AI settings: turn AI on or off and choose what agents may do

Overview#

AI in TradesWork proposes and drafts; people decide. It's built in (Claude by Anthropic), so you don't need your own AI account. This page lets you switch AI off for the whole company, choose what each agent may do, turn the technician AI tools on or off, and see what AI has been used for and roughly what it cost over the last 30 days.

Before you start#

• You need the Owner or Admin role.

• If the AI and agents card says Not connected, AI isn't switched on for your account yet; AI controls stay hidden and nothing is generated. Contact support.

Steps#

1. Open Settings › AI › AI Assistants & Data Preferences (the page is titled AI).

2. In AI and agents, tick or untick Use AI in TradesWork. Off hides every AI control for everyone in your company and pauses the agents.

3. For each agent, choose a Mode: Off, Suggest (you approve) or Auto-apply low-risk:

   • Invoice review: when a job is finished, flags work mentioned in the notes that isn't on the invoice and proposes the price book lines.

   • Collections: drafts a polite payment reminder text for invoices more than 3 days overdue. Texts always need approval, so auto-apply isn't offered.

   • Membership visits: proposes a day and technician for member visits that are due (no AI model needed).

   • Bills (AP): reads supplier bills forwarded to your bills address, matches them to purchase orders and receipts, and proposes approval. Flags supplier cost increases.

   • Automations: runs of automations set to "Ask first" wait for approval here. Off pauses those runs.

4. Press Save.

5. In Technician AI tools, tick the tools technicians can use in the field app on their assigned jobs: Job assistant, Diagnostic troubleshooting and Equipment info. Press Save.

6. Review proposals in Approvals (the sparkle icon in the top bar, or Open Approvals on this page).

Settings that change this#

• Settings › Phones › AI Text Agent: the phone receptionist and the lead text agent.

• Settings › Phones › Escalations & Tasks: what agents may book, reschedule or cancel, and when they hand off.

• Settings › Communications › Email Domains: the bills address the Bills agent reads.

Tips#

• Start every agent on Suggest. Move to auto-apply only once you trust its proposals.

• Auto-apply only ever applies low-risk, reversible changes (invoice lines on unsent work, member visit bookings), acting as you, and each can be undone for 24 hours from Approvals. Anything that reaches a customer always waits for a person.

• The field calculators (superheat, subcooling, duct sizing, voltage drop, gas pipe, airflow) don't use AI and are always on.

• Technician AI tools are limited to 30 requests per person per hour.

Troubleshooting#

• AI buttons disappeared for everyone → Use AI in TradesWork is off. → Tick it and save.

• "Not connected" → AI isn't switched on for your account. → Contact support.

• Scanned supplier bills come in blank → AI is off or the Bills agent is Off. → Turn them on.

• A technician doesn't see the job assistant → the tool is unticked here, or company AI is off. → Tick it under Technician AI tools.

FAQ#

Is my data used to train AI? No. Requests go to Anthropic under a no-training agreement.

What does AI see? Only what a task needs: job notes, line items, equipment, your price book. A customer's first name at most; never phone numbers, emails, addresses, passwords, API keys, card or bank details. Voice notes are transcribed and the audio isn't kept.

What does AI cost? Basic AI is included in your plan. Usage, last 30 days shows Requests and Estimated cost by feature at the model's list price, so you can see what's used.

Coming from ServiceTitan#

There's no single ServiceTitan page that matches this one. In TradesWork, AI is built in and every agent works by proposal: nothing reaches a customer without a person approving it, and you can turn each agent off.