Use the assistant

Open Assistant from the workspace navigation to ask for help, troubleshoot a workflow, or draft a document. Your administrator must enable the assistant first.

Start and continue a chat#

Chat is for questions and conversation. Choose New chat, type a message and press Send. You can also choose a starter prompt and edit it before sending. Ask follow-up questions in the same chat so the assistant can use the recent conversation.

Try “How do I send my first invoice?”, “My invoice email was not delivered; what should I check?” or “Help me write a polite payment reminder.” The assistant can compose text, but it does not send that text to your customer. To send a real payment reminder from chat, see Payment reminders from chat.

Enter sends a message; Shift+Enter adds a line. If a request fails, your unsent message stays in the composer. Press Send to retry. Free-model availability and shared quotas can sometimes cause a delay or refusal.

Replies appear progressively as the assistant writes. Stop ends generation and keeps your message for retry. An interrupted partial reply is marked as unsaved; copy and suggested actions appear after the complete reply is validated and saved. If you scroll up to read, the conversation stays in place; Jump to latest returns to the newest reply.

Find and manage saved chats#

Chats are private to your account within the selected workspace. Saved chats appear in the history list. Use Search chats to filter titles, then select a chat to reopen it. Opening another chat or starting a new one clears any unsent text in the composer, so send or copy that text first.

After selecting a chat, use Rename chat to give it a useful title. Delete chat asks for confirmation and removes that conversation only; it keeps documents and other records. You can save up to 100 chats. A chat holds 50 question-and-answer turns; start a new chat when you reach the limit.

Check sources and use replies#

Application help uses Bookmaker's user guides. Links under a reply show the supplied documentation or records that the assistant cited. Follow a link to check the underlying information. AI can make mistakes, and a source link is not a guarantee that every sentence is correct.

Choose Copy reply to copy the answer text. Suggested follow-up questions fill the composer so you can review them before sending. The assistant cannot inspect your browser, application logs, attachments or an email provider's private systems. For troubleshooting, describe what you tried and quote the error message without including secrets.

Look up workspace records#

Look up workspace records is off by default. Turn it on for a message when you want the assistant to look for matching invoices, customers or products in the current workspace. For example, ask “What is the balance of invoice INV-104?”, “Find customer Ada” or “How much is product Chair?”

Ask for whole lists#

With lookup on, you can also ask for a whole list of your records instead of searching for one:

Under the answer, a line gives the count Bookmaker worked out itself, such as 73 customers · first 50 listed, A–Z, with a link to the page that holds the full list. That count covers every active record of that kind in the workspace, not only the ones listed. The assistant reads at most 50 records of each kind, so for a longer list it tells you it is showing the first 50; open the linked page for the rest. Archived customers and products and inactive taxes are counted on that line but not listed.

Asking about one record by name, such as “Find customer Ada”, still searches for it instead of listing everything.

Enabled lookup sends limited record summaries to the configured AI provider. Summaries can include names, document numbers, dates, status, currency and amounts. A list you ask for sends up to 50 records of each kind: customer and company names with their currency; product names, types, SKUs, units and prices; tax names and rates; and team members' names and roles. Team members' email addresses are never sent. When your administrator turns on smarter document search, a summary can also include a short excerpt of the document's text, such as its items, subject or notes. The payment instructions field, the customer address, the terms and contact details are never included. Notes can be, so anything typed into a document's notes may be sent. Messages themselves are also sent to the provider, so do not type passwords, API keys or payment credentials.

Smarter document search also works in the background, whether lookup is on or off. When your administrator turns it on, the text of each document is processed by an AI provider set up for search, which can be a different provider from the assistant's. That text is the document's type and number, customer name, issue and due dates, currency, subject, reference and PO number, each item's description, quantity and unit, and the notes. Status, amounts, payment instructions, addresses, terms and contact details are not part of it. The words you type in the command palette's search, and the words searched for a question asked with lookup on, can be sent to that provider too.

Search retrieves at most six records of each requested kind, or eight documents when smarter document search is on. A list you ask for reads at most 50 records of each kind. This is still a limited search, not a complete ledger or financial report. Use the application lists and reporting workflows to verify complete balances. Switching lookup off prevents new record reads for that message; it does not erase record information already discussed in the chat.

With smarter document search on, a question about your documents, such as “Which invoices are overdue?” or “How much does Acme owe?”, shows a line under the answer:

• The number of matching documents, with the words and filters that were used. They show how your question was read, so check them.
• For unpaid or overdue questions, the balance due for each currency. Bookmaker calculates these figures, not the AI, and never adds different currencies together.
• The number and the balance cover every matching document, not only the eight that are listed.
• When the line shows searched words, a document matches if its number, customer name, subject, reference or total contains those words as one phrase, or if they are exactly the SKU of a product on it. A document that mentions them only in its items or notes, or is only similar in meaning, is not counted. If it is listed, it is marked related.
• If nothing reliable is found, the line says so.

Questions that begin like “How do I…” or “What is a…” are answered from the guides and show no such line. Other how-to questions may show one.

Payment reminders from chat#

Where payment reminders are switched on, you can ask the assistant to act on them. Turn on Look up workspace records for the message, then ask in your own words:

The assistant never sends or changes anything by itself. It prepares the action and shows a card under its reply. Nothing happens until you choose the button on that card.

The card is what to read before you confirm. Bookmaker fills it in from your own records, not from the assistant's wording: the invoice number, the customer, the balance due and the due date, and a sentence saying exactly what confirming will do. For a snooze it states the date it understood, so “next Friday” is shown as a date you can check. If the reply and the card ever disagree, the card is what happens.

• Confirm carries it out once. Choosing it twice, or in two tabs, still sends one reminder.
• Cancel closes the card. Nothing is sent or changed.
• If a reminder for the invoice went out recently, the card asks before sending another.
• If something cannot be done, the card says why: the invoice is paid, was never emailed to the customer, your role does not allow it, or reminders are off for the deployment.
• If the assistant is not sure which invoice you mean, it asks instead of guessing. Name the invoice number.

Confirming does exactly what the buttons on the invoice or customer page do, with the same permissions: sending or changing an invoice's reminders needs permission to edit documents, and changing a customer's setting needs permission to edit customers. The reminder appears in the invoice's reminder history and the activity log like any other.

With lookup on, a reminder request sends the AI provider a short summary of the invoices it could mean: number, customer name, status, balance and due date. With lookup off the assistant cannot look the invoice up, and says so.

Draft a document#

Choose Draft a document to open the document assistant. Describe the document and review its customer, items, prices and dates. The assistant asks for missing details. Create draft opens a draft in the editor; review and edit it before issuing or sending it.

The document choice is a starting point. You can select Invoice, then say “Create a quotation for Ada” or “Make this a quotation” later. The assistant updates the type in the review and keeps compatible details. You can continue correcting a ready draft before creating it.

Suggested edits fill the composer for you to complete. Try “Change the customer to…”, “Add another item…”, “Remove item 2”, “Clear the notes” or “Remove reference”. Item numbers follow the review order. The review shows a line subtotal before tax and discounts when quantities and prices are complete. Check amounts and dates before saving.

When drafting inside an existing document editor, a proposal with a different type cannot be applied there. Ask to switch back to the editor’s type or start a separate draft from Assistant.

Chat and document drafting are separate modes. A document suggestion in chat can open Draft mode, but you still enter the document details there and review them. Creating, issuing and sending are separate actions. Chat never changes business records on its own: the one thing it can prepare, a payment reminder action, is carried out only when you confirm its card.

Workspace viewers can use conversational help and read-only lookup. Drafting requires document-write permission. Support impersonation sessions cannot use the assistant. Microphone dictation and optional spoken replies remain available in document drafting when supported by your browser.