Phase 2 of 4 · Newbie

AI tools set up for your team

Your team already uses AI — now make it work for everyone. We set up one AI assistant for your business, loaded with your documents, your rules and the commands your team needs — so people can hand it everyday tasks in plain language.

Your next move Set it up for everyone

Book a free callWhat you need ↓
Newbie

“Our team uses it, but it’s all over the place”

Sounds like you if…

  • People use AI, but each in their own way — often on personal accounts.
  • Great results stay in one person’s chat history.
  • You’re not sure what company data has gone into which tool.

What “all over the place” is costing you

AI is already in your business. It just isn’t working for the whole team yet.

  • Everyone writes their own prompts, so results depend on who asked.
  • The same files get uploaded again and again, one chat at a time.
  • Company files sit in personal accounts you can’t see or control.
  • When someone leaves, what they built with AI leaves with them.

From personal chatbot to company brain

Same AI. Very different results, depending on how it’s set up.

How most teams use AI todayAI set up for your company
Personal or free accountsA team account the company owns and controls
Every chat starts from zeroAI that remembers your company, customers and way of working
Files uploaded one chat at a timeA shared library of your documents, pricing and procedures
Great results stuck in one person’s historyShared projects, tools and dashboards the whole team uses
No rules, no visibilityYour rules, data limits and training — used the same way by everyone

That’s the difference between a chatbot and a company brain.

Demo with sample data

See it work: Ask your company brain

Before

A new team member needs a price for a customer. They search old quotes, then interrupt the owner. The owner stops what they’re doing to answer — again.

15–30 minutes, plus the owner’s attention
  1. One shared project for the company: price list, past quotes, service-area rules and instructions on how to answer. Set up once.
  2. A team member asks in plain English: “What do we charge for a two-day install in Pasco County, and what’s included?”
  3. It answers from your documents — not the internet — and names the file it used, so anyone can check.
  4. When the answer isn’t in your files, it says so and tells them who to ask instead of guessing.

What a person still does

  • The owner decides what goes in the shared library and keeps the price list current.
  • Anything outside the price list goes to a person.
  • Quotes are still reviewed before they go to a customer.

What it took

  • Setup: about one to two weeks, including team training.
  • Tools: a team plan of ChatGPT, Claude or Gemini — whichever fits how you work.
  • Cost: about $20–30 per person per month for the team plan (as of late 2026), plus our setup.

Where it falls short

It’s only as good as the documents in it. An old price list gives an old answer — so someone has to own keeping it current.

What you need at this phase

Quick to get running. It works with the email, documents and files you already have — no new software for your team to learn.

  • A team or business planOne account the company owns, with admin controls over who has access.
  • Shared projectsYour documents, pricing and procedures loaded once, for the whole team.
  • CollaborationShare chats, projects and results with teammates instead of copying and pasting.
  • Saved instructions and commandsRepeat jobs like “draft a quote” work the same way for everyone.
  • Rules and trainingWhat data can go in, what needs review, and how to get good answers.

Examples

Example

Proposals and quotes

Before
Sales reps rewrite every proposal from scratch and dig for past pricing.
With AI
An assistant loaded with past proposals and pricing rules drafts the first version in minutes; the rep reviews and sends.
Example

Company knowledge assistant

Before
Staff interrupt the same two people with questions about procedures and product specs.
With AI
An assistant answers from your handbook, procedures and specs — and says when it doesn’t know.
From our work

Estimating from construction plans

Before
Estimators read plan sets page by page to count materials for every trade.
With AI
Estimators run each trade’s takeoff with a single command; the AI reads the drawings and flags questions on the sheet.

From our work = a project we built for a client. Example = a typical way businesses use it.

How we do it

  1. We pick the tasks: the documents, questions and drafts your team handles most.
  2. We load your knowledge: handbooks, price lists, past proposals and procedures.
  3. We add simple commands for repeat jobs, like “draft a quote” or “run a takeoff.”
  4. We train your team and adjust it based on how they use it.

Could this work in your business?

In a free 30-minute call, we’ll look at how your team works and tell you honestly which phase you’re in and what to do next.

Book a free call