> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Ask about billing, contracts, and alerts

> Use the AI Assistant to check invoices, quotes, contracts, and expiring items—then verify in the dashboard before you tell a customer.

## 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](https://www.carstoragesoftware.com/dashboard/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.

> [!WARNING]
>
> **Always verify money and contracts**
>
> Treat assistant answers about **dollar amounts**, **invoice status**, and **contract details** as **drafts**. Open the official record before you promise a customer or change anything.

## 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](https://www.carstoragesoftware.com/dashboard/payments/invoices) or the customer record to double-check.

## Ask about customer invoices and quotes

**1. Open the assistant**

Go to [AI Assistant](https://www.carstoragesoftware.com/agent) 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](https://www.carstoragesoftware.com/dashboard/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](https://www.carstoragesoftware.com/dashboard/payments/invoices) or [Quotes](https://www.carstoragesoftware.com/dashboard/payments/quotes) and open the row.

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

![Payments Invoices page open beside an AI Assistant billing lookup](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-payments-invoices-fallback.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=87830fb6af07fab184b99ebfaf396bf1)

*Always open [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices) before you quote a dollar amount on the phone. The list shows status badges such as **Open**, **Paid**, and **Draft** that the chat may shorten.*

Read [Review a customer invoice](/docs/payments/review-a-customer-invoice.md) for status meanings.

![AI Assistant answering a question about whether Alex Morgan has open invoices, with the customer contact card shown below the reply](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-billing-invoice-lookup.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=8bee9ca6477312bebbc794d12c53f0f9)

*The assistant summarizes invoice status in the chat. Even when the answer mentions setup or says there are no open invoices, open [Payments](https://www.carstoragesoftware.com/dashboard/payments/invoices) before you tell a customer what they owe.*

> [!NOTE]
>
> **Stripe or payment setup messages**
>
> If the assistant says a **Stripe account is not set up** for a customer, your facility may still need to finish [Connect payment processing](/docs/settings/connect-payment-processing.md) or add that customer to payment processing on their [Contacts](https://www.carstoragesoftware.com/dashboard/contacts) record. The assistant is pointing you to a setup gap—not saying the customer definitely owes \$0.

> [!WARNING]
>
> **No invoices does not always mean \$0**
>
> The assistant only sees invoices already created in your system. A customer might still owe storage under a recurring plan that has not generated an invoice yet. When money matters, open [Payments](https://www.carstoragesoftware.com/dashboard/payments) and the customer record—not just the chat reply.

## Ask about recurring storage or memberships

**1. Ask about recurring plans**

In [AI Assistant](https://www.carstoragesoftware.com/agent), click **New Chat**. Type a question such as:

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

Press **Enter** and wait for the reply to finish.

**Expected result:** Plan names and status summaries—such as **active**, **paused**, or **no recurring billing on file**.

**2. Confirm on Recurring**

Open [Payments > Recurring](https://www.carstoragesoftware.com/dashboard/payments/recurring) for exact dates, amounts, and the next invoice date.

**Why this matters:** The assistant summarizes what it finds. The **Recurring** page shows line items, billing cycles, and whether a plan is linked to a specific vehicle.

See [Manage recurring billing](/docs/payments/manage-recurring-billing.md).

**3. Check the customer record when results look empty**

If the assistant says there is no recurring billing but you expect storage fees, open the customer in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts) and review the **Billing** area.

**Tip:** Recurring plans must be set up in [Payments](https://www.carstoragesoftware.com/dashboard/payments) before the assistant can report them.

![AI Assistant summarizing whether Alex Morgan has monthly storage billing](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-recurring-billing-lookup.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=4836d3e77d1188b7961618068b84a5b2)

*Recurring plan questions return a short summary in the chat. Open [Payments > Recurring](https://www.carstoragesoftware.com/dashboard/payments/recurring) to see exact amounts, next bill dates, and which vehicle each plan covers.*

> [!TIP]
>
> **Recurring billing is not the same as open invoices**
>
> A customer can have an **active monthly storage plan** but **no open invoice** yet if the next bill has not been generated. Ask about both when a caller questions their balance: recurring plans **and** open invoices.

## Ask about contracts and documents

**1. Start New Chat**

Open [AI Assistant](https://www.carstoragesoftware.com/agent) and click **New Chat** so contract questions are not mixed with invoice lookups from earlier.

**2. Ask what is outstanding**

Type a clear question. Examples:

* What contracts are waiting for Alex Morgan to sign?
* Show documents for the Porsche 911.
* Has Alex Morgan signed the storage agreement?

Press **Enter** and wait for the reply.

**Expected result:** Template names or status words such as **sent**, **viewed**, **signed**, or **not on file**.

**3. Read the status before you tell the customer**

If the assistant says a contract is **waiting for signature**, do not promise the customer it is complete until you open the file yourself.

**Why this matters:** A customer may have opened the email but not finished signing. The dashboard shows the official status.

**4. Open the customer or contract record**

Use [Contacts](https://www.carstoragesoftware.com/dashboard/contacts) or your [Contracts](/docs/contracts/overview.md) workflow to see the full PDF and signing history.

**Expected result:** You can resend, download, or follow your facility's normal signing process from the record page—not from the chat.

![AI Assistant listing contracts waiting for Alex Morgan to sign](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-contracts-lookup.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=b36bcd0e6d1d8a16d8d0c79275aaa390)

*Contract questions return template names and status words such as **sent**, **viewed**, or **signed**. Open the customer record or [Contracts](/docs/contracts/overview.md) workflow before you tell a caller their agreement is complete.*

> [!WARNING]
>
> **Sending for signature**
>
> The assistant may offer to **send** a contract in some cases. Treat that like any sensitive action: confirm the customer, template, and email address in the dashboard before you agree.

## 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](https://www.carstoragesoftware.com/agent) 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**

You may briefly see **Using Get Dashboard Alerts...** or **Thinking...** while the assistant searches.

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](https://www.carstoragesoftware.com/dashboard/cars), [Contacts](https://www.carstoragesoftware.com/dashboard/contacts), or the [Overview](https://www.carstoragesoftware.com/dashboard/v2) 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.

![AI Assistant showing compliance and expiry alert summary with Nothing needs attention status boxes](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-alerts-lookup.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=31eb29a61443b63adc234eb142094b7d)

*Alert answers summarize registrations, insurance, and similar deadlines. When the list is empty, your team still benefits from knowing nothing is due in the next 90 days.*

> [!TIP]
>
> **Alerts need data on the car record**
>
> If the assistant always says nothing is expiring but you know a registration is due, open the vehicle in [Cars](https://www.carstoragesoftware.com/dashboard/cars) and confirm registration and insurance dates are filled in. Empty fields cannot trigger alerts.

## 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](https://www.carstoragesoftware.com/dashboard/contacts) or [Payments](https://www.carstoragesoftware.com/dashboard/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](/docs/ai-assistant/review-ai-proposals.md) before confirming.

## Web assistant vs iMessage for billing questions

| Topic | Web [AI Assistant](https://www.carstoragesoftware.com/agent) | 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](https://www.carstoragesoftware.com/dashboard/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](https://www.carstoragesoftware.com/dashboard/settings/team). See [Manage team permissions](/docs/settings/manage-team-permissions.md).

### 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](https://www.carstoragesoftware.com/dashboard/cars) and customer records. Empty fields cannot trigger alerts.

## What to do next

* [Review a customer invoice](/docs/payments/review-a-customer-invoice.md) for status badges and follow-up steps.
* [Send and collect customer payments](/docs/payments/send-and-collect-customer-payments.md) after you confirm what is owed.
* [Contracts overview](/docs/contracts/overview.md) for sending and tracking agreements.
* [Ask about schedule, parking, and records](/docs/ai-assistant/ask-about-schedule-parking-and-records.md) for non-billing lookups.


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