Document Inventory & Gap List | End of step 2 |
| 3 | Sample Test Report (accuracy and causes of failure) | End of step 3 |
| 4 | Working system + admin account | End of step 4 |
| 5 | Canonical-Ruling Document | End of step 4 |
| 6 | Screenshot manual + top-20 FAQ | End of step 5 |
| 7 | Handover confirmation (accounts, backup, data ownership) | End of step 5 |
| 8 | Monthly accuracy report and change log | During the service term |
How quoting works: document inventory first, then a problem list and plan, then a quote. No price is published, because a knowledge-base project's price depends on volume, structure and integrations.
For pricing, contact us on WeCom (note “Knowledge Base”).
WeCom: scan the QR code above (note “Knowledge Base”)
FAQ
What do you need from us before starting?
Where the documents live (contracts, quotations, SOPs, product material, support logs), and one person who can confirm which version is authoritative.
What if the sample fails?
We say so. Either we fix the source material or we narrow the scope, and we discuss it before any full build. We do not build on a base that did not pass.
Can our own people maintain it afterwards?
That is the point of step 5. Acceptance is not complete until you add a document yourself and see it take effect.