AI chatbot

AI chatbot for business: the internal assistant that knows your knowledge

“Chatbot for business” covers two very different things: the bot on the website that answers customer questions, and the internal assistant your employees work with. novendix.AI is the second. This page explains the difference, what an internal AI chatbot has to deliver and what to look out for with data and permissions.

Internal, not on the websiteWith your documentsPermissions respected

Two kinds of chatbot – and why the distinction matters

The customer service bot on the website

Answers questions from outside, around the clock, mostly about products, delivery times or appointments. It only sees what may be public and is connected to your shop or ticket system. There are specialised providers for this.

The internal AI assistant

Works for your employees: answers questions about internal documents, writes drafts, summarises, analyses spreadsheets. It has access to confidential content – which is why the permission concept and data protection decide whether it succeeds.

What novendix.AI is

A platform for internal use: an AI chat with 19 language models, your own assistants with stored knowledge and connections to your systems. We do not offer a website chatbot for your customers as a standard product.

What an internal AI chatbot handles in everyday work

Typical questions from businesses we work with – answered on the basis of the documents you release.

“What was the travel expenses policy again?”An answer from the internal handbook instead of an email to HR

“What does the framework agreement say about liability?”A summary of the relevant clauses from the uploaded contract

“Write me a quote using our template.”A draft in the Word template, filled in with the data from the enquiry

“Which maintenance intervals apply to machine 3?”The relevant passage from the operating manual instead of searching through folders

“Summarise yesterday’s meeting.”A summary with action items from the recording

“Analyse this list by customer.”An Excel file with the analysis and real formulas

How an AI chatbot with your own knowledge works

Store knowledge

You decide which documents an assistant should know – manuals, templates, price lists – or connect sources such as Microsoft 365. The model is not trained for this.

Set permissions

An assistant for accounting sees different documents from one for sales. Anyone without access to a document gets no answers from it either.

Ask questions

The platform finds the relevant passages and passes them to the language model as the basis for its answer. This method is called retrieval-augmented generation, or RAG for short.

The technology behind it is explained in RAG explained: AI with your own documents. Why the permission concept matters more than the model is covered in AI and permissions. How to connect SharePoint and Outlook is shown in Microsoft 365 as a knowledge base.

How to recognise a good internal AI chatbot

It does not train on your data. Documents are drawn on at runtime, not built into a model. At novendix.AI, only models with contractually guaranteed Zero Data Retention are enabled.
It respects permissions. Assistants and projects can be assigned to teams; confidential documents stay with those who are allowed to see them.
It runs where your data may remain. Platform in a German data centre, models in EU data centres, DPA under Art. 28 GDPR.
It is not tied to one model. If a better model appears tomorrow, you swap it – knowledge, templates and permissions remain.
It can do more than answer. Create documents, trigger workflows, query data from connected systems – the transition from chatbot to agent is fluid. The difference is explained in Chat or agent?
It can be maintained without programmers. Assistants are created and changed via the interface; your dedicated contact person helps with the set-up.

How the platform handles data is described on GDPR-compliant AI and Privacy and security.

Frequently asked questions about AI chatbots for business

How much does an internal AI chatbot cost?

At novendix.AI, €25 (Starter), €35 (Business) or €45 (Enterprise) per user per month plus VAT, from one user. You can create and publish your own assistants from the Business plan upwards.

Is the language model trained on our documents?

No. For each question, the relevant documents are retrieved and given to the model as the basis for its answer. Only models that are contractually guaranteed not to train on customer data and not to store requests are enabled.

Which file formats can the chatbot read?

Among others PDF, DOCX, XLSX, PPTX, CSV, JPG and PNG, as well as audio files such as MP3 and WAV.

Can we also use it to build a chatbot for our website?

novendix.AI is built for internal use. There are specialised providers for a public customer service bot; talk to us if you would like to combine the two.

How long does it take to set up an AI chatbot?

Access is available immediately after the trial. You can set up a first assistant with your documents in a few hours; in the onboarding workshop we build the first ones together.

Does it work with Microsoft 365?

Yes. Microsoft 365, SharePoint, OneDrive and Outlook can be connected as sources; what to look out for is covered in Microsoft 365 as a knowledge base.

Is an AI chatbot GDPR-compliant?

It can be, if the framework is right: a DPA, processing in Germany or the EU, no training on your documents and a permission concept that protects confidential documents. The full checklist is on GDPR-compliant AI.