Your AI assistant — user guide

Chat with your books, clear the decision queue, and let client chases run themselves.

Inside the app (/app) you'll see a floating 💬 button at the bottom-right. It opens your assistant with three tabs: Chat, Needs your call, and Chases. Nothing the assistant drafts ever posts to QuickBooks without your explicit approval.

💬 Chat — ask about your books

Type in plain English. Useful things to try:

  • What are my bank balances? — live balances per account
  • P&L summary — income, expenses and net profit for the current month
  • How many uncategorised transactions? — what's still waiting in "For review"
  • Show vendor Acme Corp — spend totals for a vendor
  • Categorise Home Depot as Repairs — the assistant drafts a proposal you can send to your review queue
  • What can you do? — the full list

When the assistant proposes a categorisation, a proposal card appears. Click Send to review queue and it lands in your Needs-your-call queue for a final check — nothing posts automatically.

☑ Needs your call — the decision queue

Anything the agents are unsure about lands here instead of being guessed at: a vendor they've never seen, an ambiguous transaction, a chase that's gone unanswered. Each card shows what happened, the suggested action, and two buttons:

  • ✓ Approve — applies the suggestion. Approving a vendor coding also teaches the assistant, so next month that vendor is coded automatically.
  • Dismiss — drops it, no harm done.

The 💬 button gently pulses whenever items are waiting, and the tab shows the count. Aim for inbox zero.

📨 Chases — follow up without the admin

Two kinds of chasing, one engine:

Bank-sync chase

  1. Open the Chases tab and click 🔍 Run sync check. It compares your bank feeds against recent QuickBooks activity and flags any feed that looks dead.
  2. Review each suspect feed and click ✉️ Start email chase. Your client gets a polite email asking them to reconnect the feed.
  3. If they don't respond, automatic reminders go out on day 3 and day 7. After the third nudge with no response, the chase escalates to your Needs-your-call queue with a "call the client directly" note.
  4. The moment the feed is healthy again, the chase resolves itself.

Document chase

Start one from any pending item in the Tax Center checklist — every item has a 📨 Chase button — or from the Chases tab. Same rhythm: email on day 0, nudges on day 3 and 7, escalation after the third nudge, auto-resolve when the document arrives.

You can pause any chase (e.g. the client's on holiday) and unpause it later; paused chases send nothing.

⚙️ One-time setup

  1. In the app, open the assistant → Chases tab.
  2. Enter each client's name and email and click Save. Chase emails go to this address.
  3. That's it — reminders advance automatically every morning. You can also advance them manually with ⏭ Advance nudges.

Quick answers

Does the assistant post anything to QuickBooks on its own?

Never. Chat proposals and queue suggestions are drafts until you approve them. Chase emails only go out after you explicitly start a chase.

What if a client never responds to a chase?

After three reminders (day 0, 3 and 7) the chase escalates to your Needs-your-call queue marked "client unresponsive", so it lands in front of you instead of silently dying.

Can I stop a chase?

Yes — Resolve ends it, Pause suspends reminders until you unpause.

Which email address do clients see?

Chase emails come from your firm's configured sender address. Replies go to the reply-to on your account.

Does it work for every company I manage?

Yes — chases and the queue are tracked per company, so each client's follow-ups stay separate.

Questions? Email [email protected] — we reply within one business day.