AI Assistant

What the AI Assistant Is

The AI Assistant is your direct line to the intelligence layer of the CRM. Not a chatbot with a decision tree. Not a help widget. A real AI agent that has access to all your CRM data and can take real actions — create contacts, update projects, draft and send emails, build workflows, pull revenue reports, and answer any question about your business in plain language.

You give it natural language instructions. It acts. It tells you what it did. If it needs clarification, it asks one question and then executes. The goal is that anything you could do by clicking through the CRM, you can do faster by asking the AI.

This is not a support chatbot. The AI Assistant operates inside your account with full permissions. It can create records, send communications, trigger workflows, and surface business insights — all from a single conversation thread.

Chat Interface

The interface mirrors a messaging app: conversation history on the left, active thread on the right. Every conversation is a session — the AI tracks context within a session and across sessions.

Example conversation thread — "Revenue check + invoice follow-ups":

You · 3:14 PM How many jobs did I complete last month and what was the total revenue?

AI Assistant · 3:14 PM Here's your April summary:

Metric	Value
Completed Projects	14
Total Invoiced	$47,320
Total Collected	$44,800
Outstanding	$2,520 (3 invoices)

You · 3:15 PM Send a follow-up email to the 3 with outstanding invoices.

AI Assistant · 3:15 PM I'll send follow-up emails to Karen L., Marcus R., and Bill F. Their invoices total $2,520. Want me to use the Invoice Overdue template or draft custom messages for each?

You · 3:15 PM Use the template.

AI Assistant · 3:15 PM Done. Sent to all 3. I've also logged these as high priority in the Invoice Overdue workflow so they'll get the 7-day follow-up automatically.

The AI takes the action AND sets up the downstream automation.

What the AI Can Do

• Query Your Data — Ask anything about jobs, revenue, contacts, pipeline. The AI queries your live data and returns accurate answers with context.
• Create & Update Records — Add contacts, update projects, create tasks, write notes — all by asking. No clicking through forms.
• Trigger Workflows — Run any workflow on demand. "Send the re-engagement sequence to all contacts who haven't booked in 90 days."
• Draft & Send Communications — Write and send SMS or email — or draft it for your review first. Uses your templates or generates custom copy.
• Build Workflows — Describe a workflow in plain language. "Remind customers 3 days before their scheduled appointment by SMS." The AI builds it.
• Analyze Performance — Surface insights automatically. Best performing services, top clients, pipeline conversion rate, seasonal trends.
• Answer CRM Questions — Not sure how something works? Ask the AI. It knows the full product and can walk you through any feature step by step.
• Generate Reports — Pull a monthly summary, a project P&L, a team performance breakdown — then export or email it with one follow-up message.
• Schedule & Dispatch — Schedule jobs, assign technicians, check availability, send confirmation SMS to customers — directly from the conversation.
• Invoice & Payment Status — Pull any invoice, check payment status, send payment links, flag overdue accounts — without opening the invoices tab.

Context the AI Has

The AI isn't working blind. Every conversation starts with full visibility into your account. It doesn't need you to re-explain your business every time — it already knows.

• Contacts & Projects — Full contact list, project history, notes, tags, and activity timeline for every record in the CRM.
• Invoices & Estimates — Every invoice, estimate, payment status, and outstanding balance. Including sent dates and open/paid state.
• Workflow History & Run Logs — Every workflow that's ever run, its outcome, which contacts it touched, and any errors.
• Conversation History — Every SMS, email, and call log from the Conversations area. The AI has read every message exchanged with your customers.
• Plugin Configuration — Which plugins are active, their settings, and their dependencies. The AI won't suggest using a feature that isn't enabled.
• Integration Status — Which external services are connected (Stripe, Twilio, Google, etc.) and whether they're healthy.
• Team & Roles — All team members, their roles, their assigned projects, and current availability based on schedule data.
• Prior AI Conversations — The AI remembers what was discussed across sessions. Context from 2 months ago is still available — preferences, patterns, past decisions.

Conversation History

Every AI conversation is automatically saved with a generated title based on the first message. Sessions are searchable by keyword and browsable by date. The AI builds persistent memory across sessions — it doesn't start from zero every time you open a new conversation.

Example saved sessions:

Session Title	Preview	Date
Revenue check + invoice follow-ups	14 completed jobs, $47,320 invoiced, $44,800 collected, 3 outstanding...	Today
Build a re-engagement workflow for 90-day cold contacts	Workflow created: "90-Day Re-engagement" · 47 contacts eligible at creation time...	May 13
Top 5 clients by revenue — April analysis	1. Westfield Properties $8,400 · 2. Marcus Chen $6,200 · 3. The Henley Group $5,800...	May 11
Stripe integration setup walkthrough	Connected Stripe account acct_1AB2... · Test payment $1.00 verified successful...	May 9
April performance summary — jobs, revenue, team	Best month since January. Marcus completed 6 jobs, highest on the team. Roof inspections up 40%...	May 1

Voice Mode (iPhone App)

The AI Assistant is available as push-to-talk on the iPhone app. Same capability — same context — voice in, voice out. Use it hands-free on the job site without stopping to type.

Push-to-Talk AI — Hold the mic button and speak naturally. "What's on my schedule today?", "Mark the Henderson project as complete", "Send Karen the payment link for invoice #2041." The AI responds in your ear and logs the conversation to the web interface automatically.

• Same conversation history — voice sessions appear alongside web sessions in the sidebar
• Same context — the AI has full access to your data whether you're on web or mobile
• Offline actions queue — commands issued without signal are queued and executed when connectivity resumes
• Sync to web — everything said via voice shows as text in the conversation thread on desktop