Know it once. Answer it everywhere.
Plexvia is one connected system for a small business. It holds what you know, what you sell and charge, your files, your hours and locations, and your people. Then the same assistant answers from all of it: on your website, in your email, and inside your team’s own chat, never outside the access rules you set.
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Website chat, customer email and team chat. Knowledge, products and prices, files, hours and locations, and people. One set of access rules over all of it.
The problem
The price is in a spreadsheet, the policy is in a shared drive, the answer is in one person’s head, and the customer’s last three emails are in a tool half the team cannot open. Every tool was bought to solve one problem and each one added a copy of the truth. So the same question gets two different answers, and keeping them in step is somebody’s afternoon.
Plexvia is the other approach: write it down once, in one place, and let everything that answers a question read from there.
Ten parts. One set of records.
Most software gets bought one problem at a time, and then somebody spends their week moving the same fact between the results. Pick any part of Plexvia below and see what it actually reaches.
Conversations
One inbox holding website chat, customer email and your team’s own messages, filtered by channel, assignee and whether anyone has replied.
What it holds
- Website chat and the email addresses you already use
- Shared mailboxes, with access granted per person
- Internal notes and a written summary of the thread
- Search that runs across every conversation at once
What it connects to
The assistant
One assistant across website chat, email and team chat, reading from the same business information and bound by the same rules in all three.
What it holds
- Agents you configure, with instructions of your own
- Guardrails that constrain what an agent may say
- Replies drafted for approval, or sent, as you decide
- A written source behind the answer, not a guess
What it connects to
Knowledge
What your business knows, written down once: crawled from your website, imported from a sitemap, uploaded as documents, or typed in.
What it holds
- Sources, and the facts drawn out of them
- Conflicts between two facts, raised for a person to settle
- An access level on every fact
- Questions the assistant could not answer, queued for review
What it connects to
Products and prices
What you sell, what it costs and what is currently discounted, held as records rather than as sentences somebody wrote into a chatbot prompt.
What it holds
- Products and services, grouped into categories
- Prices, including several options for one product
- Discounts and the promotions running on them
- The other names customers use for the same thing
What it connects to
Business details
Your addresses, opening hours, holiday hours, phone numbers and social accounts, kept as records the rest of Plexvia reads.
What it holds
- Locations, each with its own address and hours
- Special hours, for the days that are not normal
- The ways customers are meant to reach you
- Your verified website
What it connects to
Files
Your files in three separate spaces: private to you, shared with the business, or public for anyone with the link.
What it holds
- A private space, a shared space and a public one
- View, download or edit, chosen per person
- A scan before anybody can open an upload
- Resumable uploads, so a dropped connection is not a restart
What it connects to
People
Everyone the business employs, the positions they hold, and the shape of the organization those positions make.
What it holds
- A directory, searchable by name or position
- An org chart built from positions, not from boxes
- Open seats, visible as vacancies
- A record for people who do not use Plexvia at all
What it connects to
Access
One set of rules deciding what each person can see and do, and applying the same way to the assistant helping them.
What it holds
- Roles, as named bundles of permissions
- Access levels, applied to knowledge and to files
- Teams, for the work several people share
- An audit log of the configuration changes made
What it connects to
Customers
Coming soonA record for each person and organization you serve, built from the email you already answer, with the conversations you have had beside it.
What it holds
- People and organizations, with people filed under one
- Recognition by email address or phone number
- A timeline of what has happened with them
- Merge with a preview, and archive rather than delete
What it connects to
Plexvia Voice
Coming soonA business phone number answered by the same assistant, routed by rules you set, landing in the same inbox as everything else.
What it holds
- Numbers you search for, buy and label
- Routing on who is calling, which line, and the hour
- Queues that hold a caller’s place and ring them back
- Transcripts, summaries and voicemail kept in your files
What it connects to
This is what “connected” actually buys you.
A customer asks something on a Tuesday morning. Follow it through Plexvia and count how many times somebody has to copy an answer from one tool into another.
Step 1
It comes in wherever the customer felt like asking.
Website chat and the email addresses you already publish land in the same inbox, filed by channel and by whether anybody has replied yet. There is no second tool to check.
- Website chat, 9:12Do you do same-day repairs, and what does it run?
Step 2
It reads your business before it writes anything.
The assistant searches your knowledge base, the products you sell and your saved business details. It answers from what it finds, and when it finds nothing it says so instead of guessing.
- KnowledgeSame-day service, weekdays, booked before 11am.
- ProductsExpress repair, from $180. Standard repair, from $120.
- Business detailsOpen today until 6pm, Vancouver.
Step 3
The figure it quotes is the figure on the record.
Prices, the options a product has and the discounts that are currently live all come from your catalog, so a change you make in the morning is what customers are told in the afternoon. It can offer the page for that product on your own website, and no other page.
- PlexviaYes, if it is booked before 11am on a weekday. Express repair starts at $180 and is usually back the same evening.
Step 4
You decide how far an answer may go on its own.
Each business sets a ceiling on automatic replying. Below it, replies are drafted and wait for somebody to approve or edit them, with the source attached so the check takes seconds rather than a rewrite.
- Draft, waiting for approvalApprove · Edit · Rewrite from a different source
Step 5
Handoff to somebody real, by a rule you wrote.
When a conversation should not be handled by the assistant, it goes to a named person, a position, a team or whoever is on call. The thread does not restart, and the customer is not asked to repeat themselves.
- Handed toService desk, on call today: Priya
- Kept with itThe whole thread, the draft, and the note left on it
Step 6
The gap becomes a fact, once.
A question the assistant could not answer is queued as a candidate for your knowledge base. Somebody reviews it, and from then on the answer is given the same way on chat, on email and to your own team.
- Suggested factSame-day repair is not offered on public holidays.
- Waiting onOne person to accept, edit or reject it
This is the loop the product is named for. Answer it once, and it is answered everywhere after that.
Six subscriptions, or one set of records.
Most small businesses are already paying for these separately, and keeping them in step by hand. In Plexvia they are one thing, so an answer, a file and a person are never four systems apart.
Your current stack
- A shared inbox toolfor hello@ and support@
- A knowledge base or help centrefor the answers you repeat
- A price list in a spreadsheetthat the website already disagrees with
- File storagefor the policy and the forms
- A staff directory or another spreadsheetfor who does what
- Access control in each of themset five separate times
- One inbox for website chat, email and your own team
- One knowledge base every answer is drawn from
- One price list, read at the moment a customer asks
- Your files and your people held as records beside them
- One set of access rules, covering the assistant as well
Built for teams up to about 35 people. It is not an accounting package, not a shop, and not built for enterprise procurement. If you need those, Plexvia is not the right fit yet.
Every message in one inbox.
Website chat and the email addresses your customers already write to arrive in the same list on every plan, colour-coded by where they came from. On Business and Scale, your team’s own threads join them.
- Chat and email side by side, without switching tabs
- Assign a conversation, or filter down to what is yours
- Hand a mailbox to a role, and set who may view, draft or send
- PNPriya Nair2m
Hi! Are you open this Saturday for a fitting?
- DBDaniel Brooks11m
Re: Invoice #4821, can I split the payment?
- SMSofia Marenco24m
Thanks, that worked perfectly 🙏
- FDFront desk38m
Maya: I covered the 2pm, all good
- Oorders@harborpine1h
New order from the spring collection
- JOJames O.1h
Do you ship internationally?
It answers from what you told it.
Point Plexvia at your website, upload your documents, or type the answers you give every day. Every reply is drawn from those sources and shows which one it came from.
Your knowledge
harborandpine.com
Synced · 48 pages
Spring pricing.pdf
Returns & exchanges FAQ
Synced · 23 answers
A grounded answer
You can return any unworn item within 30 days for a full refund. Exchanges are free and we include a prepaid label.
From: Returns & exchanges FAQPlexvia only answers from your sources, never guesses.
You read it before anyone else does.
Plexvia writes the reply and leaves it in the thread for you. Edit it, rewrite it, or send it as it is. You can also set rules that stop it short: send a refund question to a person, never quote a delivery date that has not been confirmed.
- Drafts written from your sources, with the source attached
- Rules you write in plain language, applied to every draft
- Choose per mailbox how far it may go on its own
Exchange: linen jacket
Daniel Brooks · via email
Hi! I bought the linen jacket last week but it's a size too small. Can I exchange it for a medium, and how long does that take?
Autonomous AI sends without you. Plexvia drafts, you approve, the source is attached. You stay in command of every reply.
The details the answers come from.
What you sell and charge, your files, your opening hours and locations, and your team all live in Plexvia. They are what the assistant reads when it answers, and what your team looks up when they need to be sure.
One price list, quoted everywhere.
Hold what you sell as records rather than sentences: a product or a service, in a category, with as many priced options as it really has, and the discounts that are running right now. When a customer asks what something costs, the figure comes off that record.
- Several priced options per product, each with its condition
- Discounts that start and stop on the dates you set
- The other names customers use, so they find it anyway
Website chat
How much is a same-day repair, and is there anything on at the moment?
Same-day repair is $180 when it is booked before 11am on a weekday. Winter service is running until 28 February, which takes 15% off, so $153 today.
Repair service on harborandpine.exampleThe price, the discount and the link all came from the product record. Nobody wrote them into a script.
Kept where the rest of the business is.
A private space of your own, a shared one for the business, and a place for the assets you want anyone to be able to open. Share a single file with named people, and decide for each of them whether they can view it, download it, or edit it.
- Three spaces: yours, your team’s, and public
- Change or withdraw someone’s access in one place
- Uploads are scanned before anyone can open them
Who does what, written down once.
A directory people can search, records for the people in it, and an org chart built from positions rather than names, so an unfilled seat shows up as a gap instead of disappearing. Somebody can have a record without having a login.
- A searchable directory of the team
- Reporting lines, positions and open vacancies
- An employment record and a Plexvia account are separate things
Organization chart
Positions, not just people
Owner
Maya Kaur
Sales lead
Jordan Reyes
Store manager
Devon Okafor
Weekend assistant
Vacant
Because the chart is built from positions, an empty seat is visible instead of missing.
Ask it where your team already talks.
On Business and Scale your team gets its own chat, and Plexvia is in it. Mention it mid-conversation and it answers from your own knowledge: stock, prices, policies, hours. In a group thread it answers at the level of the most restricted person in the room, so nobody is shown something by accident.
- Mention @plexvia in a direct message, a group, or a team thread
- Answers come with the source they were taken from
- Group answers stay inside the narrowest access level present
Front desk
Team chat · 4 people + Plexvia
- MAMaya9:41
Customer at the counter asking about the linen sets. Are any left?
- LELeo9:41
@plexvia what do we have in the linen collection right now?
- Plexvia9:41
Three linen sets in stock: two Queen at $189 and one King at $219. The next restock arrives Friday.
From your catalog
One rulebook, for people and AI alike.
Give a piece of knowledge or a file a level: everyone, staff, owners, or a level you name yourself. People see what their level allows. When someone asks the assistant a question, it answers inside that same level, so a reply cannot surface something the person could not have looked up.
- Levels named in your own words, set once
- The same boundary applies to a person and to their assistant
- Roles and permissions on top, for who can change what
What Sam can see
Front desk
- Opening hours and returnsEveryone
- Trade price listStaff
- Payroll calendarOwners
When Sam asks the assistant a question, it answers inside Sam’s level too.
Three plans, one product.
Every plan answers from your own knowledge base and includes the work tools. What changes is how many people, how much capacity, and how much of the AI you can configure yourself.
Put your business somewhere it can be found.
Set up your business in Plexvia, teach it what you know, and see the messages, the work and the records in one place. Starting is free.
Free to start · No card required