The question tax you are already paying
Every experienced person at your company answers the same questions on repeat. What is the warranty on that unit. What is our cancellation policy. Which sub do we use for electrical on Fort Liberty housing. How do we handle a callback from a client outside our original service area. The answers exist in documents, in email threads, in the head of the person who has been there the longest. They are not available at 9pm when the night tech needs them.
A knowledge base chatbot is retrieval grounded in your documents. It reads the question, searches your library, and returns the relevant passage with a citation to the source. If the answer is in your documents, it finds it. If it is not, it says so. That distinction matters when the question is about a contract clause, a safety step, or a price.
What we train it on and how it stays current
During build we ingest your library. Service agreements, warranty policies, installation standards, employee handbooks, vendor contracts, price sheets, product spec sheets. We structure the index so retrieval finds the right clause of the right document, not just the document. A question about a specific unit warranty pulls the relevant section, not a forty-page PDF.
Documents change. Prices update. Policies move. The run contract includes a sync process so an updated source file propagates to the chatbot the same day you upload it. No retraining. No ticket to us. You update the file in the agreed location and the answers follow.
Internal tool, customer-facing tool, or both
Most clients start internal. New hires ramp faster because the knowledge that lives in senior staff is available from day one. Calls to the office asking basic questions drop inside two weeks. Night and weekend staff stop being blocked.
A customer version answers a different set: service area, price ranges, what to expect from a service call, how to prepare for installation, what the warranty covers. That traffic currently consumes front-office time. A chatbot answering accurately and instantly is both a customer upgrade and labor savings. We build both off the same library so there is one source of truth to maintain.
What we install
- Document ingestion across SOPs, contracts, price sheets, and specs
- Retrieval-augmented generation with a source citation on every answer
- Embedded chat widget for your website or intranet
- Slack or Teams integration for internal-only deployments
- Document sync workflow so source updates propagate automatically
- Admin panel showing top questions, unanswered queries, and coverage gaps
What you get
- Production chatbot on your chosen channel with your library indexed
- Question log showing what staff and customers are actually asking
- Coverage report flagging topics with thin or missing source material
- Escalation path configuration for unanswered questions
- 30-day tuning period with Landfall monitoring answer quality
- Staff guide for adding documents and testing accuracy
Questions
What stops it from making up an answer?
It is retrieval-first. The system searches your documents before it constructs anything. If it cannot find a passage above the confidence threshold, it returns a clear "I do not have that" and offers escalation. We tune the threshold during the first month against your real question mix.
Can it handle pricing and contract questions?
Yes, and this is where it beats a generalist AI. Because it only pulls from your files, it cannot invent a price or misquote a clause. If pricing is internal only, we scope what is in the customer version versus the staff version.
What formats does it support?
PDFs, Word, Excel, Google Docs, plain text. Most libraries we process are a mix. We handle conversion and indexing during build.
What happens when someone asks something not in any document?
It says so, logs the question, and optionally routes to the person you designate. The unanswered log is one of the more useful outputs. It shows you exactly where your documentation has gaps.
Next step
Book a thirty-minute diagnostic. We look at your actual workflow and tell you whether this fits. Free. No slides.