AI Assistant Guide

Learn how to use the self-learning AI to create invoices, bills, checks, and more - just by asking in plain English.

Overview

The BizBooks Pro AI Assistant lets you perform common accounting tasks by simply describing what you need. Instead of clicking through menus and filling out forms, just type a request like "Create an invoice for ABC Company for $500" and the AI handles the rest.

Industry First: BizBooks Pro is the first small business accounting software with a self-learning AI assistant. It gets smarter with every interaction across all users.

Key Features

Natural Language: Ask in plain English - no special commands needed
Context-Aware: Knows your customers, vendors, and accounts
Self-Learning: Improves from every successful interaction
Human-Verified: New patterns are reviewed before being applied
Always In Control: Review and confirm before anything is created

Getting Started

Opening the AI Chat

Click the AI Assistant button in the bottom-right corner of any screen
Or press Ctrl+Space (Windows) anywhere in the app
The chat panel will slide open

Your First Request

Try something simple to start:

"Create an invoice for ABC Company for $100 consulting"

The AI will:

Find or suggest creating the customer "ABC Company"
Open the invoice form pre-filled with details
Set the amount to $100
Add "Consulting" as the line item description

Review the form, make any adjustments, and click Save.

Supported Actions

The AI can help you with these tasks:

Action	What It Does
Create Invoice	Opens invoice form pre-filled with customer, amount, and description
Create Bill	Opens bill form pre-filled with vendor, amount, and expense category
Write Check	Opens check form with payee, amount, and expense category
Record Payment	Opens customer payment form to record money received
Quick Expense	Records an expense transaction quickly
Create Customer	Opens new customer form with details filled in
Create Vendor	Opens new vendor form with details filled in

Example Prompts

Invoices

"Create an invoice for Smith Company for $2,500 consulting services"

"Invoice ABC Corp $1,000 for web design"

"Bill Johnson LLC for $750 project management - net 15"

Bills & Expenses

"Record a bill from Office Depot for $200 office supplies"

"Bill me $150 from Amazon for shipping supplies"

"Enter a $500 bill from my landlord for rent"

Checks & Payments

"Write a check to Staples for $75 for office supplies"

"Pay ABC Properties $2,000 for monthly rent"

"Record a $5,000 payment from XYZ Corporation"

Quick Entries

"Record a $50 expense for parking"

"Log $25 cash expense for coffee with client"

Tips for Best Results

Be Specific

Include key details in your request:

Customer/Vendor name: Use full names the AI can match
Amount: Include the dollar amount
Description: Brief description of what it's for

Good: "Create an invoice for ABC Corporation for $2,500 consulting services"
Less Ideal: "Create an invoice" (AI will need to ask for details)

Use Natural Variations

The AI understands different ways of saying the same thing:

"Create an invoice" = "Bill them" = "Invoice" = "Make an invoice"
"$500" = "five hundred" = "500 dollars"
"for consulting" = "consulting services" = "consulting work"

Review Before Submitting

The AI pre-fills forms for your review. Always check:

Is the correct customer/vendor selected?
Is the amount correct?
Is the account/category appropriate?

Tip: The AI learns from your corrections. If you change something, it will remember for next time!

How Learning Works

The AI improves continuously through a feedback loop:

You make a request - The AI interprets what you need
You review the form - Check if the AI got it right
You submit or correct - Confirm or make changes
Pattern recorded - Successful patterns are saved
Human verification - New patterns are reviewed for quality
Everyone benefits - Approved patterns help all users

Note: Your interaction data helps improve the AI for everyone. Requests and outcomes are reviewed to identify successful patterns. No financial data is shared - only the request patterns and outcomes.

Frequently Asked Questions

What if the AI doesn't understand me?

Try rephrasing your request with more specific details. Include the customer/vendor name, amount, and what it's for. If the AI still struggles, you can always use the traditional menus and forms.

Can the AI make mistakes?

The AI prepares forms for your review - nothing is submitted without your confirmation. Always check the pre-filled details before saving.

How does the AI know my customers?

The AI has access to your customer and vendor lists. It matches names intelligently - "Smith" can find "John Smith at Smith & Associates" if that's your only Smith customer.

Is there a limit to how much I can use the AI?

AI usage is included with your subscription. There may be daily limits on certain tiers - check your plan details in Settings.

Can I disable the AI?

Yes. Go to Settings → Preferences and toggle off "AI Assistant". You can re-enable it anytime.

What data does the AI see?

The AI can access your customers, vendors, and chart of accounts to provide context-aware suggestions. It does not access your financial transactions or sensitive data beyond what's needed to fulfill your request.

Need more help? Contact support or visit the AI Assistant feature page for more information about how the self-learning system works.