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The Reply That Waits for Your Yes: How AI Drafts Email Without Sending It Behind Your Back
An assistant that can write email is useful only if the send button still belongs to a person. This is how Firmspace reads a thread, drafts in the customer's language and keeps the message in the conversation until someone approves it — with one honest caveat about auto mode.
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The Shelf That Orders Its Own Refill: How AI Restocks a Warehouse Without Guessing
A reorder level is only useful when someone acts on it. Firmspace can turn a low-stock list into a purchase order, receive the goods and pay the supplier invoice — while the quantities, the supplier and the final approval stay under human control.
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What the Bank Connection Can See: Statements, Windows and What Disappears on Disconnect
Connecting a bank account to a CRM is not a login to online banking. Firmspace asks the bank for statements only, in windows of at most thirty-one days, keeps what a ledger needs — and the connection reads; it never moves money.
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The Rule That Fires at Nine: What Firmspace Re-Checks Before a Delayed Automation Acts
A deal is created at nine and the follow-up is due at ten. In that hour the client may pay and the deal may move. Firmspace stores the delayed step as a job, then re-checks the rule, the stage and the record before it acts — and logs a skip instead of inventing work.
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The Answer the Model Never Writes: Why Some AI Replies Skip the Second Round
In voice mode the assistant often has the numbers before it speaks. Firmspace lets the server compose the short summary from the tool result — without a final model round, and without invented figures — and keeps the slower path for questions that need a document or a judgment.
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The Event That Arrives Twice: Why Firmspace Counts a Payment, a Message and a Call Only Once
Payment providers, messengers and phone systems all retry delivery. Firmspace treats a retry as the same event: one payment, one message, one call — and one set of consequences for the ledger, the inbox and the automation.
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The Assistant Reads the PDF, Not the Photo of It
A scan of a signed contract and a PDF exported from a word processor look the same on screen and behave differently in Firmspace. The assistant extracts text from a text layer, so it can summarise the exported contract and must refuse the scan — while a photo of a receipt takes a separate path.
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The Rate Frozen on the Invoice: Why the Assistant Reports Four Totals
A Firmspace invoice is counted in its own currency, and the exchange rate is frozen on the document when it is created. That is why the assistant answers money questions with one figure per currency instead of a single total — and why it never converts yesterday's euro at today's rate.
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The Number the AI Is Not Allowed to Invent: How Firmspace Numbers Documents
Every invoice, quote and credit note in Firmspace CRM gets its number from a server-side counter — never from the AI. This is how the sequence works, why gaps are better than duplicates, and how the assistant finds a document by a number someone half remembers.
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The Credit Note: Correcting an Invoice That Has Already Been Sent
An invoice that has reached the customer cannot be quietly rewritten. Firmspace CRM corrects it with a separate numbered credit note that keeps the original intact — and leaves the decision to a person.
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What the AI Assistant Remembers After the Chat Is Closed
The assistant keeps two memories: a short conversation window and a small notebook of rules you taught it. Web chat messages are not saved, Telegram keeps a thread for thirty minutes, and the CRM is read fresh on every request. A practical guide to what follows you, what disappears, and what belongs in the CRM instead.
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What the AI Can Know About a Deal — and What It Has to Ask
A deal card in Firmspace CRM records what happened, not what might happen. The AI can read the stage, the dates, the contact links and the last fifteen activities, but there is no amount or probability field to read. A guide to what it knows, what it asks, and why moving a card is not the same as winning a deal.
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What the AI Can Read on the Open Web — and What It Refuses to Guess
Firmspace AI can open a public web page, read its text and links, and save a sourced research report as a task. It cannot log in, run scripts or turn a guess into a fact — and after reading the web it asks before changing anything in your CRM.
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Recurring Invoices: The Template, the Schedule and the Draft That Waits
A recurring invoice in Firmspace CRM is a template with a calendar, not a subscription billing engine. It creates the next invoice on the right day, dates it when it is actually issued, and starts it as a draft or as a sent document — the choice is stored with the template.
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Stock Changes Only Through Documents: How the CRM Keeps the Warehouse Honest
In Firmspace every movement of goods is a document — receipt, issue, transfer, write-off, surplus or inventory count — and a balance is nothing but the sum of those documents. AI can read, propose and reorder, but no robot can quietly change what is on the shelf. Here is how the chain holds together.
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Materials First: Why the AI Either Runs the Whole Production Cycle or Stops
A production order in Firmspace is a specification, a reservation and a real cost — not a memo. Asked to make something, the assistant runs the table, checks the warehouse, and either completes the whole cycle or names exactly what is missing. Nothing is half-made and nothing is invented.
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Scheduled Work for AI Employees: Time Zones, Late Starts and the Morning That Never Ran
Regular tasks make a robot employee useful without anyone remembering to ask. They also raise three practical questions: whose clock decides, what happens after downtime, and how you notice a run that never happened.
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What Your AI Employee Is Allowed to Touch: Skills, Queues and the Line Between Reading and Writing
A robot employee in the Firmspace Robot Office is not a general-purpose assistant. It gets a role, a roster of tools and one queue. Here is how the limits are drawn, who approves a change — and why untrusted text can pause a robot even in automatic mode.
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Payment Reminders That Escalate on Their Own: Dunning Levels, Fees, and Where the Machine Stops
An unpaid invoice in Firmspace CRM climbs a ladder of four reminder levels: each one adds a fee, sets a new payment date and writes its own line of history. The top of the ladder is deliberately handed back to a person.
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From Draft to Active Contract: What the Signature Actually Starts in the CRM
A contract in Firmspace CRM is created as a draft and becomes active only when the client has signed. That single step writes an audit record, a document event, and one automation signal that other work can hang from.
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What the AI Assistant May Do in Your CRM — and How You Check It Afterwards
The assistant in Firmspace CRM reads your data instantly but changes nothing on its own: every action waits for a human confirmation. This is how permissions, auto mode and the AI journal work in practice.
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Closing the Month in the CRM: the Locked Period and What Your Accountant Receives
A closed month in Firmspace CRM cannot be rewritten — not even by the AI assistant. Here is how the period close works, what the checklist blocks, and which files land in your accountant's archive.
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Bank Rules and Batches: How Firmspace CRM Gives Every Transaction a Category — and Asks Before Changing Anything
Firm rules like “counterparty contains this phrase → that category” label statement rows automatically, and the assistant can prepare a batch that restates old unlabelled rows. A person reviews it, applies it, and can roll it back.
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Where a Small Firm's Files Actually Live: Firmspace Storage, Google Drive and OneDrive in One List
One document list for three places at once: files uploaded to the CRM, documents that stay in Google Drive and files that live in OneDrive. What the CRM stores itself, what it only links to, which files it refuses and how the AI reads a PDF without anyone opening it.
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The Team Feed in the CRM: Who Was Told What, and Why It Is Not Another Chat
Deals, invoices and customer messages already live in the CRM. The team feed is the part colleagues read: three kinds of posts, comments with automatic follow-up, reactions, pinned notes and a search across everything.
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The Website Chat Widget: What the Visitor Sees and What You Set in the CRM
A chat window on a website is not a separate product. It is a channel of the CRM with its own settings: title, greeting, colour, working hours, a bot switch and a single place where the visitor's questions land.
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When One Message Lists Ten Jobs: How AI in the CRM Handles Work It Cannot Do All at Once
People write long messages with several requests at once. The assistant in Firmspace CRM splits them into a queue and runs the tasks one after another: each result arrives on its own, every task sees the previous ones, and the second run does not repeat the first.
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From Ring to Lead: What Happens to a Phone Call Inside the CRM
A call in Firmspace CRM is not a separate log: the number is matched to a customer, the record lands in the conversation and the contact history, and a missed call becomes a notification instead of a forgotten note.
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From Quote to Paid Invoice: How the Document Chain Works in the CRM
A quote, an order, an invoice and a payment are four views of the same deal. When each one is typed again by hand, errors and delays creep in. This is how the chain is built in Firmspace CRM.
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From Website Chat to a Deal in the CRM: What Happens After the First Message
A chat widget is easy to install and hard to use well. This is how a website conversation becomes a contact, a card on the deals board and a task someone actually owns.
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The CRM Calendar and the AI Assistant: Meeting Preparation Without Guesswork
Appointments in one tool, customer history in another, deadlines in a third: the calendar is where a CRM usually falls apart. Here is what the Firmspace calendar really does, how it syncs with Google and iCloud, and what the AI assistant can and cannot do with it.
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Robot Office in the CRM: How AI Employees Take Over Routine Work in a Small Business
Hiring is slow and expensive, while the routine work inside a CRM never ends. The Robot Office answers with a small team of AI employees: narrow roles, written job descriptions, limited tools, a visible task list and a shared daily AI limit.
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AI Daily Briefing: From CRM Data to a Clear To-Do List
A small firm does not need more dashboards, it needs one honest answer to “where does this stand today?”. The Firmspace assistant reads tasks, invoices, customer history and stock, and turns them into a short list you can act on.
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CRM Automation Rules: Triggers, Actions and the Autonomous AI Step
Most follow-ups are missed not because nobody cared, but because nobody was at the desk at that minute. The Automation section closes that gap: a CRM event starts a rule, the rule waits, and the AI action step decides what to do.
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Run Your CRM from Telegram with the AI Assistant
The AI assistant has its own bot in Telegram, separate from the bot that alerts the team. Write or dictate a message and Iris works inside the CRM with your rights: looks up an invoice, creates a task, sends the invoice PDF back to the chat. Deletions and actions after reading someone else's mail are confirmed with a single word.
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From Bank Statement to Paid Invoice: Reconciliation in the CRM
The CRM pulls the monobank statement itself and looks for a pair for every movement: the invoice number in the payment purpose, or the same amount with a close date. Strong matches are linked at once, weak ones stay a hint for a human — and the AI assistant answers «who owes us» and prepares the payment mark for your confirmation.
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AI reads your uploaded documents and files them into the CRM
Contracts, supplier agreements and invoices now live in the CRM as PDFs the assistant can open and summarise: it finds the file, reads the text, fills contract fields into an employee card and proposes the next step.
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AI receipt scanning in the CRM: from photo to expense
A photo of a receipt is enough: the AI reads vendor, amount, tax rate, currency and date, and suggests them in the expense form. The entry itself is saved only when a person confirms it.
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Voice control for CRM tasks: dictate, listen, confirm
Dictation, spoken answers and voice confirmation in the Firmspace AI window — plus voice messages in the Telegram bot. Which parts run in the browser, which need server keys, and what still asks for a yes.
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AI task queue in the CRM: hand over several jobs at once
One long message with several instructions is split into separate jobs that run one after another in the background — in the browser and in the Telegram bot. Each result arrives on its own.
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AI Contract Drafting in Firmspace CRM
Turn deal data into a ready contract draft with one AI step.
Read MoreAI Automation Rules in Firmspace CRM
See how Firmspace turns CRM events into automated AI steps.
Read MoreAI for Small Business Bookkeeping: Less Manual Work, Fewer Errors
AI can read invoices, categorize expenses, and match bank transactions automatically – so bookkeeping takes minutes instead of evenings.
Read MoreHow AI Helps Small Businesses Sell More Without a Bigger Team
AI helps small teams prioritize leads, follow up automatically, and personalize outreach – so you spend less time on busywork and more time closing deals.
Read MoreNew Dashboard look!
The dashboard now shows your day at a glance: tasks, deals and team activity on one screen.
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One inbox for every channel
Telegram, Viber, Messenger, SMS, calls and website chat now land in a single Chat and Calls page.
Read MoreCalls straight from the browser
Connect Twilio and call customers or pick up incoming calls without leaving the CRM.
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Your mailbox inside the CRM
Add Gmail, Outlook, iCloud, Yahoo or any IMAP mailbox and write to customers without changing tabs.
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A chat bubble for your website
Paste one line of code and visitors can write to you from any page of your site.
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Three simple plans
Start free, grow with Standard for €20 a month, or unlock everything with Professional for €35.