Load your prices, policies and how-tos into one Claude or ChatGPT project so you and your team can ask it questions and get answers from your own documents.
Who it is for
Owners and small teams who keep answering the same internal questions, or who want a reliable starting point before an AI drafts anything for customers.
Tools
Claude Projects or ChatGPT Projects
Your documents: price list, policies, service areas, how-tos, FAQs
Steps
Gather the 5 to 15 documents people ask about most: price list, policies, service areas, warranty, how-tos. Remove anything private you would not want quoted.
Create a project. Anthropic says projects have their own knowledge base and instructions and are available on free accounts; OpenAI says Projects keep chats, files and instructions together.
Upload the documents to the project's files or knowledge, not to a single chat, so every new chat can use them.
Paste the instructions from the prompt below so it answers only from your files and names the file it used.
Test it with five questions you already know the answers to, including one that is not in the files. It should say it does not know.
When a price or policy changes, replace the file the same day. Old files are the main source of wrong answers.
The prompt
Project instructions:
You answer questions about [BUSINESS NAME] using only the files in this project.
Rules:
- Answer in 2 to 5 sentences, then name the file you used.
- If the answer is not in the files, say: Not in our documents. Do not guess.
- Quote prices, dates and policy terms exactly as written.
- If two files disagree, show both and say which is newer.
- Never promise discounts, refunds or deadlines that are not in the files.
Tips
Name files clearly, like price-list-2026-11.pdf, so the cited file name tells you how current it is.
Keep one project per business, not one per question.
Add a one-page cheat sheet of the most common answers; it gets used more than long manuals.