Using AI in Varisett FSM

1. What it does, and what it never does

The AI takes the paperwork after the job off the office: it drafts the invoice for a finished job, flags invoices that look low, tidies engineers' notes, drafts messages to customers, warns about engineers' certificates expiring, writes a weekly summary and answers questions.

Varisett FSM never sends anything itself, so every message and every invoice is a draft for a person to send or issue. Invoice prices and totals always come from your own quote, job types and parts list, never from the AI. Complaints and disputes are never AI-drafted.

Everything can still be done by hand, exactly as before. AI is included in every plan at no extra cost.

2. Choose how much it does

1. Settings → AI: how much.
2. Software: no AI. Everything is done by people, as today.
3. AI Integration: AI drafts and suggests. You choose, job by job, where a person checks it.
4. AI Automated: AI runs every job as far as it's allowed, within your limits. Locked check-ins stay with a person.
5. Press Save AI settings.

Good to know: If you chose "Drafts for me to check" when you ordered, you're on AI Integration, and every job starts with a person checking it. On a free trial, AI is off unless we've agreed to switch it on.

3. Set each job

On AI Integration, AI: each job lists every job, who checks it, and its level. A job only offers the levels it's allowed:

1. Off: the job doesn't run.
2. Assist (flags and suggests): it shows you a note or a suggestion. Nothing changes until you act.
3. Draft (a person approves each): it prepares the work, and nothing is sent or changed until someone approves it.
4. Auto with review (acts, can be undone): it does the job and tells you, and you can undo it for a while afterwards.
5. Auto (acts, logged): it does the job and records it in the AI log.

Good to know: "Always a person" next to a job means it can never go beyond Draft.

4. Your limits

1. Monthly AI limit (£): your plan includes a monthly AI allowance, shown here. At the limit the AI stops until next month, and everything carries on by hand.
2. Email me at 7am when something is waiting for me to check: one email a day, only when there's something to look at. It says how many, not what.

5. Where the AI shows up

Each page has an AI box with buttons for its jobs. A button only appears when that job is switched on and your role could do the job by hand.

1. Dashboard: For you to check, This week in brief, and Ask a question.
2. A job's page: Draft a message to the customer, Tidy my notes, and, once the job's completed with no invoice, Draft the invoice from the work.
3. An invoice's page (draft or sent): Check it isn't underbilled.
4. Compliance: Draft reminders for certificates expiring.

Good to know: Some jobs start by themselves, at the level you set: a job finished with no invoice gets a draft invoice, and a new draft invoice gets the underbilling check; every Monday from 7am, the weekly brief and certificate reminders.

6. Check, change or turn down a draft

1. Your dashboard's For you to check lists everything waiting. The same item also shows on its own page.
2. Waiting for you: press Approve to use it as it is, or Turn down.
3. To change the wording first, press Edit wording, change it, then press Approve with my changes. Under each box, Improve: Friendlier, More professional or Shorter rewrites it for you.
4. A Suggestion is a note to read. Press Seen when you've read it.
5. Details shows what it produced.

7. The AI log

The AI log (a link on your dashboard and in the AI settings) shows everything the AI did, at what level, what happened, who decided, and what it cost, month by month. Anything still in its undo time can be undone there too.

8. How a drafted invoice is priced

1. If the customer accepted a quote, its lines are used exactly as agreed.
2. Otherwise, the job type's standard price, with extra time only if the time on site ran well over the job type's usual length.
3. Parts recorded as used are priced from your parts list.
4. VAT and payment terms are your usual ones. Approving creates a draft invoice: check it and issue it as normal.

9. What's sent to the AI

Only what each job needs. It's sent to our AI provider, which doesn't use it to train its models. Everything the AI did is kept in your own records, in the AI log.

Have an idea, or something not right? Suggest a change in the menu goes straight to us, and we reply within 2 working days.