AI & Automation
OpenAI Setup Guide
Enable OpenAI under Settings → Integrations for AI features.
4 min readOpenAI Setup Guide
Overview
Enable AI features—estimate line suggestions, entity insights, dashboard chat, Meta/Yelp AI replies—by connecting OpenAI under Settings → Integrations. Admin-only configuration.
How to access
Settings → Integrations → OpenAI (
/settings/integrations)What you can do today
- Toggle Enable OpenAI.
- Store and test an OpenAI API key.
- Unlock AI-Assisted Estimating, AI Entity Insights, and Dashboard & AI Chat when those surfaces are enabled for your account.
Prerequisites
- Admin or settings-integrations permission.
- OpenAI account and API key from platform.openai.com.
- Organization policy allowing third-party API use with customer/job data.
Step-by-step
Connect OpenAI
- Sign in as admin.
- Settings → Integrations → OpenAI.
- Turn Enable OpenAI on.
- Paste API key.
- Click Test → confirm success.
- Save.
Verify on an estimate
- Estimates → New (
/estimates/new). - Select customer and enter a detailed job description (at least 12 characters).
- Scroll to Pricing & line items → AI Assistant panel.
- Suggested line items and form fields should appear within a few seconds.
- If the line table is empty, suggestions auto-apply; otherwise expand Suggested items and click Apply suggestions.
If nothing useful appears:
- Confirm Enable OpenAI is on and Test succeeded.
- Description is not empty and meets the minimum length.
- Price book has matchable item names for the scope you described.
- Wait ~30 seconds if you just triggered a draft—API rate limit cooldown may apply.
- Check the panel badge: price book rules means OpenAI failed or is off and local fallback ran.
Verify entity insights
- Open a customer, job, estimate, or invoice detail page.
- Find AI Insights card → should load tips or AI bullets when configured.
Troubleshooting
| Symptom | What to check |
|---|---|
| Panel says connect OpenAI | Enable integration and save a valid API key |
| Empty suggestions | Description too short; price book empty or no keyword matches |
| Only generic items | Add clearer price book names/categories; try @pricebook mentions |
| Suggestions stop after first run | 30s cooldown—wait and click Generate from description |
| Wrong customer name in title | Use @customer mention or pick customer in Step 1 |
| Edit estimate has different AI | Full AI Assistant is on New builder only—see AI-Assisted Estimating |
Current limitations
- Config-gated — features show “connect OpenAI” placeholders when off (estimate builder still has rules fallback).
- Billing and rate limits are on your OpenAI account—monitor usage dashboard.
- Model selection may be fixed per environment—not all GPT versions exposed in UI.
- Data sent to OpenAI follows your estimate/entity context—review OpenAI data policies.
Roadmap
- Per-feature toggles (estimates vs insights vs chat).
- Azure OpenAI enterprise endpoint option.
- Spend caps and usage report inside ServiceFlow admin.
Related features
- AI-Assisted Estimating
- Estimate Builder
- AI Entity Insights
- Dashboard & AI Chat
- Meta Messenger AI
- Yelp Responder
Security notes
- Restrict settings access to trusted admins.
- Use org API keys with spend limits in OpenAI.
- Rotate keys immediately if compromised; disable integration until updated.