AI Knowledge Base

Intermediate · 5 min · AI & automation

The AI Knowledge Base holds the answers and information the AI assistant draws on, so its replies match how your business actually works.

Open this screen in Stockivio →

AI Knowledge Base

Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

An AI only knows what it is given. If your business has its own rules, such as standard credit days, return policy or which route goes on which day, the AI cannot guess them. The Knowledge Base is where those answers live. Owners and managers keep it accurate; staff then get answers that follow house rules instead of generic advice.

Before you start

AI set up for your business (see AI Workspace)
Your house rules written down simply: credit terms, return rules, route days

Step by step

Open AI Knowledge BaseIn the left sidebar, find AI Knowledge Base with the other AI Workspace tools and open it. If the screen is locked or empty, check AI Workspace to see whether an AI provider is configured.
Read what is thereGo through the existing entries. Note anything out of date or missing.
Add short, factual entriesWrite one rule per entry in plain sentences, for example "Standard credit for kirana customers is 15 days." Save each entry.
Leave out secretsDo not store passwords, keys, bank account logins or private staff details. Anything here may appear in an AI reply.
Test with a questionAsk the AI something your new entry should answer and check the reply uses it.
Review every few monthsWhen a rule changes (new credit days, new route), update the entry the same day so the AI does not give old answers.

Worked example

Sharma Traders gives kirana stores 15 days' credit and visits Malviya Nagar on Mondays and Thursdays, Sanganer on Tuesdays and Fridays. Salesmen Ravi and Imran keep asking the office these facts.

Open AI Knowledge Base.
Add an entry: "Kirana customers get 15 days' credit. Wholesale customers get 30 days." Save.
Add an entry: "Malviya Nagar route: Monday and Thursday. Sanganer route: Tuesday and Friday." Save.
Add an entry: "Damaged goods must be reported within 2 days of delivery." Save.
Test: ask the AI "What credit days does Gupta Kirana Store get?" The reply says 15 days.

Result: Ravi and Imran get consistent answers from the AI instead of phoning the office. No accounting data changes; credit terms on the customer record still need to be set in Customers.

💡 Tips

Short entries work better than long documents.
Write rules the way you would explain them to a new salesman.
Date your entries in the text ("from 1 Nov 2026") so you know when a rule started.

⚠️ Common mistakes

Expecting a Knowledge Base entry to change settings. Fix: the entry only informs answers; change the real setting on its screen (for example credit terms in Customers).
Leaving old rules in place. Fix: delete or update the entry as soon as the rule changes.

सवाल

Is this the same as the Help screen?

No. Help answers from Stockivio's own guides and approved answers. The AI Knowledge Base holds information the AI draws on for your business.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Open AI Knowledge Base.
Scene 2: Add the credit-days entry and save.
Scene 3: Add the route-days entry and save.
Scene 4: Ask the AI about Gupta Kirana Store's credit days.
Scene 5: Reminder text: no passwords or keys in the knowledge base.