AI Assistant

Beginner · 8 min · AI & automation

Ask questions about your business in plain words, such as today's sales, low stock or who owes you money, and get an answer from your own Stockivio data.

Open this screen in Stockivio →

AI Assistant

Save & Test ▶Test ConnectionSend ➤

Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

Owners often need one number fast: how much did we sell today, which items are running out, which customer is overdue. Instead of opening three reports, you type the question on the AI Assistant screen. AI is included on the Field Pro and Enterprise plans; on other plans you can still use it by connecting your own free Groq key. Owners, accountants and office managers use it most.

Before you start

Have some real data in place: products (Inventory), customers, and a few invoices and purchase bills
Know your plan (see Plan & Usage). If it is not Field Pro or Enterprise, keep a free Groq API key ready
Be logged in as a user who is allowed to see the figures you will ask about

Step by step

Open the AI AssistantIn the left sidebar, under Stockivio ERP, open AI Assistant. The same screen also opens from the AI Assistant module item in the sidebar.
Check whether AI is switched onOn Field Pro and Enterprise the question box is ready to use. If your plan does not include AI, the screen asks you to connect your own key first.
Connect your own free Groq key (if needed)Create a free API key on Groq's own website, paste it into the key box and press Save & Test ▶. Stockivio saves the key and sends a small test message so you know at once whether it works.
Re-check the connection when in doubtIf answers stop coming, press Test Connection. Your own keys (Groq / Gemini) are also kept under Settings, in the Advanced section, where you can replace a key and press Save All Settings.
Type one clear questionWrite the question as you would ask your accountant, with a time period and a name where relevant, then press Send ➤. Example: "What were my total sales in October 2026?"
Read the answer carefullyLook at the period, the amounts and the names in the reply. If the answer mentions a customer or product, check that it is the one you meant.
Ask a follow-up to narrow downAsk the next question in the same chat, for example "Show only customers in Sanganer" or "Which of these are older than 60 days?".
Confirm in the real screen before actingBefore you call a customer or place an order, open the matching screen (Receivables, Inventory, Sales Invoices) and confirm the figure. The AI reads your data; the screens are the record.

Worked example

Sharma Traders, the FMCG distributor in Jaipur, is on the Growth plan, so AI is not included. The owner wants to know on 12 Nov 2026 which customers owe the most before Ravi and Imran leave on their routes.

Open AI Assistant from the sidebar; the screen asks for a key because the plan has no AI included.
Create a free key on Groq's website, paste it into the key box and press Save & Test ▶; the test passes.
Type "Which 5 customers owe me the most money today, with amounts?" and press Send ➤.
The reply lists Gupta Kirana Store at the top with ₹1,25,000 outstanding, followed by four others.
Ask a follow-up: "How much of Gupta Kirana Store's balance is older than 30 days?" and press Send ➤.
Open Receivables, find Gupta Kirana Store and confirm the Outstanding column shows ₹1,25,000 before Imran visits.

Result: The owner gets a short collection list in under a minute and hands it to Imran for the Sanganer route. Nothing in the books changes: the AI Assistant only reads data, so stock, money and GST stay exactly as they were.

💡 Tips

Always include a period: "today", "this week", "October 2026" or "this financial year". Questions without dates get vague answers.
Use the exact names as saved in Stockivio, for example "Gupta Kirana Store", not "Gupta ji".
Ask one thing per message. Two short questions give clearer answers than one long one.
Watch the AI help meter on Plan & Usage if you use the included AI; a full meter stops new questions until it resets or you upgrade.
Never type passwords, OTPs, bank PINs or full card numbers into any AI box. The AI does not need them to answer.

⚠️ Common mistakes

Acting on an AI figure without checking it. Fix: confirm the number in Receivables, Inventory or Reports before you call a customer or place an order.
Pasting the Groq key with a space at the start or end, so Save & Test ▶ fails. Fix: copy the key again cleanly and press Save & Test ▶.
Expecting the AI to create or change invoices. Fix: use the AI to find and explain; make changes on the proper screen.

Questions

Which plans include the AI Assistant?

Field Pro and Enterprise include it. On other plans you can connect your own free Groq key and use the same screen.

Where is my own key stored?

Under Settings, in the Advanced section, with your other own AI keys (Groq / Gemini). You can replace or remove it there and press Save All Settings.

Can the AI see my data?

It answers from your business data so that it can give real numbers. Only ask questions you are allowed to see, and never type passwords or bank details into the box.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Sidebar, open AI Assistant under Stockivio ERP.
Scene 2: The key prompt on a Growth plan; paste a Groq key and press Save & Test ▶; success message.
Scene 3: Type "What were my total sales in October 2026?" and press Send ➤.
Scene 4: Read the answer, pointing at the period and amount.
Scene 5: Follow-up question about the top 5 customers who owe money.
Scene 6: Open Receivables and confirm Gupta Kirana Store's outstanding matches.
Scene 7: Settings, Advanced section, showing where the own key lives and Test Connection on the AI screen.