European construction company
Enterprise Knowledge System · Private engagement
International construction company specializing in wooden and stone construction, exporting to USA, Canada, and EU. 300+ documents scattered across drives, 15 min to find information. We fixed that in 4 weeks.
How the described system fits together
Documents
Google Drive, Sheets and project materials.
Knowledge base
Topics and role-based access.
Three assistants
Management, sales and finance tasks.
Integrations
Google Apps Script connects working tools.
Diagram of the documented project scope. It contains no client records.
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
300+ documents structured across 11 categories. 3 access levels: EXECUTIVE, STAFF, PUBLIC. Single Source of Truth on Google Drive with MASTER_INDEX navigation.
3 AI Assistants
CEO Assistant, Sales Manager Assistant, Financial Agent — each with custom system prompts connected to KB. Answers in 3 languages (UA, RU, EN). Deployed on multiple devices.
MCP Bridge — 36 API Functions
A Google Apps Script bridge with 36 integration functions connects the knowledge system to Google Workspace. Project documentation describes a CRM workflow with 14 stages.
Role-Based Access Control
3 access levels across multiple devices. EXECUTIVE (full access), STAFF (restricted — no finances, no margins), PUBLIC. Control through separate Project Instructions per role.
Dashboard & Automation
Looker Studio dashboard with key business metrics. Automated P&L reporting. Apps Script automation for data updates and daily reports.
Results
Before & After
These figures are recorded in the project's March 2026 architecture and describe the knowledge-management system and its integrations. The underlying measurement protocol is not published. Results depend on the tasks, source material and implementation scope.
| Metric | Before | After | Impact |
|---|---|---|---|
| Information search time | 15 min | 20 sec | 45× |
| Client response preparation | 2 hours | 7 min | 17× |
| New employee onboarding | 5 weeks | 2 weeks | 2.5× |
| Contract preparation | 3 hours | 30 min | 6× |
| Structured documents | Scattered | 300+ unified | ∞ |
| P&L reporting | Manual | Automated | Auto |
Timeline
4 weeks from kickoff to production
Discovery & Audit
Analyzed existing knowledge sources, mapped data flows, identified gaps and opportunities.
KB Architecture & Build
Structured 300+ documents across 11 categories with 3 access levels. Built MASTER_INDEX navigation.
MCP Bridge Development
Built custom Google Apps Script API bridge with 36 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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