The AI assistant inside Optify reads your company's real data and answers your questions about stock, sales, purchases, accounts and your everyday documents — in natural language, with the source of every answer, and within your own permissions.
In any ERP system the information is there — but reaching it means knowing the right report, the right filters and the right screen. The result is that simple everyday questions end up going through the one person in the company who knows "where to pull it from".
The AI assistant removes that step. You type your question the way you would ask a colleague, and it works out which data is needed, retrieves it and shows you the answer. You don't need an exact name, a document number or a particular date format.
These aren't marketing examples — each question corresponds to an actual query built into the system:
One question, several queries: a question such as "Which customers who are late paying also have slow-moving stock?" leads the assistant to run more than one query and combine the results. There's no need to break the question into steps.
The whole document chain in one question: from quotation to sales order, then delivery, invoice and payment — the assistant shows how the documents connect, with each document's number, date and status, instead of you opening five screens to trace it.
If you are viewing an invoice or a purchase order and you open the assistant, it knows which document is on your screen. You can simply ask "Why hasn't this invoice been paid?" or "Has this order been delivered?" — without copying or typing the document number.
Knowing the screen doesn't grant any extra permission: the assistant reads the document through the same usual permissions path, so if you don't have permission to open it, it won't read it for you.
And if you ask "How do I record a payment from a customer?", it guides you to the right screen with a direct link that opens it — only from among the screens you have permission for.
A confident answer isn't enough — what matters is knowing where it came from. That's why every answer is designed to be reviewable:
The assistant works through your personal permissions inside the system. If you don't have permission to open the payroll screens, it won't read payroll data for you. Two colleagues may ask the same question and get two different answers — and that isn't a fault, it's the permissions system working as it should.
And because every query goes through the same permissions that govern the screens, the assistant opens no back door onto data that wasn't available in the first place. Even when tracing a document chain, every document in it is checked against its own permission.
Your conversations are yours: the conversation history shows only your own conversations, and no other user can add a message to your conversation or continue it in your name.
The assistant only searches and explains. It doesn't create a document, edit a record, approve a request or delete anything. Any change you want, you make yourself on the usual screen — and the assistant can point you to the right screen.
This is a deliberate design decision: the accounting system remains the source of truth, and the assistant is a reading layer on top of it, nothing more.
The assistant's activity is also fully logged: the system administrator can review the questions that were asked and the data that was accessed, just like any other action in the system.
Before the assistant is turned on, the system shows a clear statement explaining what data leaves your system in order to answer a question. Activation happens only with an explicit, recorded acceptance of that statement — it is not a formality.
Companies have two options for running it: either use the company's own AI account, or rely on a monthly allowance that Optify provides as part of the subscription. The two options never mix: if your company has its own credentials, every request goes through them, with no silent switch to another account.
On Optify Flex plans, the assistant works within a monthly allowance known in advance — no surprise bills and no open-ended cost:
Companies that use their own AI account see no balance or allowance — because usage is billed directly to their account.
If you already use Claude, ChatGPT or another assistant, you can connect it to your Optify Flex account and ask it about your company's data directly — with your own permissions, read-only, and without any keys or technical setup. You can cancel the connection at any time.
The AI assistant is part of the Optify system, not a separate tool — it reads the same data your teams work on every day, and respects the same permissions.
Book a demo and we'll show you the assistant answering questions from data close to your real business.