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AI Automations guide

AI Automations monitor business signals, schedule workflows, prepare drafted actions, run background AI jobs, and keep approval gates visible.

Fast path

Open the dashboardStart from the live business overview, then use search or the sidebar to jump.Finish company setupLogo, currency, contact details, social links, billing, payout, and deletion safety live in settings.Check plan limitsFree, Plus, Pro, and Max control capacity, AI, storage, recurring rules, approvals, payroll fees, and payouts.Use global searchFind features and records across clients, leads, invoices, deals, tasks, files, expenses, team, and AI chats.Ask Maximo AIUse chat, voice, files, tools, memory, sources, and session organization when the work needs help.

Proactive work

AI Automations

AI Automations monitor business signals, schedule workflows, prepare drafted actions, run background AI jobs, and keep approval gates visible.

  • Automations are paid-plan features; Free users are sent to Plan & Billing when they try to create or run workflows.
  • Overview shows live signals, active workflows, recent runs, awaiting approvals, drafted actions, and AI jobs.
  • Workflows can be built from monitors, schedules, frequency, weekday, time, and action templates.
  • Runs and approval gates let humans approve sensitive automated work before execution.
  • Background AI jobs run outside live chat and return durable analysis records.
  • Use automations for reminders, low-stock checks, invoice follow-up, delivery signals, and other repeatable business attention.
AI AutomationsUpgrade planNotification settings

Fast answers

Easy FAQs

What should I do first after creating a business?

Open Business Settings, complete the company profile, set the currency, upload the logo, confirm billing, then add clients, inventory, or leads depending on what the business sells.

Business settingsPlan & Billing
Why do I see a plan or upgrade message?

The app checks plan tier, subscription state, and usage caps before opening or changing protected records. A 402 response usually means the plan is free, inactive, or has reached a limit for that feature.

Plan & BillingCompare plans
Which records can global search find?

Global search can find feature pages plus clients, leads, inventory, invoices, quotes, deals, projects, tasks, files, expenses, team members, and AI chats within the active company.

Search guide
How do payment links stay safe?

Payment links use long random tokens. Share the generated link, receipt, PDF, or email with customers, not a dashboard URL. The invoice number helps the business identify a document but is not the secret.

InvoicesSecurity guide
What is Business Memory used for?

Business Memory stores durable company knowledge for Maximo AI: facts, preferences, style, source records, private notes, approved memories, retention rules, and conflict checks.

Business MemoryMaximo AI
What is the difference between Maximo AI chat and AI Automations?

Chat is live, conversational work. Automations are proactive monitors, scheduled workflows, approval-gated actions, and background AI jobs that keep running outside a live chat.

Maximo AIAI Automations

Keep moving

Go back to the workspace with context.

Use the dashboard for the work itself, and return here when a user needs a fast explanation, a workflow map, or the right page link.

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