AI Assistant Module
Using the AI Assistant
How to connect a real Anthropic API key, turn a pasted notification into a real record only after you review it, and ask questions grounded in your company’s actual data.
Start here
1Add your API key
This module doesn’t work at all until an administrator adds a real Anthropic API key. Nothing about it is simulated — every parse and every chat reply is a genuine call to Anthropic’s API, billed to that key.
Non-admins who open this module before a key is set just see “Ask an administrator to add one.” The Settings tab itself is only visible to administrators.
In Settings:
| Field | Notes |
|---|---|
| API Key | Must start with sk-ant-. Stored encrypted; shown masked afterward. Leave blank on a later save to keep the current key unchanged. |
| Chat Model | Claude Haiku 4.5, Sonnet 5 (recommended), Opus 5, Opus 4.8, Fable 5 — or any custom model string. |
| Parse Model | Same choices, used for notification parsing instead of chat. |
| Daily Request Limit (per company) | Default 200. A single shared cap across everyone in the company — one single-notification parse, each item inside a batch parse, and each chat message all count against it. |
Click Save Settings.
Turn a notification into a real entry
2Paste & analyze
In the Entry Assistant tab, with Single mode selected, paste a bank/mobile-money SMS or email alert, a purchase receipt, a customer payment notice, or a vendor bill/payment confirmation into Paste a Notification, then click Analyze.
The real Claude API classifies the text into one of banking, expense, receivable, payable, or unclear, and extracts the matching fields — amount, date, counterparty, and so on — using only what’s actually written in the text. It never invents a figure. Each extraction comes back with a confidence level of high, medium, or low.
Nothing is written to your books at this point — this step only produces a preview.
For a banking classification, it also tries to match the notification to one of your real bank accounts by name, pre-selecting it automatically when there’s exactly one confident match. You must pick (or confirm) a real account before you can create the entry — Create Entry stays disabled until one is chosen.
3Review & create the entry
Check the extracted fields — edit anything that’s wrong or missing — then click Create Entry. This is the only action anywhere in this module that ever writes real data, and it always requires this manual confirmation. Neither Analyze nor Chat ever creates a record on its own.
What gets created depends on the entry type — see What each entry type creates.
Ask about your finances
4Chat
In the Chat tab, ask a plain-language question — “Ask about your finances.” Each turn, the assistant is given a fresh, compact digest built from your company’s real, current data:
- Dashboard KPI figures
- Total outstanding receivables, with invoice count
- Total outstanding payables, with bill count
- Your 12 most recent real bank transactions
- Your 5 most recent real expense claims
It’s instructed to answer only from that digest and never invent a number — if the digest doesn’t cover what you asked, it says so and points you toward the right part of the app instead of guessing.
Chat can’t take any action or create a record — that only ever happens through Create Entry. Its data digest also doesn’t include Projects, Tasks, Files, or Communications — see limitations.
Conversations are saved automatically (titled from your first message) and listed in the sidebar; the last 10 messages of a conversation are sent along as context on every new turn.
A smaller Chat/Entry Assistant panel is reachable from a floating AI Assistant button present across the app, with an “Open full assistant” link back to this screen.
Common tasks
Processing many notifications at once
Switch to Batch (up to 500) mode and paste many notifications at once — one per line, or separated by blank lines — then click Batch Parse. It’s still purely a preview; nothing is created yet.
After a batch parse, only rows classified as banking can be created together: tick the ones you want (Select All Bankable / Select None), confirm a bank account on each, and click Import Selected to create all of them as real posted transactions in one step. Expense, receivable, and payable rows still show in the results table, but each has to be created individually through Single mode — there’s no bulk-create for those yet.
Managing past conversations
The Chat sidebar lists every saved conversation for this company, newest first. Click New to start a fresh one without losing the current one, or open any past conversation to continue it — the assistant picks the thread back up using its saved history.
Reference
What each entry type creates
| Entry type | Creates | Resulting status |
|---|---|---|
| Banking | A real transaction in Banking, on the bank account you selected | Posted |
| Expense | A real claim in Expense Reimbursements | Submitted |
| Receivable | A real invoice in Sales | Sent |
| Payable | A real bill in Purchases | Approved |
Every created record is tagged with a note that it came from the AI Assistant, so it stays traceable later.
What this module doesn’t do
Its data digest covers Dashboard, Receivables, Payables, Banking, and Expenses only — it has no visibility into Projects, Tasks, Files, or Communications, and can’t answer questions about them from real data.
It can discuss your data but can’t create, edit, or submit anything. Only Create Entry writes data, and only from a parse you’ve reviewed.
See Processing many notifications at once — expense, receivable, and payable rows from a batch still need individual review and creation.
There’s no live inbox or SMS integration behind this — you paste the text yourself, every time.