AI integration for business: AI that works with your own information

What AI integration for business means

ChatGPT is clever, but it doesn't know your business: your price list, your procedures, last month's customer emails. We connect the AI to your information and to the tools you already use, so it can help with everyday work. Usually that means:

• A search that gives your team a straight answer, with a link to the source, instead of a list of files
• An assistant that answers customer or staff questions using only your own documents
• AI inside the website, app or system you already use: it summarizes, drafts replies, sorts incoming requests and pulls details out of documents

Is this right for your business?

Not sure AI can help? Book a free 30-minute call, tell us what eats up your team's time, and we'll give you an honest answer. It's usually a good fit if some of these sound familiar:

• Your team spends hours digging through files and emails for answers
• The same customer questions come in again and again
• Someone copies details from emails or documents into another system by hand
• New staff keep asking the same questions while they learn the ropes

What you get

Most projects include a few of these. Each one is tested before your team starts relying on it:

• An assistant or smart search that answers from your own documents, with a link to the source of every answer
• Automatic updates: when your documents change, the answers change too
• At least 50 test questions with known right answers, which we re-check after every change
• A simple screen that shows how fast and accurate the answers are, and what it costs to run
• A backup AI provider: if one service goes down, the other takes over, so your customers don't see an error

How we keep the answers accurate

The usual worry: what if the AI makes something up? We set it up to answer only from your information, and every answer links to its source. Our own system adds those links, so the AI can't invent one.

We re-run the test questions after every change and whenever the AI company releases a new version, so we catch problems before your customers do. Where a mistake would be costly, the AI only drafts or suggests, and a person makes the call. Usually, letting the AI read your documents is enough. If it isn't, we can teach it from your own examples and terms.

How it works, step by step

An experienced engineer is with you from the first call to handover. You talk directly to the people doing the work. Every Phoned-Tech project follows the same steps:

• Free 30-minute call. You tell us what's slowing you down, and we send you a short written summary that's yours to keep, even if you don't hire us.
• Getting to know your business: about a week. We look at your information and agree with you what the AI may and may not see. We never give a price before this step.
• A written plan: 1 to 2 weeks. We plan how it will all work and write down the main decisions. You get a clear quote, and what's included is agreed in writing before building starts.
• Building: 2 to 12 weeks. We work in two-week blocks and show you the progress every week.
• Launch: about a week. We set everything up in your own accounts, with alerts if something goes wrong.
• Looking after it (optional): a monthly plan keeps it updated and improving.

What it costs and how pricing works

There's no price list. An assistant that reads one folder of documents and one that pulls from several systems are very different jobs. You get a clear quote once we've seen your information. Usually you pay per two-week block, and what each block includes is written down in advance. Small, clearly defined jobs can have a fixed price.

AI companies also charge for each use, a bit like a phone bill. You see those costs separately, on the same simple screen. Most of the work usually goes into getting your information in order and making the tool easy to use, and we plan and price for that from the start.

After launch: you own everything

Everything we build is yours from day one: the code, the accounts it runs on (in your company's name), and the instructions and tests behind the AI. If you want to switch suppliers, or even leave us, you won't have to start over. There's an optional monthly plan if you'd like us to keep looking after it, and if you have your own developers, they get the tests and written guides.

When we're not the right fit

If one of these sounds like you, we'll say so early.

• If a ready-made AI tool, a simple search or a few clear rules already solve your problem, you don't need anything custom-built.
• For a simple chat box on your website, a ready-made product is cheaper and faster.
• Need AI that also takes action, like booking appointments or updating records? See our AI chatbots and agents service.
• If you mostly need your tools to talk to each other, our system integrations service is a better fit.