Case studies
Our case studies show the systems we've built: the client's challenge, what we did and how the system works today.
Read our case studiesAI Solutions · Enterprise
A private AI assistant for your company, built on your knowledge and your brand
Separate assistants for sales, finance, HR and operations, each answering only from the documents it's allowed to see. Your staff use your own branded portal; we build and run everything behind it.
How do I request annual leave?
Leave requests go to your manager through the HR form, then into the team calendar once approved. Source: Staff Handbook.
Where's the latest version of the form?
In the HR documents, under "Leave Request Form". I've added the link.
→ Answered with sourceDepartmentHRSourceStaff HandbookAccessWithin permissionsStatusVerifiable
The problem
Why AI use inside companies gets out of hand
Staff already use AI, without controls.
Company documents get pasted into personal AI accounts, and no one knows where that data ends up.
Knowledge is scattered.
Procedures in one folder, price lists in an email, contract templates on someone's laptop. Finding the answer takes longer than asking the question.
Not everyone should see everything.
Payroll data shouldn't reach sales; quote margins shouldn't reach HR. Generic tools don't make that split.
How it works
- 01
Departments and permissions defined
Who can access what is set from the start.
- 02
Documents uploaded
Procedures, product data, templates and policies are added per department.
- 03
Staff ask
Employees ask in plain language; the assistant answers only from documents they're authorised to see.
- 04
Answers come with sources
Every answer shows which document it came from, so checking takes one click.
What's included
White-label portal
Your logo, colours and, ideally, your own domain.
Department-specific assistants
Separate instructions, tone and knowledge for sales, finance, HR and operations.
Role-based access
Each user reaches only what their department and role permit.
Document-grounded answers
Responses are based on your company documents, with sources shown.
User management
Add new starters, remove leavers and change permissions from one screen.
Usage reporting
A monthly view of which teams use it, how often and for what.
Who it's for
Setup and subscription
- What we set up
- Branded portal, department structure and access rules, document knowledge base, user accounts, usage reporting.
- Go-live
- The portal goes live once your department structure and first document set are loaded and tested. Setup time depends on scope and is confirmed on the review call.
- Pricing
- Based on the scale of your business and number of users; confirmed on the review call.
Your monthly subscription includes
- Keeping the portal running: hosting, maintenance, security updates
- Adding new documents and departments
- Management of the AI model and infrastructure
- A monthly usage report
- Direct access to the founder
FAQ
Common questions
What is a private AI assistant for companies?
A private AI assistant is an internal AI portal where employees ask questions and get answers based on company documents, with department and permission controls. Unlike generic chat tools, it works only with your company's knowledge and the rules you set.
How is it different from buying ChatGPT Enterprise or a similar plan?
Enterprise AI plans give you a chat tool; you still have to design the department structure, organise documents and manage permissions yourself. Here, setup, knowledge base, access control and ongoing maintenance are handled by Encode, and the portal carries your brand.
Will our company data be used to train AI models?
No. We use enterprise API infrastructure where data is not used for model training. Your documents are only used to answer questions inside your own portal.
Which document types can we upload?
Common formats such as PDF, Word, Excel and plain text are supported. Connections to sources like Google Drive or SharePoint are assessed on the review call.
How many users can we start with?
You can start small with a single department and add teams and users as you grow. User count is one of the factors that sets the subscription scope.
How many times today did someone ask "where's that file?"
In a 30-minute review we'll look at your department structure and documents, and agree which team the portal should start with.