AI for your business: how to use it in ERP Instfy
This guide shows you, step by step, how to turn on and use AI inside ERP Instfy: the AI assistant, AI customer service, the AI chatbot, the AI CRM and the AI automation that gives your team back hours of productivity.
AI in ERP Instfy is not a separate tool: it lives inside the modules you already use. Below are the practical tasks to set up each feature and start seeing productivity gains today.
1. Enable and configure the AI assistant
Before using any AI feature, you need to turn on and connect the AI assistant on the platform. This is where you set the access key for your AI provider and choose where AI is allowed to act.
Menu path: Settings > Artificial intelligence
- Open Settings and click the Artificial intelligence tab.
- Turn on the Enable AI switch to unlock the features on your account.
- Paste your provider API key into the field and click Connect.
- Choose the model and the default response language.
- Select the modules where AI can act: customer service, CRM and automation.
- Save and click Test connection to confirm the AI is active.
Start by enabling AI in a single module, such as customer service. Once it proves its value, turn on the rest. That keeps you in control and avoids automated replies in areas you have not reviewed yet.
2. Use AI in customer service
With the assistant on, set up an AI chatbot that answers customers in chat and suggests replies on tickets. It reads your help content and resolves routine questions instantly.
Menu path: Help center > Tickets
- Open the Help center and go to the module's AI settings.
- Turn on AI replies and select the knowledge base and FAQs the AI should consult.
- Decide whether the AI answers on its own or only drafts a suggestion for the agent to approve.
- Enable the AI chatbot in the site widget and paste the code on your website if it is not published yet.
- Set the handoff rule: cases the AI cannot resolve become a ticket for a human, with the conversation attached.
3. Use AI in sales and the CRM
The AI CRM drafts follow-ups, summarizes a lead's history and suggests the next step. Your team reviews and sends, instead of writing from scratch.
Menu path: CRM
- Open the CRM and select a lead or deal from your list.
- Click Summarize with AI to generate a summary of the lead's history and interactions.
- Use Draft follow-up to have the AI write a follow-up email based on the context.
- Review the text, adjust the tone and click Send.
- Turn on AI lead scoring to prioritize who is most likely to close.
4. Automate repetitive tasks with AI
AI automation runs recurring workflows without anyone clicking: tagging leads, sending follow-ups and generating reminders. You describe the process once and it runs on the trigger.
Menu path: Automation (or Settings > Automation)
- Open Automation and click New automation.
- Choose the trigger (for example, "new lead created" or "proposal unanswered").
- Select the action and let the AI draft the email, reply or status change.
- Review and approve the draft the first few times to build trust.
- Turn the automation on and track the results on the Dashboard.
Automate one task at a time. Confirm it truly saves hours before turning on the next one. Small wins add up fast, and each one frees a person for the work that needs human judgment.
5. Track your productivity gains
After turning on AI, use the Dashboard to measure the return: first reply time, tickets resolved by AI and follow-ups sent. That is how you decide where to expand its use.
Menu path: Dashboard
- Open the Dashboard and find the AI productivity panel.
- Check the reply time metrics and the volume of interactions resolved by AI.
- Compare the period before and after turning on AI using the date selector.
- Pin the most important indicators at the top to review every week.
- Use the numbers to decide which module gets AI next.