Ask AI assistant

Ask AI is the assistant built into Workspace369. It answers from your live workspace data and can act on it: find the overdue invoices, draft the follow-up, create the task, book the visit. It runs as you, sees only what your permissions allow, and stops for confirmation before anything reaches a client.

Open Ask AI

• In the sidebar, choose Workspace AI, directly under Dashboard. On a phone this opens a full-screen chat; on tablet and desktop it opens a panel beside your work.
• On a phone, Ask AI can also sit in the bottom bar. Add it under Settings, Bottom bar.
• From global search, choose the Ask AI action to open the assistant with your query.

The chat greets you by name and offers suggestion chips such as reviewing overdue invoices or checking your calendar. Choose one or type your own request.

Ask a question or give an instruction

Type naturally, for example "Which invoices are past due?" or "Create a task on the Onboarding board to send the welcome pack." While it works, the Activity strip shows each step, such as Finding invoices or Creating task, and how many steps ran.

Ways to give the assistant more to work with:

• Mention a record. Type @ to pick a customer, invoice, estimate, schedule, or team member, so the assistant works on that exact record.
• Attach a file. Choose the attachment button, then Photos, Files, or Camera. Images and PDFs are supported, up to ten files of 20 MB each per message. Office documents and GIFs are not accepted.
• Search the web. Turn on web search in the composer when you need current outside information. Answers then list their Sources.
• Speak instead of typing. Choose Speak to dictate. Voice input costs about one Token per 15 seconds.
• Choose a response style. Under Response style, pick Auto, Fast for short direct answers, or Detailed for step-by-step explanations.

What Ask AI can do

Ask AI uses the same set of tools as a connected AI app, so its reach matches the MCP tools reference. In everyday terms it can:

• Look up clients, requests, notes, projects, tasks, invoices, proposals, payments, time entries, events, booking pages, and team availability.
• Create and update clients, notes, projects, tasks and boards, events, reminders, time entries, catalog services, draft invoices, and draft proposals.
• Record invoice payments, invoice finished jobs, and record whether a proposal was accepted.
• Send an invoice or proposal, reply to a lead, and send SMS or email from the inbox, always after you confirm.
• Search inbox messages, read task comments, inspect workflows and their runs, and turn a workflow off.
• Search your AI knowledge base for policies, pricing rules, and procedures you have written down.

Some things stay out of reach on purpose. Ask AI does not delete records, invite or remove team members, turn workflows on, send marketing campaigns, or take payments. It will say so rather than improvise.

Anything that changes data shows a confirmation card first unless your workspace has turned on Auto mode. See Ask AI actions and Auto mode.

Keep and find conversations

Choose New to start a fresh conversation and History to return to earlier ones. Chat History groups conversations by day, and Search conversations filters the ones already loaded; choose load more to include older chats. A conversation can be deleted from its menu. Conversations are not renamed; each one shows its first message as its title.

What Ask AI can see

Ask AI runs under your account with your permissions, checked live on every step. A member who cannot view invoices in the app cannot read them through Ask AI, and a member limited to specific clients sees only those clients. Amounts stay hidden when you cannot view prices.

Contact details, amounts, and record numbers in an answer are copied from your data in that conversation, never guessed. When something is unavailable, the assistant says so instead of answering from a different feature.

Every step Ask AI runs is recorded in the workspace's AI activity log, alongside calls from connected apps. Admins can review it under Settings, AI, AI Connections (MCP).

Permissions and cost

• Using Ask AI needs the Use AI permission under Workspace AI. Without it the screen reads "No access to Ask AI".
• Each conversation turn is paid from the workspace Token balance according to the work done. The steps inside a turn are not charged separately. See Tokens and AI billing.
• Ask AI is available on every paid plan. Plans differ in the monthly Token allowance.

If something does not work

• "Slow down a moment." You sent more than ten messages in a minute. Wait a moment and try again.
• "Connection lost" or "That didn't go through." The answer stopped part-way. Choose Retry. If the response was interrupted after actions had started, review the Activity strip before asking again so nothing runs twice.
• "Ask AI is offline." The service is temporarily unavailable. Try again in a little while.
• "You've run out of Tokens." Choose Get more Tokens or ask someone with the Purchase Tokens permission to top up.
• A confirmation card reads "Confirmation expired". Cards time out for safety. Ask again to run the action.
• The balance badge shows a dash. The balance could not be refreshed. It is not zero; open the badge to reload it.