Hollend Furnishings, a Canadian commercial furniture supplier with 35+ years of experience, wanted to streamline how its team accesses product and client knowledge for faster customer response and accurate recommendations. The challenge was to move away from time-consuming manual searches across multiple Excel files and create a central, intelligent database that supports instant insights for the sales team. 

To design a scalable, AI-assisted knowledge base using Airtable that:

• Organizes and links decades of product data and client purchase history.

• Enables natural language query capabilities for quick recommendations (e.g., “What kind of chairs has the client purchased in the past?”).

• Provides a training guide and prompt bank for the team to manage and scale the solution post-handoff.

• Consolidated and structured raw product data (model numbers, categories, pricing, descriptions, and client associations) from multiple files.

• Built a central Airtable database with linked records for products and clients, optimized for quick filtering and recommendations.

• Developed Airtable automations and AI field configurations to generate usage recommendations and purchase history insights.

• Created a comprehensive training guide with workflows, screenshots, and prompt libraries for the Hollend team to use AI for queries and knowledge management.

• Explored integration workflows with Make.com for future scalability (Google Drive - Airtable sync) 

1. Centralized Airtable product knowledge base
   
   

2. AI-powered usage recommendation fields
   
   

3. Training Guide (PDF) including:

• How to use Airtable for client/product search

• Prompt Bank for AI queries

• Upgrade path for scaling

4. Integration feasibility assessment (Google Drive - Airtable automation)

• Enabled exploration of AI-driven knowledge transfer, ensuring decades of product expertise are captured and searchable.
  
  

• Created a repeatable framework for adding new client data and scaling to thousands of records without complexity.

• Airtable – Database, Interface Designer, Automations
  
  

• Make.com – Workflow automation (tested for Google Drive sync)
  
  

• Airtable AI – Field-based AI usage recommendations