Using Monotonic for your business: one place your team asks about your documents
6 min read · Updated November 2026
Most small businesses have their answers scattered across shared drives, inboxes and people's heads. This guide shows how a team puts them in one private place, decides who sees what, and gets answers that show where they came from.
What teams use it for
- Your own know-how: handbooks, policies, price lists and product documents, answered in seconds instead of asking the one person who knows.
- Replies in your voice: draft answers to customers that read like your team wrote them, with the sources to check.
- Finding the right passage: contracts, reports and long documents, with each answer quoting the passages it used.
- Answering customers: a bot or a chat window that answers from what you've chosen to make customer-facing.
Choosing a plan
The price is per account, not per person. Pro includes up to 5 people and Business up to 25, and everyone shares the account's data and message limits. When you reach 80% of a limit, we offer the next plan; upgrading keeps everything in place. Answering customers needs Pro or Business.
Setting up your account
Setup asks what it's for, who it answers (you, your team, your customers, or a mix) and how it should sound. Your field, General, Health or Legal, tells Monotonic which personal details to look for.
You also choose how it works: search only, where answers come from your documents with their sources, or search and learning, where it also learns your house style from files you choose. Facts always come from your documents either way.
Bringing in your documents
Upload files, or connect the places your documents already live:
- Google Drive and Gmail
- Microsoft 365
- Notion
- Amazon S3 and PostgreSQL
Connected sources keep up as your documents change. Every file is checked for personal details as it arrives, and for each upload or connection you choose what happens to what's found: hold it for someone to review, hide it automatically, or keep it.
Deciding who sees what
Everything you add belongs to a space, called an audience, and answers draw only on what that audience may see:
- Me: each person's own space.
- Teams: groups you name, such as Sales or Operations, which can sit inside each other.
- Everyone: the whole account.
- Customers: what you've chosen to make customer-facing.
Each person also has a role that sets what they can change, from the Owner, who runs billing and the account, down to people who can only chat. Owners and Admins can open any audience, so give those roles with care.
Answering customers
From Connect, you can answer customers on Slack, Discord or Zulip, or let developers call it with an API key. Each one is tied to one audience when you make it, and it never changes, so a customer-facing bot can only ever answer from Customers.
Using it from Claude, ChatGPT and your own apps
Your team can add Monotonic to Claude or ChatGPT as a connector, with a sign-in that an Owner or Admin approves. Developers can use API keys from their own apps. In each case the answer is written inside Monotonic, then goes to whoever asked, under that company's terms.
Keeping track
Settings has an Activity log: Owners and Admins see every change in the account, and everyone else sees their own. You can export it as a spreadsheet file (CSV). The bell in the sidebar tells people when something needs them, such as an upload held for review.
Taking it with you
Your data is always yours to export. Deleting the account is a short flow, and it deletes everything at once; backups expire within 14 days. If you cancel, your data and model are kept for 30 days, then deleted.
To see how this looks in your field, read about law firms, clinics and healthcare, finance teams and small businesses.