Enterprise AI System for KOLEO Group
KOLEO Group — international construction company specializing in wooden and stone construction, exporting to USA, Canada, and EU. Website in 13 languages. CE-certified.
The Challenge
Knowledge scattered, AI potential untapped
The CEO needed a system that would structure all company knowledge — technologies, pricing, processes, response templates — into a single, searchable source of truth.
The system had to integrate with Google Workspace (Drive, Sheets, Calendar, Gmail), work on multiple devices with different access levels, and enable AI assistants to answer questions based on real company data.
Previous attempts with off-the-shelf AI tools fell short: ChatGPT didn't know the business, and manually searching through scattered documents took 15-30 minutes per query.
What We Built
Five interconnected systems
Corporate Knowledge Base
200+ documents structured across 11 categories. 3+ scalable access levels: EXECUTIVE, STAFF, PUBLIC. Single Source of Truth on Google Drive with MASTER_INDEX navigation.
CEO AI Assistant
Claude Desktop with custom system prompt, connected to KB via Project Knowledge. Knows prices, technologies, processes, and response templates. Answers in 3 languages (UA, RU, EN).
MCP Bridge — 48 API Functions
Custom Google Apps Script bridge connecting AI to Google Workspace: Drive (read/write/search), Sheets (data access), Calendar (event management), Gmail (read-only for security).
Multi-Device Access Control
3+ scalable access levels across multiple devices. Staff version with restricted access (no finances, no margins). Control through separate Project Instructions per role.
Dashboard & Automation
Looker Studio dashboard with key business metrics. Apps Script automation for data updates. Auto-backups of critical files.
Results
Before & After
| Metric | Before | After | Impact |
|---|---|---|---|
| Information search time | 15-30 min | 10-30 sec | 30× |
| Client response preparation | 1-2 hours | 5-10 min | 10× |
| New employee onboarding | 2-3 weeks | 2-3 days | 7× |
| Structured documents | ~20 scattered | 200+ unified | 10× |
| Tool integrations | 0 | 48 API functions | ∞ |
Timeline
4 weeks from kickoff to production
Discovery & Audit
Analyzed existing knowledge sources, mapped data flows, identified gaps and opportunities.
KB Architecture & Build
Structured 200+ documents across 11 categories with 3+ access levels. Built MASTER_INDEX navigation.
MCP Bridge Development
Built custom Google Apps Script API bridge with 48 functions: Drive, Sheets, Calendar, Gmail integration.
AI Assistant Configuration
Configured Claude Desktop with custom system prompts, connected to KB, deployed on 3+ devices.
CEO Training & Refinement
Hands-on training, feedback loops, refinement of AI behavior and knowledge base structure.
Dashboard & Handoff
Looker Studio dashboard, documentation, troubleshooting guides, final handoff.
What Happened Next
The empowerment effect
After delivery, the client independently created company-wide SOPs in just 2 days. They then integrated n8n workflow automation on their own — without any developers.
This is what we build for: systems that don't just solve today's problem, but empower teams to keep extending and improving independently.
Technology Stack
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