AI assistant

The AI assistant reads what comes into a task and fills the form from it. A typical case: a client sends a photo of a receipt or a PDF invoice by e-mail, Telegram or WhatsApp, a task is created, and a few seconds later the amount, VAT, invoice number, date and supplier are already in the fields. The person only checks the result.

What it reads

• files attached to the task: invoices, receipts, orders, contracts (text is recognised from scans and photos),
• messages that came with the task from a messaging channel or e-mail,
• the fields already filled in the task.

Setup

1. Connection. Paste an OpenAI API key and choose the model. Pick the bot the assistant acts as: a user with the role BOT that has access to the form. Everything the assistant writes into tasks is done by this bot, so you always see which values came from AI.
2. Prompt. General instructions the AI follows on every run: who it is, what documents to expect, how to validate the data (for example, that the total equals net plus VAT), what never to do.
3. When to run. On task creation, update, close or delete. For channels that create a task per message, the assistant runs right after the files are stored, so it sees them.
4. What it can read. Attachments and messages, each switchable.
5. Fields filled by AI. For every form field you want filled, a short description of what to look for: "invoice date", "amount without VAT", "registration number of the supplier". Fields can also be linked lookups into other forms, for example a supplier found by its registration number.

Good to know

• The assistant works on behalf of the bot, so the bot needs access to the form with the right to update tasks.
• Errors of the last runs are shown in the extension card.
• Keep the prompt about rules and validation; what to extract goes into the field descriptions.