AI knowledge base software that answers from your own documents
Turn your PDFs, policies and SOPs into an assistant that answers questions from them and shows exactly where each answer came from.
Free call. Honest advice, even if the answer is “you don’t need AI for this”.
- PDFs & SOPs
- Internal search
- Q&A
The basics
What is AI knowledge base software?
Knowledge base software stores a company’s documents and helps people find answers in them. AI knowledge base software goes further: using retrieval-augmented generation (RAG), the assistant looks up your own documents before it answers, so replies come from your material instead of general knowledge. Agentiq BD builds custom AI knowledge base software for internal search and customer Q&A over PDFs, policies and SOPs.
- PDFs & SOPs
- Internal search
- Q&A
In plain words
It is like an open-book exam. Before answering, the assistant looks up the right pages in your documents, writes the answer from those pages and points to them. If the answer is not in your documents, it says so.
Key terms
- Knowledge base software
- A central, searchable place for a company’s documents, policies and how-to guides.
- Retrieval-augmented generation (RAG)
- An approach where the AI first retrieves relevant passages from your documents, then writes its answer from them.
- Semantic search
- Search by meaning, which finds the right passage even when the question uses different words.
- Source citation
- A link from each answer back to the document and section it came from.
How it works
From request to result, step by step.
- 01
Collect your documents
PDFs, Word files, web pages and spreadsheets are gathered, with rules for who may see what.
- 02
Index them by meaning
Documents are split into passages and indexed so a search finds the right section even when the wording differs.
- 03
Retrieve, then answer
For each question the assistant pulls the most relevant passages and writes its answer only from them.
- 04
Show the source
Each answer links back to the document and section. New documents are added without rebuilding anything.
Pick a document set · ask it a question
Your documents
HR handbook
Leave policy
DOCX
Payroll rules
XLSX HR only
Code of conduct
Meaning map
Waiting for documents
Staff question
Waiting for a question…
Pip · answer
—
- 01
Collect your documents
- 02
Index them by meaning
- 03
Retrieve, then answer
- 04
Show the source
Sound familiar?
What changes when it is in place.
The everyday problems this service is built to remove, and what the same work looks like afterwards.
Today
With AI Knowledge Base & RAG
Today: People ask colleagues where a procedure is written down
Afterwards: They ask the assistant and get the answer with its source
Today: Keyword search misses documents that use other words
Afterwards: Search by meaning finds the right section
Today: New staff depend on others to find policies
Afterwards: New staff find procedures on their own
Today: The answer depends on who you ask
Afterwards: Answers come from the same approved documents every time
What you get
What we build for you.
Every project is scoped to your process, so the exact list is agreed in discovery. These are the pieces we typically deliver.
- 01
Internal search across PDFs, policies, SOPs and handbooks
- 02
Customer-facing Q&A grounded in your published content
- 03
Answers that cite the source document so they can be checked
- 04
Access rules so people only see what they are allowed to see
- 05
An update path so new documents are picked up without rebuilding
Included in every build
Scoped permissions
Each part of the system gets only the access it needs.
Testing for failure cases
We test what happens when inputs are wrong, missing or unexpected.
Monitoring
You can see that it is running, and we are alerted when it is not.
Documentation & handover
Written down so your team understands and can maintain it.
Support after launch
The support plan is agreed with you before we start.
Use cases
Where it fits in.
Example scenarios to show how this works in practice. Yours will be shaped around your own process.
Manufacturing
ExampleSOP assistant for supervisors
Supervisors ask how a procedure is done and get the steps from the current SOP, with the document reference.
HR
ExamplePolicy questions
Staff ask about leave, travel or expense rules and get the answer from the handbook without waiting for HR.
Customer support
ExampleProduct documentation Q&A
Customers or agents ask technical questions and get answers grounded in your manuals.
Is it right for you?
An honest fit check.
We would rather tell you now than sell you something you do not need.
A good fit for
- Teams that keep asking each other where a procedure is written down
- Businesses with large documentation and no good way to search it
- Support teams answering the same policy questions repeatedly
Probably not yet if
- Your documents are out of date or contradict each other (we can help clean them up first)
- The answers you need are live figures in a database, not documents (that is an integration or reporting job)
- There are only a few short documents that everyone already knows
- You mainly need a place to write help articles; an off-the-shelf knowledge base tool does that well
Not sure which side you are on? That is exactly what the discovery call is for.
Talk it through with the engineer who would build it.
Tell us how the work runs in your business today, and we will tell you what is worth doing first.
How we work with you
Three steps, and you approve the plan first.
01Discovery
We listen first.
A conversation about the problem and the workflow behind it. We ask questions, look at how you work today, and tell you honestly whether AI, automation or plain software is the right fit.
A clear view of what is worth building.
02Plan
We agree the plan.
We propose the architecture, the integrations and the risks, often starting with a working prototype of the core workflow. You see a clear estimate before anything is built.
A scoped plan and estimate you have approved.
03Build & support
We build, we stay.
The system is built and tested for accuracy, permissions and failure cases, then deployed with access control and monitoring. Support after launch is agreed with you up front.
A system in daily use, with support in place.
FAQ
Common questions
Have a question about AI knowledge base & RAG that is not here?
Ask us on WhatsAppWhat is knowledge base software?
Knowledge base software is a central place for a company’s documents, policies and how-to guides, with search so staff or customers can find answers themselves. AI knowledge base software adds an assistant that reads the relevant documents and answers questions in plain language, with a link to the source.
Should we buy knowledge base software or have one built?
If you mainly need a place to write and organise help articles, an off-the-shelf tool is usually the right choice and we will say so. A custom build makes sense when answers must come from many existing files such as PDFs, SOPs and spreadsheets, when access rules are strict, or when the knowledge base has to connect to your own systems and chat channels.
What is RAG in simple terms?
The assistant first finds the relevant passages in your documents, then writes its answer from them. That keeps answers tied to your material and lets you check the source.
Is our data safe?
We design access control, data handling and hosting around your requirements and agree them with you before building. Sensitive documents can be kept to people who already have access to them.
What kinds of documents can it use?
Commonly PDFs, Word files, web pages and exported spreadsheets. We confirm the formats you have during discovery.
How do pricing and project timelines work?
Each package lists a starting price and a typical timeline, for example AI & Workflow Automation from $500 in 1–4 weeks. The exact price depends on integrations and complexity, so after a discovery conversation we send a fixed scope and quote for you to approve before work starts. Not sure where to begin? The 48-Hour AI Business Audit is free.
Do you provide ongoing maintenance?
Yes. Support and improvement after go-live are part of how we work, and the scope is agreed with you as part of the project: documentation, training, monitoring and a support plan.
Next step
Ready to talk about AI knowledge base & RAG?
Book a free discovery call. We will look at how the work runs today and tell you honestly what is worth building first.
Prefer a fixed scope and price? See AI & Workflow Automation ($500–$2,500)
Not sure where to start? Ask for an AI Business Audit or email sales@agentiqbd.com