Softomate builds RAG knowledge assistants for London and UK businesses. Employees or customers can ask questions about an agreed document collection and follow an answer back to its source. Implementation starts from £6,000, with optional care from £399/month. Document access, answer testing and source updates are part of the scope; hosting, search storage, AI usage and VAT are separate.
01. What we build
Retrieval-augmented generation, or RAG, supplies relevant source material to an AI model when it answers a question. For a business assistant, the important work is deciding which information is current, who can retrieve it and what happens when the source does not answer the question. We build around those decisions rather than uploading every shared folder and hoping the answers are suitable.
Help employees find the current policy or procedure, with a link and version context. Keep retired guidance out of the active answer set, and define who approves a new source.
Explore policies and operating proceduresRetrieve relevant manuals, specifications and support material. Ask for a model or product code when similar products have different instructions rather than combining their details.
Explore product and technical knowledgeConnect approved onboarding and training material. Separate generally available knowledge from role-restricted documents, so a useful employee assistant does not expose private HR or commercial records.
Explore training and internal questionsAnswer from a selected customer-facing collection. Public documentation and internal documents have different access boundaries, even when they describe the same product. Additional channels are scoped separately.
Explore customer knowledge assistantRetrieve relevant clauses or passages with source references for staff review. A generated explanation should not be presented as an approved legal interpretation or replace the owner of the decision.
Explore contracts and business documentsReading a knowledge base is different from changing a customer record. An ERP copilot or defined chatbot integration can add authorised actions under a separate agreed scope.
Explore connected system actionsSources can include approved PDFs, manuals, policies, web content and SharePoint or other document stores where access is available. Discovery checks file quality, permissions, versioning, update frequency and whether scanned material needs additional extraction. A separate interface to live ERP records requires a defined integration; a document assistant should not invent current stock or invoice status from an old export.
This service suits organisations with useful written knowledge that is difficult to search consistently. Start with a coherent collection and a named content owner. If the answer is absent, contradictory or restricted, the correct behaviour is to ask for clarification or route the question to a person. We agree these outcomes with the business before selecting the model and search components.
Find the answer and the document behind it
02. How it works
Identify the authoritative documents, their owners and the intended audience. Remove duplicates and record how a replacement document becomes the active version. Agree retention and deletion requirements.
Collect representative employee or customer questions and record the source passages that support their answers. Add questions with no answer and questions a particular user must not be able to answer.
Connect ingestion, retrieval, answer generation and source display. Evaluate whether the assistant found the right material separately from whether it explained that material correctly. Add clarification and handover routes.
Replace and delete sample documents, change a user permission and retest the affected questions. Provide the source inventory, test results, owner responsibilities and the process for investigating an unsupported answer.
Define what the workflow may read, prepare and change. Keep consequential actions behind the permissions and approval rules your business has agreed. A confidence score can help route uncertain results, but the action must also pass the business checks. The integration records the source, the proposed change and the decision.
Test missing information, duplicate events, rejected approvals and unavailable systems alongside the successful path. Agree how staff pause the workflow and recover an incomplete task. The handover identifies the owner, monitoring responsibilities and support arrangements, so an exception reaches someone who can resolve it.
03. Costs and scope
Implementation starts from £6,000 for agreed document collection, grounded answers with sources, access rules and evaluation. Monthly care starts from £399/month. Prices exclude VAT. Required licences, hosting and usage are separate. Care is optional after client-managed handover; additional development is quoted separately.
| Scope | Price basis | What it covers |
|---|---|---|
| RAG company knowledge assistant | From £6,000 | Agreed document collection, grounded answers with sources, access rules and evaluation. |
| Monthly care | From £399/month | Agreed monitoring and maintenance. Licences, hosting, usage and additional development are separate. |
| Larger implementation | Separately scoped | Additional sources, workflows, channels or permission models require a written extension to the first scope. |
Bring the current process and a representative sample to a scoping call. The written proposal separates implementation from licences, usage and support, records VAT treatment, and identifies exclusions. We agree the acceptance tests and responsibilities before the build starts.
04. Worked example
Illustrative acceptance example: an employee asks about a warranty and the collection contains an old manual and a current one. The answer should cite the approved current source. A customer using the public assistant should not receive an internal discount policy, even if its wording closely matches the question. We include absent-answer and restricted-document tests; this example is not a published client case.
Use this example to specify the behaviour you need in a demonstration. The written acceptance tests identify the input, expected result and exception outcome for your own implementation.
05. FAQs
A chatbot describes the conversational interface. RAG describes how relevant material is retrieved and supplied to the model for an answer. A company assistant may use both. The implementation still needs source ownership, permissions, answer evaluation and a route to a person when it cannot support an answer.
Yes, where the selected source and access method support the required permissions and updates. We inspect a representative collection before quoting ingestion. Poor scans, complex tables, duplicated files and conflicting versions can require preparation work that should be identified before the assistant is built.
No. Retrieval can miss relevant material, and the model can interpret a passage incorrectly. We test these separately, show supporting sources and define when the assistant should decline or clarify. The acceptance criteria are agreed against your own questions and documents, not a generic accuracy promise.
RAG usually retrieves source material at question time rather than training new model weights on every document. Storage, processing and model-provider terms still need to match the organisation's requirements. The proposal names the selected components and the agreed handling of business information.
Yes, access is designed around the selected identity and source systems. We test authorised and unauthorised accounts, including changes to group membership and deleted documents. Prompt instructions alone are not treated as an access-control mechanism. A complex permission model may require a larger scope.
Bring a small representative set of approved documents, real questions staff struggle to answer and the intended audience. Identify who owns the content and which documents are restricted. Those examples help us define a useful first collection and the checks it must pass.
Implementation starts from £6,000 for agreed document collection, grounded answers with sources, access rules and evaluation. Monthly care starts from £399/month. Prices exclude VAT. Required licences, hosting and usage are separate. Care is optional after client-managed handover; additional development is quoted separately.
These guides and services explain the connected buying decisions.
Speak with Deen Dayal Yadav, founder of Softomate Solutions, about your current systems and the first workflow. Our team is based in Stanmore, London, with delivery across the UK.
Platform documentation explains individual features. Your proposal defines how those features are configured and tested in your business workflow.
Scope your first workflow
Choose the tasks your first implementation needs. The starting package covers its agreed scope; this capability list is not a promise that every task is included in one fee.
Policy and SOP search. Retrieve the current approved policy or SOP and show its source so employees can inspect the instruction.
Manual and technical-document search. Find product manuals and technical passages using the relevant model, version or specification.
Contract and FAQ retrieval. Answer from selected contracts and FAQs, separating public knowledge from restricted business material.
Training knowledge. Make approved training material searchable while retaining its owner and update process.
Employee assistant. Give employees an assistant scoped to their department, role and permitted source collection.
Customer knowledge assistant. Provide customers with answers from the approved customer-facing collection and a human handover.
Source citations and access controls. Show supporting citations and test document permissions, source replacement and deletion.
Clear scope, agreed costs
Start with the workflow your business needs today. We confirm the implementation scope and full running costs before you commit.
Starting prices excluding VAT
From £6,000
One-off implementation
Monthly plan from £399/month
Agreed document collection, grounded answers with sources, access rules and evaluation.
Care is optional after client-managed handover and forms part of the fee while we manage your chosen service. We agree the monitoring, maintenance and technical assistance covered by your plan. Additional features and larger changes are quoted separately.
Your proposal identifies any required software licences, hosting and usage charges. We reuse suitable existing subscriptions and charge shared platform access once for the agreed account.
Deen Dayal Yadav
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