The AI Assistant answers questions about your own business data and prepares work for you — but it never sends, changes, or charges anything without your confirmation. It is a paid module; when your shop has it, it appears in the sidebar as Answering & AI → AI Assistant and a chat button appears in the bottom-right corner of every page.
Chat from any page
Click the round chat button at the bottom right to open Assistant. Type a question and press Enter.
- Look things up: for example, "who owes me the most right now?"
- Make a change: for example, "update Riverside's phone number" or "draft an invoice for ACME — 2 hours labor at $150".
- Import a list: paste customers into the chat, or use the paperclip to attach a CSV or Excel file.
Anything that would change data comes back as a card inside the chat with Confirm and Cancel buttons — nothing is written until you press Confirm. If the assistant queued more drafts than the chat shows, it links you to the Approvals tab. The chat knows which record you have open, so on a customer, invoice, or work order page you can refer to "this one" without naming it. See Customers, Invoicing, and Work Orders.
Connect your mailbox
The assistant page starts at one step: Connect with Microsoft, which links your Microsoft 365 mail and calendar. Once connected, the page opens into six tabs — Setup, Inbox, Approvals, Tasks, Learning, and Usage.
On Setup you can also:
- Press Link Telegram and send the
/startcode shown to the bot. Telegram is how the assistant texts you summaries and how you approve with a tap; without it, results still land on the Approvals tab. - Enter Your phone number and save it, then press Get a phone number to give the assistant its own line, picked local to yours. Your number is the only one "call me" will dial.
- Turn on Automatic bill prep to draft invoices from completed work orders — drafts only, never sent or charged automatically.
- Turn on Auto-dispatch suggestions to have each new answering job's review card suggest a technician and day. Nothing is assigned until you approve. With it on, a Dispatch technicians card lets you set each tech's home ZIP and skills to tune the ranking.
Further down, Set up your assistant holds the context it works from: rules and business facts, key people, vendors and ordering contacts, feature and spending limits, briefing schedule, and a document library. Briefings are changed by asking the assistant in plain language — for example "brief me every weekday at 7am" or "pause my briefings".
Triage, approvals, and tasks
Inbox shows your latest mail and a Triage now button that runs a pass over the inbox. Anything actionable lands under Approvals — and in Telegram if you linked it.
Approvals is the review queue. Expand a pending item to see the full draft, then approve or cancel it; approving is what actually sends the email or creates the event. Below it, Recent activity lists recent assistant runs with their channel and status.
Tasks is a shared to-do list. Add one in the box at the top, mark it Done when finished, and see dated items under Upcoming. To-dos the assistant created are tagged assistant.
Learning and usage
Learning is the discovery report. Press Run the first sweep and the assistant reads a year of your own mail and calendar and writes up how you operate. Nothing it concludes affects the assistant until you activate the profile, and you can drop any conclusion you don't recognize — dropped ones are not suggested again. The page notes the limit honestly: the sweep only sees email and calendar, so work you do by phone or text is invisible to it.
Usage shows this period's totals — Claude tokens, Telegram messages, web searches, documents, and emails or events sent.