The AI tools market is overflowing with solutions promising to automate and optimize business operations. But true efficiency doesn’t come from choosing the trendiest tool — it comes from understanding what actually needs improvement in your company, and how to integrate the right solution into the everyday work of your team.
The Challenge: Beyond the Chatbot
In this case, we show how a simple request for a “smart chatbot” evolved into a flexible system that helps employees quickly find information, reduces time spent on analytics, and makes internal knowledge truly usable.
Client Request
The client came to us with a general idea: build a “smart chatbot.” But instead of jumping straight into interface development, we focused on deeply understanding the company’s internal workflows. We analyzed which tasks were repeated, how employees spent their time, and where automation could actually save resources. The goal was not just to build a tech product — but to identify which actions were truly worth automating.
The Problem
We discovered that the company had accumulated a significant amount of internal knowledge — but it wasn’t being used effectively. First, when employees received new tasks, they had no way to quickly check whether similar problems had already been solved. As a result, work was being duplicated. Second, departments like legal, analytics, marketing, and sales were spending enormous amounts of time preparing reports and summaries — time that could be saved by automating information retrieval and standardizing report formats with the help of AI.
Understanding business processes first, then applying technology — not the other way around — is the key to successful AI implementation. The most powerful AI tools won’t deliver value if they’re not aligned with how people actually work.
Evgeny Smirnov, Co-founder
What We Did
We built an information retrieval and analysis system tailored to real-life use cases — taking into account the specific needs of legal, marketing, and sales teams. The system worked with both internal sources (archives, CRM, documents) and external ones (news, websites, open databases). It allowed employees to generate the right type of document based on the task at hand and their role. We also trained the team using real work scenarios, ensuring the tool became part of their daily routine.
Project Highlights
Automation in this project didn’t take weeks — it took hours. That was possible thanks to our expertise: we understand both technology and business logic, IT and legal, know how to collect requirements, handle feedback, and tailor solutions to people — not the other way around.
During the project, we:
- Selected and implemented the right technical tools
- Adapted the system to real workflows across departments
- Addressed the lack of process standardization — each team had its own style
- Created a flexible architecture that handles diverse data inputs and returns consistent, usable outputs
The Result
The client didn’t just get a chatbot — they got an intelligent decision-support system. Internal knowledge became structured and searchable. Time spent on analytics dropped. Team efficiency improved.
Instead of starting from scratch every time, employees can now quickly find relevant templates and reuse proven approaches. This has saved hours of work and significantly reduced the need for manual checks and repeated analysis.
