ServiceFlow Pro Docs
Estimates & Quotes

AI Draft Assistants

@mentions, form auto-fill, and line-item suggestions for estimates, jobs, and invoices from job description with OpenAI or rules fallback.
6 min read

AI Draft Assistants

Overview

ServiceFlow suggests form fields and line items from a job description when you create estimates, jobs, or invoices. Suggestions come from your price book—not live supplier sites. OpenAI improves accuracy when connected; a keyword rules fallback still runs when OpenAI is off or unavailable.
FlowRouteAI panel location
Estimate/estimates/newPricing & line items
Job/jobs/new (or New Job modal)Job details column
Invoice/invoices/newItems & Services step

How to access

  1. Settings → Integrations → OpenAI — enable integration (see OpenAI Setup Guide).
  2. Open the create flow above and describe the work in the @mention-enabled description field.
  3. Review the AI Assistant panel — suggestions auto-apply when target fields or line tables are empty.
Note: Editing an existing estimate at /estimates/:id/edit uses a legacy pricing recommender. For the full AI Assistant panel with @mentions and form auto-fill, create a new estimate from Estimates → New.

What you can do today

All create flows

  • @mentions in the description:
    • @customer — link a customer record
    • @technician — assign or reference a technician (estimates & jobs)
    • @pricebook — search price book items; on estimates/invoices, selecting one adds a line row immediately
  • Rules fallback without OpenAI — keyword matching; panel shows a badge when using local rules.
  • Manual Generate from description when you want to refresh suggestions.
  • AI Entity Insights on detail pages after save (estimate, job, invoice, customer).

Estimates (/estimates/new)

  • Form auto-fill: title, project type, duration, payment terms, deposit, valid-until.
  • Line item suggestions with optional Good / Better / Best tiers.
  • Auto-apply when line table empty; Apply suggestions merges when rows exist.

Jobs (/jobs/new)

  • Form auto-fill: service type, priority, duration, quoted price, payment terms, technician.
  • Auto-apply when service type / duration / price fields are still empty.
  • No line items on jobs — use Estimates → New for priced breakdowns.

Invoices (/invoices/new)

  • Form auto-fill: title, payment terms, due date (never in the past), reference/PO when detected.
  • Single-tier line item suggestions from price book.
  • Auto-apply when line table empty; merge when rows exist.

Prerequisites

  • Populated Price Book with clear names, categories, and prices.
  • Meaningful description — at least 12 characters before auto-generate runs.
  • OpenAI connected under Integrations (optional but recommended).

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