# AI assistant (/docs/features/fill-with-ai)



The **AI assistant** helps you fill forms and move around Tradie Forms on a paid plan. Give it job notes in plain language, attach a clear photo or file, dictate your notes, or choose one of the suggested jobs.

While a form is open, the same assistant appears as **Fill with AI**. It can fill matching fields, explain a section, find missing details, apply saved information, and help prepare the form for preview or download.

<DocsFigure src="/docs/screenshots/ai-floating-panel.webp" alt="Floating Tradie Forms Assistant panel with layout, size, information, attachment, microphone, and send controls" caption="The floating panel keeps the form behind it. Use the controls along the top to change the layout or size." width="936" height="808" className="mx-auto max-w-3xl" />

<Callout type="warn" className="docs-callout-warn my-4">
  Treat every AI update as a draft. Check the form fields and PDF yourself. The assistant does not decide whether work complies or lodge forms with regulators, councils, customers, or network operators.
</Callout>

## Open the assistant [#open-the-assistant]

You can open it in three ways:

* Select the sparkle button <DocsInlineIcon icon="sparkles" label="AI assistant" /> in the app header from any app page
* Select **Fill with AI** in the form toolbar while filling a supported form
* Press **Command + I** on a Mac or **Ctrl + I** on Windows

The header assistant can find templates, drafts, completed forms, saved details, and app pages. Open it from a form when you want it to read or update that form.

Closing the panel does not clear the conversation. After you have sent a message, use the **New chat** icon <DocsInlineIcon icon="new-chat" label="New chat" /> to clear that conversation and start again.

## Change the layout [#change-the-layout]

While filling a form on a larger screen, choose:

| Layout       | Best for                                                     |
| ------------ | ------------------------------------------------------------ |
| **Floating** | Keeping the form wide and moving between chat and fields     |
| **Sidebar**  | Keeping the assistant visible beside the form while you work |

On a phone, the assistant always opens as a floating panel.

To change the current layout, select the **side panel** icon <DocsInlineIcon icon="sidepanel" label="Switch to side panel" /> or **floating panel** icon <DocsInlineIcon icon="floating" label="Switch to floating panel" /> at the top of the assistant.

To set the layout used next time, open [**Settings -> Features**](https://tradieforms.com.au/app/settings) and change **Chat display**.

<DocsFigure src="/docs/screenshots/ai-settings.webp" alt="AI assistant settings showing enable, auto-apply, and chat display controls" caption="Settings controls whether the assistant is available, whether saved details and job imports apply immediately, and the default chat layout." height="282" />

### Resize or move it [#resize-or-move-it]

* In **Floating** layout, select the expand icon <DocsInlineIcon icon="expand" label="Expand panel" /> to cycle through **Compact**, **Medium**, and **Expanded** sizes. The expanded icon changes to a shrink icon <DocsInlineIcon icon="shrink" label="Shrink panel" />.
* In **Sidebar** layout, select the left alignment icon <DocsInlineIcon icon="align-left" label="Move panel left" /> or right alignment icon <DocsInlineIcon icon="align-right" label="Move panel right" /> to move the assistant to the other side.
* Tradie Forms remembers the floating size and sidebar side in that browser.

## What each icon does [#what-each-icon-does]

Hover over an icon on desktop to see its name.

### Along the top [#along-the-top]

| Icon                                                                                                                                                                     | What it does                                                            |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------------- |
| **Side panel** <DocsInlineIcon icon="sidepanel" label="Switch to side panel" /> / **floating panel** <DocsInlineIcon icon="floating" label="Switch to floating panel" /> | Switches the chat layout while a form is open                           |
| **Expand** <DocsInlineIcon icon="expand" label="Expand panel" /> / **shrink** <DocsInlineIcon icon="shrink" label="Shrink panel" />                                      | Cycles the floating panel through Compact, Medium, and Expanded         |
| **Align left** <DocsInlineIcon icon="align-left" label="Move panel left" /> / **right** <DocsInlineIcon icon="align-right" label="Move panel right" />                   | Moves a sidebar chat to the other side                                  |
| **Information** <DocsInlineIcon icon="information" label="Information" />                                                                                                | Explains what AI processes and reminds you to check its work            |
| **New chat** <DocsInlineIcon icon="new-chat" label="New chat" />                                                                                                         | Appears after the conversation starts; clears it and opens a fresh chat |
| **Close** <DocsInlineIcon icon="close" label="Close" />                                                                                                                  | Closes the panel and stops a reply that is still being generated        |

### In the message box [#in-the-message-box]

| Icon                                                                               | What it does                                                                                                                   |
| ---------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Photo with plus** <DocsInlineIcon icon="attachment" label="Add photo or file" /> | Adds one photo or a supported small file                                                                                       |
| **Microphone** <DocsInlineIcon icon="microphone" label="Start dictation" />        | Starts dictation; select the stop square <DocsInlineIcon icon="stop" label="Stop dictation" /> when you have finished speaking |
| **Arrow** <DocsInlineIcon icon="send" label="Send message" />                      | Sends your message                                                                                                             |
| **Stop square** <DocsInlineIcon icon="stop" label="Stop response" />               | Stops the assistant while it is working on a reply                                                                             |

### On messages [#on-messages]

| Icon                                                                                                                                      | What it does                                                       |
| ----------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------ |
| **Edit** <DocsInlineIcon icon="edit" label="Edit message" />                                                                              | Edits and resends a message you sent                               |
| **Copy** <DocsInlineIcon icon="copy" label="Copy message" />                                                                              | Copies an assistant reply                                          |
| **Retry** <DocsInlineIcon icon="retry" label="Retry message" />                                                                           | Asks the assistant to answer again and creates another version     |
| **Previous** <DocsInlineIcon icon="previous" label="Previous version" /> / **next** <DocsInlineIcon icon="next" label="Next version" />   | Appears when a reply has more than one version; moves between them |
| **Helpful** <DocsInlineIcon icon="helpful" label="Helpful" /> / **not helpful** <DocsInlineIcon icon="not-helpful" label="Not helpful" /> | Sends feedback about an assistant reply                            |

## What it can do anywhere in the app [#what-it-can-do-anywhere-in-the-app]

* Search the template library and help start a form
* Find and open recent drafts or completed forms
* Open app pages such as Templates or Saved details
* Find saved details and supported customer or site records
* Look up an ABN when enough information is provided
* Search these user docs when you ask how something works
* Explain your current plan and available account features

The assistant only works inside Tradie Forms. It is not a general-purpose advice service.

## What it can do on a form [#what-it-can-do-on-a-form]

* Fill or change supported text, dates, choices, and checkboxes
* Split a name or address across the matching form fields
* Read what is already filled and tell you what still needs attention
* Open a section, focus a field, and explain what the field is asking for
* Review missing, invalid, or suspicious values
* Apply saved details or a form preset
* Find a connected ServiceM8, Fergus, or Xero job and import supported details
* Read visible text from an attached photo or supported small file
* Check whether the form is ready to preview or download
* Start a PDF export after showing you a confirmation
* Help save current details for next time after showing you a confirmation
* Open secure share-link settings for a saved form after showing you a confirmation
* Clear the form only after you explicitly ask and confirm

When **Auto-apply saved details and jobs** is on in Settings, those two actions apply immediately. Turn it off if you want a confirmation in chat first.

## What it cannot do [#what-it-cannot-do]

* Add or draw signatures
* Add photos or diagrams to the form's own photo or drawing fields
* Invent a licence number, test result, address, date, or other missing fact
* Confirm that real-world work or information is correct
* Decide whether work complies
* Lodge, email, certify, or submit a form for you
* Guarantee that an AI reading of a photo or note is accurate

## A good form-filling workflow [#a-good-form-filling-workflow]

<Steps>
  <Step>
    ### Give it the job details [#give-it-the-job-details]

    Paste or dictate the notes you already have. Include the customer, site, work, dates, readings, and results that should go on the form.
  </Step>

  <Step>
    ### Let it update the supported fields [#let-it-update-the-supported-fields]

    The assistant fills the fields it can match. If something is unclear, it may ask one short follow-up question.
  </Step>

  <Step>
    ### Check what changed [#check-what-changed]

    Scan the filled sections. Ask &#x2A;*What's already filled?** or &#x2A;*What's missing?** when you need a quick summary.
  </Step>

  <Step>
    ### Finish the manual parts [#finish-the-manual-parts]

    Add signatures, form photos, diagrams, and any details the assistant could not confirm.
  </Step>

  <Step>
    ### Check the PDF [#check-the-pdf]

    Select **Check form**, then use **Review** and **Preview** before downloading or sharing the PDF.
  </Step>
</Steps>

## Prompts that work well [#prompts-that-work-well]

Give it the same concrete notes you would give an office admin:

```text
Customer is Jordan Lee, 0412 345 678. Job was at 12 High Street, Ballarat. Service date was 28/07/2026. Replaced the damaged cover and tested the unit. Main device passed.
```

You can also ask:

* "Fill the customer and service sections from these notes"
* "Use my saved contractor details"
* "Show me presets for this form"
* "Find job 1842 in ServiceM8 and import it"
* "Take me to the test results section"
* "Why is this field still marked incomplete?"
* "Review this form and tell me what needs attention"
* "What have I already filled in?"
* "Change the service date to 28/07/2026"
* "Is this ready to preview?"

Be specific when correcting something:

```text
Change the Client Name to Jordan Lee. Leave the Business section as it is.
```

## Quick commands [#quick-commands]

Type `/` in the message box to open a list of commands. Available commands depend on whether a form is open.

Common commands include:

* Search templates
* Find drafts or completed forms
* Review form
* Explain section
* Apply saved details
* Import job
* Check export readiness
* Clear form

Selecting a command sends the matching request for you. Actions that replace or clear information still show a confirmation where required.

## Photos, files, and pasted content [#photos-files-and-pasted-content]

Use the photo/file icon <DocsInlineIcon icon="attachment" label="Add photo or file" /> for a job card, equipment label, meter photo, handwritten note, or small data file.

* Photos work best when text is close, upright, well lit, and in focus
* You can send one photo per message
* You can send one PDF per message, up to 3 MB and 20 pages
* Supported photos include JPEG, PNG, and WebP
* Supported small files include PDF, plain text, Markdown, CSV, and JSON
* Camera photos are resized before sending
* You can also paste an image or text into the message box

The assistant may show the values it read and how confident it is before applying uncertain details. Check serial numbers, dates, readings, names, and addresses carefully.

If a file is blocked, use a closer crop, send a smaller file, or type the important values into the message.

## Voice dictation [#voice-dictation]

Select the microphone <DocsInlineIcon icon="microphone" label="Start dictation" />, speak your notes, then select the stop square <DocsInlineIcon icon="stop" label="Stop dictation" />. Review the transcript in the message box before sending it with the arrow <DocsInlineIcon icon="send" label="Send message" />.

Your browser must have microphone permission. If dictation does not start, allow microphone access for Tradie Forms or type the notes instead.

## Saved details, presets, and connected jobs [#saved-details-presets-and-connected-jobs]

Ask the assistant to list available items before applying them when you are unsure which one you need:

* "Show my saved business details"
* "List presets for this form"
* "Show jobs I can import from Fergus"

Saved details fill the matching reusable fields. Presets replace the current form values after confirmation. Connected job imports use the mapping saved for that connection where available.

Always update job-specific details such as the customer, address, dates, readings, serial numbers, and work performed.

## What the assistant can see [#what-the-assistant-can-see]

While you chat, the assistant can receive:

* The current form and answers already entered
* The section you are working near
* Messages and attachments you send
* Voice audio while it is being transcribed
* Saved details, presets, and connected job information when you ask it to use them

That information is processed by our AI provider to respond and suggest form updates. Do not send information you are not comfortable sharing for that purpose.

Select the information icon <DocsInlineIcon icon="information" label="Information" /> in the panel for the in-app reminder. Turning the assistant off under [**Settings -> Features**](https://tradieforms.com.au/app/settings) hides the launcher and **Fill with AI**, and blocks assistant requests for your account.

## If something goes wrong [#if-something-goes-wrong]

| Problem                              | What to do                                                                                                 |
| ------------------------------------ | ---------------------------------------------------------------------------------------------------------- |
| **Upgrade required**                 | Sign in on a paid plan                                                                                     |
| **Button missing**                   | Check that the AI assistant is enabled under Settings -> Features and that you are signed in               |
| **Wrong field changed**              | Name the exact field and correct value, or edit it directly on the form                                    |
| **It misunderstood several details** | Start a New chat and send shorter, clearly labelled notes                                                  |
| **Attachment blocked**               | Try a smaller JPEG, PNG, WebP, text, Markdown, CSV, or JSON file                                           |
| **Photo read incorrectly**           | Send a closer, clearer crop and provide the correct value in text                                          |
| **Microphone blocked**               | Allow microphone permission for the site, then try again                                                   |
| **Assistant is still working**       | Select the stop square <DocsInlineIcon icon="stop" label="Stop response" />, then resend a shorter request |
| **Too many requests**                | Wait briefly and try again                                                                                 |

<Callout type="warn" className="docs-callout-warn my-4">
  Always review the form and PDF preview before download. The assistant can miss context, choose the wrong field, or misread an attachment.
</Callout>

<Cards className="docs-cards docs-cards-cols-2 my-6">
  <Card title="Completing a form" icon="hugeicons:clipboard-check" href="/docs/features/completing-a-form">
    Sections, form checks, review, and toolbar actions.
  </Card>

  <Card title="Saved details" icon="hugeicons:bookmark" href="/docs/features/saved-details">
    Reusable business, licence, and customer blocks the assistant can apply.
  </Card>

  <Card title="Billing" icon="hugeicons:credit-card" href="/docs/account/billing">
    Paid features, including Fill with AI.
  </Card>
</Cards>