AI Agents
AI Agents are assistants that carry out set tasks for you, such as preparing a summary or checking for a condition, within limits you control.
Why and when you use it
Some jobs repeat every day: checking overdue bills, watching low stock, summarising yesterday's sales. An AI agent can do the checking part for you. Because an agent acts on your data, set it up carefully, start small and review its work. This screen is for owners and admins.
Before you start
- AI set up for your business (see AI Workspace)
- A clear, repeating task in mind, written in one or two sentences
- Admin or owner access
Step by step
- Open AI AgentsOpen AI Agents from the sidebar, or press View AI Agents on the AI Workspace dashboard.
- See which agents existRead the list of agents and what each one is for. Note which ones are switched on.
- Pick one simple task firstStart with a task that only reads and reports, such as listing overdue customers, before anything that changes records.
- Describe the task preciselySay what to check, how often and what to report. Vague instructions give unpredictable results.
- Review the first results by handFor the first week, compare the agent's output with the real screens (Receivables, Inventory) to make sure it is right.
- Check AI Logs regularlyAI Logs show what the AI was asked and what it did. Look there if an agent's output surprises you.
- Switch off what you do not useAgents that nobody reads only add noise. Turn them off.
Worked example
Sharma Traders wants a daily list of customers on the Sanganer route with bills overdue by more than 30 days, ready before Imran leaves at 9 am.
- Open AI Workspace and press View AI Agents.
- Choose or set up an agent for overdue customers and describe the task: "Every morning, list Sanganer route customers with bills overdue more than 30 days, with amounts."
- Keep it read-only: it reports, it does not send messages or change records.
- On 12 Nov 2026 the list shows Gupta Kirana Store with ₹42,500 overdue.
- Compare with Receivables; the figures match.
- Open AI Logs to see the run recorded.
Result: Imran gets a short collection list each morning. The books do not change until Imran's collections are recorded on the Payments or Distribution Desk screen.
💡 Tips
- One agent, one job. Small agents are easier to check.
- Prefer agents that suggest and wait for your approval over ones that act directly.
- Never type passwords, OTPs, bank PINs or full card numbers into any AI box. The AI does not need them to answer.
⚠️ Common mistakes
- Giving an agent a broad task such as "manage my collections". Fix: narrow it to one check and one report.
- Never reviewing an agent's output. Fix: spot-check weekly against the real screens and AI Logs.
Questions
Can an agent send messages to customers on its own?
Do not assume it can or cannot. Read what each agent does on this screen, and keep any customer-facing action under your approval in the AI Automation Center.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: AI Workspace, press View AI Agents.
- Scene 2: Walk through the list of agents.
- Scene 3: Describe a read-only overdue-customer task.
- Scene 4: Show the morning result.
- Scene 5: Compare with Receivables.
- Scene 6: Open AI Logs to see the run.