# Set up your work records with BillingMart AI

> Describe your business and get a proposed setup of words, record types, questions, stages and documents. Review it, then apply it or edit it by hand.

Source: https://support.billingmart.com/agent/customize-your-workspace-with-billingmart-ai
Updated: 2026-10-26 · Applies to: Web · Section: Agent & MCP

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](https://support.billingmart.com/agent/what-always-needs-a-person.md).

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](https://support.billingmart.com/agent/ai-credits.md).

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.