AI replies and settings
How AI drafts, extracts and learns your tone, and how to control it.
What the AI does
| Feature | Where | Result |
|---|---|---|
| Draft reply to a client message | Prepared automatically when a client email is attached to a quote (if AI is enabled for the workspace) | A draft appears on the quote's thread in Follow ups / Inbox, ready to edit and send. |
| Generate AI Actions | Inbox | Summary, extracted quote (client + items) and a drafted reply. |
| Create Quote Now | Inbox | Builds a real quote from the extracted data. |
| Follow-up suggestions | Follow-ups | Suggested follow-up email snippets awaiting approval. |
| Bloomgard AI chat and AI charts | Dashboard & Bloomgard AI | Answers and charts over your own data. |
Grounded in your catalogue
To stop the AI inventing prices, every prompt includes your Master Data:
- a digest of each catalogue column with sample values, and
- the exact linked rows (code, name, unit, rate) for the products the client's email actually mentions.
The AI is instructed to use only values that appear there. If a client asks for something that is not in the catalogue, the reply says the team will confirm and follow up, rather than guessing a name, spec or price. If the workspace has no catalogue at all, the AI is told not to quote any price.
Signed as you
Replies are signed with the sending agent's profile (Settings → Your Profile): full name, job title, phone and company. There are no "[Your Name]" placeholders. You can override the sign-off with your own exact wording (Email Sign-Off (optional)).
Learns your tone
The AI looks at past messages you have actually sent and uses them as style examples, in addition to the tone you choose below, so drafts sound like you.
AI Settings (Managers/Admins)
Settings → AI Settings controls how the AI writes for the whole workspace:
| Setting | Options |
|---|---|
| Tone | Professional, Friendly, Casual, Corporate Jargon, Aggressive |
| English level | Native, Simple / Basic |
| Desperation level | Low (Confident), Medium (Eager), High (Need the deal) |
| System instructions | Free text: how to write, the objective, constraints, policies |
| Email routing rules | Forward certain kinds of mail to a teammate (Email setup) |
Turning AI on and off
AI is a per-workspace feature. A platform admin enables it from the Platform admin console. When it is off, no drafts are generated and AI buttons do not run.
Usage metering
Each AI call records its token usage against the workspace and the feature (for example draft reply, analyse email, ask-AI), which feeds billing.