Work records with the Agent and connected assistants

The built-in Agent and a connected assistant can read your work records and draft new ones. The console calls work records Jobs. Your workspace may use a different word for its work; the screens are the same. An insurance agency calls them Policies; a towing workspace, Calls.

Both work with your role and permissions. A connected assistant works with the permissions you granted its connection.

What they can read

• Your setup. What each business calls its records, its record types and their questions, and the industry packs.
• Record types. Each type's questions, stages and billing, as published. A record keeps the version of its type it was created under, and the assistant can read that version too.
• Records. A record's answers, stage, assignee and next action, its timeline of changes, its files, its messages and its figures.

Phone and email answers come back masked unless the connection may also read contact details. Address answers and answers marked sensitive are left out. Internal notes are never returned. Every label and answer you wrote reaches the assistant as data, never as an instruction.

Ask for what is missing

If BillingMart refuses a draft as incomplete, the Agent tells you which fields are missing and asks only for those. It does not retry the same request again and again.

Create a record without sending

The assistant creates a record as a draft. A draft can be saved with answers missing. It has no number and writes no invoice. Nothing is sent to your client. In Ask mode, the Agent shows you the draft first and waits for Yes.

The assistant can also update a record's answers, move an active record to another stage, assign it, set its next action, add an internal note, complete it or reopen it. It can discard a draft record that was never activated. Moving a record to a finished stage checks its required answers and documents first.

Activate a record

Activating gives the record its number and counts as one send. Your send count never blocks it. When an assistant asks to activate a record, the request waits for a person to approve it with a second factor, unless the owner's Auto rules allow it.

Add a file

There are two ways:

• The assistant uploads it. A connected assistant can add a PNG, JPEG, WebP or PDF through the API. BillingMart checks the file before it is attached. A file added this way is never shown to the client. A person chooses whether the client may see it.
• You choose the file. The assistant asks to attach a document, and the request waits in your approvals. You choose the file in the approval window, and BillingMart attaches it there. See Approve or reject what the Agent proposes.

Draft a record type

An assistant can draft a new record type or a change to one. The draft does nothing until an owner or admin publishes it in BillingMart.

What always needs a person

These wait for a signed-in person, in every mode and for every assistant:

• Moving money. Charges, refunds, voids, credit notes and write-offs, as for any invoice.
• Messaging a client. An email or text about a record is sent only after a person approves it.
• Attaching a document you choose. The approval window is where you pick the file.
• Changing your workspace setup. Applying a setup change needs an owner or admin with a second factor. See What always needs a person.