How it works

Using FlowAI well

What the assistant can see, what it can change, how the confirmation step works, and what stops it running up a bill.

Updated 2 September 2026

FlowAI is pinned to the bottom-right corner of every screen on Pro and Bespoke. It is given the project you are looking at — programme, tasks, snags, documents, diary, inspections — and answers from that rather than from the internet.

FlowAI open over a project, answering a question about what is outstanding

What it can see

Two sources, and the difference matters if you are wondering why an answer is what it is.

A snapshot of the project sent with your question — the stages, recent tasks, snags, milestones, documents, inspections, certificates and messages. It is capped, newest first, and says so when it has left things out.
Search tools that query the live database. These are the authority, and FlowAI uses them whenever it needs a specific record and always before proposing a change.

It also searches this documentation, so "how do I invite a client?" and "what goes in the handover pack?" get an answer with a link, not a guess.

Clients get a narrower FlowAI

A client's assistant has no access to the site diary, costs or margins, and cannot change the programme. It can post a message to the thread on their behalf, which is the right way for a request to reach you.

Questions worth asking

"What's left before we can book the pre-plaster inspection?"
"Which tasks are due in the next two weeks?"
"Which snags are still open, and who is on them?"
"What did we agree with the client about the kitchen worktops?"
"What's blocked, and what's blocking it?"
"Summarise the last fortnight for the client update."

The pattern is: questions about this specific job that you would otherwise answer by opening four tabs. It is not a search engine and it is not a surveyor.

Making changes

Ask it to change something and you get a proposal, not a change. A card appears naming the record as the database has it — resolved from the id, not from what FlowAI thought you meant — and nothing happens until you tap Confirm.

What it can propose:

Set a task's status, assign it, tick a checklist item, create a task
Set a snag's status, create a snag
Create a stage, set stage progress, tick a milestone
Post a message to the project thread

What it deliberately cannot do at all: delete anything, send invitations, change roles, change the plan, or approve documents. Those stay decisions a person makes in the interface.

Check the name on the card

The card names the record it resolved. If it says a task you did not mean, dismiss it and be more specific — that is exactly what the step is for.

Getting better answers

Name things as they appear in the project. "Order kitchen units" beats "the kitchen thing".
One change per message. Ask for three and you will get the first, plus a note about the rest.
Give it the detail you want used. It will not invent a due date or a priority, and an unset field is better than a wrong one.
Clear the thread when you change subject. The conversation is context; a stale one costs tokens and can confuse an answer.

What it costs, and what stops it

FlowAI is included in Pro and Bespoke. Underneath, usage is measured — not estimated — from what the model provider actually charges, and three things keep it bounded:

Control	What it does
Bounded snapshot	Every list sent with a question is capped and says what it left out, so a big project does not send a big context.
Per-question token ceiling	One question has a limit across all of its steps. A normal exchange never approaches it; a runaway one stops within pennies and says so.
Repeat detection	The same search run twice is not run a third time — a model going in circles costs one round, not a fresh query each time.
Monthly company budget	A cap in Company settings, defaulting to a modest figure. Past it FlowAI declines rather than billing on.

The monthly figure sits beside the spend total in Company settings. Leave it blank for no cap, or set it to something you would not mind seeing on a statement.

When it gets something wrong

It will, occasionally. Every reply carries a reminder that answers come from project data and can be wrong. Two habits make that manageable:

1.Treat an answer as a pointer, not a fact, for anything you would act on without checking — dates a client is relying on, or anything with money attached.
2.Read the proposal card rather than the sentence above it. The card is what will actually happen.