What you will accomplish

You will ask the AI Assistant about money, agreements, and deadlines—then open the right dashboard page to confirm before you quote a customer or take action.

This guide is for lookups and summaries. Final billing, voiding invoices, and sending contracts for signature still happen in Payments and your normal contract workflow.

When to use this guide

Use these questions when:

• A customer calls asking what they owe.
• You need to know if a storage agreement was signed.
• You want a quick list of expiring registrations, insurance, or contracts.
• You are preparing a follow-up and need a starting point—not the final legal or accounting answer.

Before you start

• Your staff role includes the area you are asking about. Billing questions need Payments access; contract questions need Contracts access.
• You know the customer name, vehicle, or invoice number if possible.
• You started New Chat on the web or sent a clear message in your team iMessage group.
• You are ready to open Payments > Invoices or the customer record to double-check.

Ask about customer invoices and quotes

1. Open the assistant

   Go to AI Assistant or use your linked iMessage group. Click New Chat for each unrelated customer.

   Expected result: You see the start screen with Type a message... at the bottom (or the microphone orb if you prefer voice).

2. Ask with a customer name

   Click in Type a message... and ask a clear question. Examples:

   • Does Alex Morgan have any open invoices?
   • Find open invoices for the 2017 Lamborghini Huracan.
   • What quotes are waiting for Alex Morgan?

   Press Enter to send.

   Why this matters: Names and vehicles help the assistant search the same records you see under Payments.

3. Wait for the answer to finish

   You may see Thinking... for a few seconds while the assistant searches.

   Expected result: A short summary appears in the chat—such as a list of open invoices, “no invoices on file,” or a note that you need Payments permission.

4. Read the summary carefully

   Note status words such as Open, Paid, Draft, or Void.

   If the assistant shows a customer card with a name and email, confirm it is the person you meant before you quote anything to a caller.

5. Open Payments to confirm

   Go to Invoices or Quotes and open the row.

   Why this matters: The dashboard shows line items, taxes, and send history the chat may shorten.

   Read Review a customer invoice for status meanings.

Ask about recurring storage or memberships

1. Ask about recurring plans

   Examples:

   • Does Alex Morgan have monthly storage billing?
   • Which recurring plans are active for Sam Rivera?

   Expected result: Plan names and status summaries.

2. Confirm on Recurring

   Open Payments > Recurring for exact dates and amounts.

   See Manage recurring billing.

Ask about contracts and documents

1. Ask what is outstanding

   Examples:

   • What contracts are waiting for Alex Morgan to sign?
   • Show documents for the Porsche 911.

   Expected result: Template names or status such as sent, viewed, or signed.

2. Open the customer or contract record

   Use Contacts or your Contracts workflow to see the full file.

   Why this matters: Legal agreements need the actual PDF and audit trail—not a chat paraphrase.

Ask about expiring items and dashboard alerts

Your dashboard Alerts & Deadlines area tracks items such as registration, insurance, and contract renewals. The assistant can summarize similar information when you ask.

1. Start New Chat

   Open AI Assistant and click New Chat so alert questions are not mixed with a customer lookup from earlier.

2. Ask in plain language

   Type a question such as:

   • What registrations are expiring this month?
   • Any insurance or contracts expiring soon?
   • What should I follow up on today?

   Press Enter and wait for the reply.

3. Read the alert summary

   The assistant may show green Nothing needs attention boxes when no matching items fall in the date range—or a list of customers, cars, or documents that need follow-up.

   Expected result: You know whether to call customers about renewals or move on to other work.

4. Open the related record

   Click through to Cars, Contacts, or the Overview dashboard widgets to verify dates.

   Why this matters: Expiration rules depend on the data your team entered. The record page is the source of truth.

Ask about account balance or credits (when applicable)

Some facilities track customer account balances or credits.

• Does Alex Morgan have account credit?
• What is the balance on Sam Rivera's account?

Expected result: A number or summary. Open the customer billing area in Contacts or Payments before applying a credit or quoting a balance.

If the assistant shows an Issue account credit proposal card on the web, follow Review AI proposals before confirming.

Web assistant vs iMessage for billing questions

Topic	Web AI Assistant	iMessage group chat
Open invoice totals	Summary + optional Go now link	Text summary only
Proposal to issue credit	May show a review card	Confirm in plain language—no card
Best for	Reading numbers beside the chat on a large screen	Quick phone call answer, then verify later

Common mistakes to avoid

• Quoting an invoice total from memory without opening Payments.
• Telling a customer a contract is signed because the assistant said so—open the document.
• Mixing two customers in one chat thread when asking about money.
• Asking about billing when your role does not include Payments—the assistant will say it lacks permission.

Troubleshooting

The assistant says it does not have permission

An admin must turn on Payments (and Contracts if needed) for your role in Settings > Team. See Manage team permissions.

Amounts do not match the invoice page

Use the dashboard total. Ask again with the invoice number or customer email if the assistant picked the wrong account.

No alerts show but you expected some

Check that registration, insurance, and contract dates are entered on Cars and customer records. Empty fields cannot trigger alerts.

What to do next

• Review a customer invoice for status badges and follow-up steps.
• Send and collect customer payments after you confirm what is owed.
• Contracts overview for sending and tracking agreements.
• Ask about schedule, parking, and records for non-billing lookups.