AI Chat Tools — Advanced Actions

Overview

The AI chat assistant now performs advanced business operations through natural language commands. Search your work history, check job completion status, send invoices to customers, and get dashboard statistics - all by asking the AI. These tools complement the existing create actions (tickets, jobs, invoices) covered in the AI Chat Tools guide.

Available Tools

Search Jobs

Find jobs by status, date range, or customer name.

Examples:

• "Show me all completed jobs from last month"
• "Find jobs for John Smith"
• "List all in-progress jobs"

What you can search by:

• Status - scheduled, in_progress, completed, cancelled
• Date range - "last week", "this month", specific dates
• Customer name - Searches across all your customers

Search Tickets

Find tickets by status or other criteria.

Examples:

• "Show me all open tickets"
• "Find pending tickets"
• "List completed tickets"

What you can search by:

• Status - open, in_progress, completed, closed

Search Invoices

Find unpaid or specific invoices.

Examples:

• "Show me unpaid invoices"
• "Find Alice's invoices"
• "List all sent invoices"

What you can search by:

• Status - draft, sent, paid, overdue
• Customer name - Searches your customer list

Send Invoice

Mark an invoice as sent and trigger QuickBooks sync automatically.

Examples:

• "Send invoice #1234"
• "Mark invoice 5678 as sent"

What happens:

• Invoice status changes to SENT
• QuickBooks sync triggered (if connected)
• Customer receives invoice email (if configured)

Requirements:

• Invoice must exist in your system
• Invoice must have a valid customer

Get Job Status

Check completion progress of jobs with multiple tasks.

Examples:

• "What's the status of job #456?"
• "How many tasks are done on job 789?"

What you'll see:

• Total tasks on the job
• Completed tasks count
• Completion percentage
• Overall job status

Get Dashboard Stats

View key business metrics at a glance.

Examples:

• "Show me my dashboard stats"
• "What are my numbers?"
• "How many active jobs do I have?"

What you'll see:

• Active jobs count
• Open tickets count
• Revenue (this month)
• Total customers

How Tool Calls Work

When you ask the AI to perform an action:

1. AI analyzes your request and identifies the right tool
2. Tool executes the search or action
3. Results are returned in plain language
4. You can ask follow-up questions using the same context

Multi-Step Workflows

You can chain commands together:

Example: "Find unpaid invoices for Alice, then send the first one"

1. AI searches invoices for Alice
2. AI identifies unpaid invoices
3. AI sends the first unpaid invoice
4. You're notified of completion

Tips

• Be specific - "Show completed jobs from January" is better than "show jobs"
• Use natural language - You don't need exact field names or syntax
• Ask for clarification - If results aren't what you expected, refine your question
• Combine tools - "Find Alice's open tickets and create a job for the first one"

Limits

• Search results are limited to 10 records per query
• Date ranges default to last 30 days if not specified
• Customer matching requires at least 3 characters
• Job/ticket/invoice IDs must be exact matches

Questions

Q: Can AI delete records? A: No - AI can only create and search records, not delete them. This protects your data from accidental removal.

Q: What if the AI can't find what I'm looking for? A: Try rephrasing your question with more specific details like dates, customer names, or status. You can also manually search using the regular BlueClerk interface.

Q: Does sending an invoice through AI cost extra? A: No - AI tool calls use your included AI credits, just like regular chat messages. Sending an invoice is 1 action and typically costs 1 credit.

Q: Can I undo an invoice send through AI? A: No - once sent, the invoice status change and QuickBooks sync are permanent. You can manually change the status back in the Invoices page if needed.