Set up your work records with BillingMart AI

You can describe your business in plain words and let BillingMart propose how to set up your work records. The console calls work records Jobs. Your workspace may use a different word for its work; the screens are the same. A law firm calls them Matters; an insurance agency, Policies.

A proposal changes nothing until an owner or admin applies it.

Start a proposal

1. Open Settings, then Work & terminology, and find Ask BillingMart to set this up.
2. Under What to set up, choose My whole setup, One record type or Stages for a record type. For stages, also pick the record type.
3. Describe your business, who your clients are and what you need to record.
4. Choose Propose a setup.

You can also choose Ask in Agent Mode to make the same request as a conversation.

Sample requests:

• "We tow cars and do jump starts and lockouts. Call our work Calls. We need the vehicle, the pickup address and a signed authorization."
• "We are a small law firm. Each matter needs a practice area, a responsible attorney and the signed engagement letter."
• "We are a retail insurance agency. Add personal auto and homeowners policies with effective and expiry dates."
• "Add a stage for waiting on the carrier before a policy is issued."

What a proposal can hold

• The words for your records, such as Call and Calls, and the payables label.
• Record types from your industry pack, and up to three new types of your own.
• Questions, sections, stages and document categories for a type.
• Up to five pinned types.

A question that reads as a tax id, an account or routing number, a date of birth, a passport or a driver's license is always marked internal and sensitive. That stays true whatever the description asked for.

Review it

The proposal opens in the Review setup drawer. It lists each change with a checkbox, grouped by part. Preview the form shows a proposed type's form as your team will fill it in. Untick any change you do not want.

A change that archives something is marked Archives. Nothing is ever deleted. Archiving a type keeps its records as they are; only new records of that type stop.

Apply it

Choose Apply setup. BillingMart applies every ticked change together, or none of them.

• Who can apply. An owner or admin, after a recent sign-in.
• Staff can ask. A staff member chooses Ask an owner or admin to apply. The request waits in Approvals for an owner or admin.
• Never automatic. No assistant applies a setup by itself, in any mode. An owner or admin approves it with a second factor. See What always needs a person.

If someone changed your setup after the proposal was made, applying stops. Choose Refresh proposal to bring it up to date. A refresh does not ask the AI again. A proposal expires after 24 hours. Ask again to get a fresh one.

Edit it by hand

An owner or admin can choose Edit manually to save the proposed types as drafts. They open in the record type editor, where you change anything and publish when ready. Nothing is published until you do.

AI credits

Asking for a proposal uses AI credits. The card shows your balance before you ask. A request that reaches the AI is charged whether or not its answer can be used. A request BillingMart refuses before asking the AI, such as an empty description, uses none. See AI credits.

A business can ask for only so many proposals in a day. When it reaches that, try again the next day or change the setup by hand.