Case study
Knowledge Assistant for the Finance Department
Finance staff spend hours searching through regulations and guidelines. The assistant responds instantly with a source citation and always works with the latest version of the document.
The problem
Finance staff need to quickly find an answer to a question about the interpretation of accounting and tax regulations, internal financial guidelines or a specific contract or case, but do not always have sufficient specialist knowledge and searching through extensive documentation is time-consuming. Experienced specialists (chief accountant, finance director) are therefore overwhelmed with routine queries that could be answered directly from the documentation.
Internal guidelines and legislation also change frequently, so even an experienced employee risks working with an outdated version of a rule or regulation.
What this causes
- Unnecessary burden on specialists (chief accountant, finance director) with routine queries that have a clear answer in the documentation.
- Time lost to manual research in accounting and tax regulations as well as documentation for a specific contract or case.
- Risk of misinterpreting a regulation due to insufficient knowledge of current legislation or internal guidelines.
- Risk of working with an outdated version of a guideline due to frequent rule updates.
What the client gains
- Instant access to an answer from internal guidelines and specific contractual documentation, without manual research.
- An answer backed by a citation of a specific article of the regulation or part of the documentation, not a general assumption.
- Active follow-up questions when a query is ambiguous, rather than a misdirected answer.
- A clear admission when the assistant does not know the answer, rather than an invented response, and direction to the right person.
How we solve it
Query submission
A finance department employee asks the assistant a question, optionally providing a contract or case ID for specific context.
Query type recognition
The assistant evaluates whether it is a general query (accounting/tax regulations, internal guidelines) or a query about a specific contract or case, and asks for a missing ID if needed.
Knowledge base search
The assistant searches the central knowledge base (regulations, guidelines) or documentation for the specific case and always works with the latest version of the document.
Preparing an answer with a citation
The assistant prepares a concise answer with a reference to a specific article of the regulation or part of the documentation. If it does not know the answer, it says so clearly.
Delivering and expanding the answer
The assistant displays the answer with the source citation and offers further context or follow-up questions based on the user's response.
Further uses
- Extending to other internal knowledge bases (HR policies, security regulations)
- Connecting to an internal system for automatic context recognition by contract or case ID
- Assistance with preparing materials or draft responses based on documentation
- Tracking the most frequently asked questions as a basis for updating internal guidelines
