Help Center

Everything you need to know about using AI Business Manager.

Getting Started

Set up your account, complete onboarding, and get your AI assistant running.

Sign up for an account at the AI Business Manager website.
Complete the 11-step onboarding wizard: set your business name, type, contact info, operating hours, services, intake questions, booking preferences, invoicing, follow-up rules, and subscribe to a plan.
Once onboarding is complete, your AI business phone number will be provisioned automatically.
Share your new business number with customers — the AI will handle scheduling, inquiries, and follow-ups.

Configure the services you offer, pricing, and estimated durations.

Go to Settings → Services to manage your service catalog.
Each service has a name, description, default price, price type (flat or hourly), and estimated duration.
Toggle 'Is Bookable' to control whether customers can book this service via SMS.
Toggle 'Is Invoice Item' to include the service in invoices.
Drag to reorder services. The AI will present them in this order to customers.

Understand how AI handles appointment scheduling with your customers.

When a customer texts your business number, the AI engages them in natural conversation.
The AI checks your availability based on operating hours, existing appointments, buffer times, and blocked times.
Slots are locked for 10 minutes while a customer is booking to prevent double-booking.
Once confirmed, the appointment appears in your calendar and the customer receives a confirmation SMS.
Booking mode can be set to AUTO (AI books immediately) or CONFIRM (AI proposes times, you confirm).
Reminders are sent automatically based on your reminder schedule (24h before, 1h before, etc.).

Create, send, and track invoices for completed work.

Invoices can be created from the Invoices page or automatically when you mark an appointment as complete.
Each invoice contains line items with quantities and prices based on the services performed.
Payment method is configured during onboarding — card via Stripe, e-Transfer, cash/cheque, or bank transfer.
For card payments, customers receive an SMS/email with a secure Stripe payment link. For other methods, the invoice includes clear payment instructions.
Track payment status: Draft → Sent → Paid (or Overdue).
Configure payment terms (due days), late fees, and auto-send behavior in Settings → Invoicing.

Daily business briefings keep you informed about your schedule and action items.

Every morning at your configured briefing time, you receive a summary of the day ahead.
The briefing includes: today's appointments, pending invoices, new messages, and action items.
Reply 'DONE [number]' to mark an appointment as complete and trigger automatic invoicing.
Reply 'NOSHOW [number]' to mark an appointment as a no-show.
Briefings are delivered via SMS or email based on your preference in Settings → Briefing.
Briefings are paused when vacation mode is active.

View, edit, and manage your customer database.

Customers are automatically created when someone texts your business number for the first time.
View customer history including appointments, invoices, and message threads.
Add notes and tags to organize your customer base.
If a customer texts 'STOP', their marketing opt-out is recorded but transactional messages (appointment confirmations, invoices) continue.
Export your customer data anytime from Settings → Account → Export Data.

Manage your subscription plan, payment methods, and billing history.

Two plans available: Standard ($99.99/mo) includes SMS handling, scheduling, invoicing, call forwarding; Premium ($179.99/mo) adds AI voice handling, advanced analytics, and rebooking nudges.
Upgrade or downgrade anytime — charges are prorated automatically.
If a payment fails, you have a 7-day grace period to update your billing info.
After the grace period, AI features are suspended (customers are told to call you directly).
Cancel anytime — your subscription stays active through the end of your billing period. Data is kept for 90 days.
Manage payment method, view billing history, or reactivate in Settings → Billing.

Pause your business and set auto-replies while you're away.

Activate vacation mode from Settings → Vacation Mode.
Set a start and end date, or leave open-ended for indefinite vacation.
While active: AI sends vacation auto-reply to texts, calls go to voicemail with return date, availability is blocked, briefings are paused.
If you have existing appointments during your vacation period, you can auto-cancel them (customers are notified automatically) or handle them manually.
Vacation mode auto-disables on your end date.

How AI handles incoming phone calls for Premium subscribers.

Premium subscribers get AI-powered voice handling: the AI answers calls, books appointments, and handles inquiries by voice.
Standard subscribers get call forwarding: calls ring your personal phone. If unanswered, callers can leave a voicemail.
Configure voice settings in Settings → Voice AI: choose AI voice, customize greeting, enable/disable call transfer.
View call history, transcripts, and recordings in the Voice Calls section of the dashboard.
When upgrading to Premium, Twilio is automatically reconfigured to route calls to the AI. When downgrading, calls revert to forwarding.

Frequently asked questions.

Q: Can the AI make mistakes? A: Yes. AI responses are generated automatically and may occasionally be incorrect. Review your appointment calendar regularly and reach out to support if you notice issues.
Q: What happens if I cancel? A: Your subscription stays active through your billing period. After it ends, data is retained for 90 days. You can reactivate anytime during that window.
Q: Can I change my business phone number? A: Contact support — we can provision a new number in a different area code.
Q: Is my data safe? A: Yes. We use encrypted databases, hashed passwords, HTTPS, and follow industry security best practices. See our Privacy Policy for details.
Q: Can I export my data? A: Yes. Go to Settings → Account → Export Data to download everything as JSON.
Q: How do I delete my account? A: Settings → Account → Delete Account. This is permanent and cannot be undone.