Connect your own assistant to your BillGrid account, then ask it to work with the information you can see. You choose the connection's permissions. Your account owner's settings, your role and your plan also apply.
What you can do
Start with a question: “Which of my clients' invoices are overdue?” or “What time have I logged this week?” With the relevant permissions, an assistant can also log work, prepare invoice drafts and estimates, mark documents sent or approved, and send documents.
Review the assistant's answer and check important details in BillGrid. Assistants cannot charge cards, record or refund payments, apply client credit, permanently delete records or change account settings.
Connect an assistant
- Sign in to BillGrid and open Settings → AI assistants. If assistants are off, the account owner needs to turn them on. If AI assistants is missing from Settings, contact support. Staff also need the owner's permission to connect.
- Choose Connect beside ChatGPT, Claude, Claude Code or Another app. Follow the setup guide for that assistant. Use the server address shown in your BillGrid settings.
- On the BillGrid authorization page, check the account and the app, then review the access requested. Choose Allow to agree or Cancel to decline.
- Return to your assistant and enable BillGrid in the conversation if the app requires it. Try a lookup before asking it to change anything.
BillGrid uses remote MCP with OAuth sign-in. The same permissions and safeguards apply across compatible assistants. Connection availability depends on your provider's plan, app and administrator settings. A setup guide is not a provider directory listing or verification of every host. Assistants that require an API key or a manually issued client ID and secret cannot connect through this flow.
Choose its permissions
BillGrid groups access into five permissions. Looking things up is the base access while assistants are enabled. The owner can allow or stop each action group separately for themselves and staff under What assistants may do.
- Look things up (
read): find the clients, projects, documents and work your role lets you see. - Log work (
work): log time, run timers, record expenses and manage tasks. - Prepare documents (
documents): prepare clients, projects, estimates and invoice drafts. - Record money (
money): mark invoices sent, record an estimate approval you already received, waive late fees, and pause, resume or finish existing locally billed recurring invoices. Creating recurring schedules is not available through assistants. - Send to clients (
send): send invoices, estimates and reminders using BillGrid's messages.
Recording an estimate approval does not obtain a client's signature. Before resuming a recurring invoice, review its saved schedule and emailing settings in BillGrid. Linked automatic PayPal billing cannot be changed by an assistant; manage it in BillGrid or PayPal.
A connection can use an action only when you agreed to its permission, the owner allows that action for your role and your plan supports it. Staff stay within their assigned clients and existing access. Connecting an assistant does not give staff extra permissions or access to account-wide financial summaries.
Sending is requested separately when needed, rather than included in the default first connection. If an assistant needs another permission, review the new BillGrid authorization request. Do not approve more access than you intend to use.
Review before sending
- Ask the assistant to prepare a send preview. Check the invoice or estimate, the To and Cc recipients, subject, message opening, amount and PDF attachment status. Review the full message and any Bcc copy settings in BillGrid when applicable before confirming.
- After you have seen the preview, reply in a later message with an explicit instruction to send it. Preparing the preview does not send the email.
- If recipients, the document or other sending details change, ask for a fresh preview and confirm that version. An expired preview also needs to be prepared again.
BillGrid checks the current document, permissions and preview when the assistant sends. It refuses a send if those checks no longer match. Approval of a connection is separate from approval to send a particular message.
Access and privacy
Your assistant sees only what the connected person can access in BillGrid. Sign in on the BillGrid authorization page. Never paste passwords, authorization codes, tokens or keys into a chat. Changes to invoices, estimates, clients and projects name the assistant in their activity.
Information returned to an assistant goes to its provider under your agreement with that provider. Review that provider's privacy and data controls before connecting. Read BillGrid's AI assistants privacy details for the connection records, logs and retry protection BillGrid keeps.
Disconnect an assistant
Open Settings → AI assistants, find the connection under Connected apps, open its actions menu and choose Disconnect. The owner can disconnect anyone's connection; staff can manage their own.
Disconnecting ends that connection's access at once. It does not undo completed changes or remove information already returned to the provider. Account-linked connection history remains until the account closes, as described in the privacy policy.
If something does not work
The assistant cannot connect
Check that assistants are enabled and that staff may connect, if applicable. Use the exact server address in BillGrid's setup guide and check that your provider or workspace allows custom MCP connections. If authorization is canceled or the connect link expires, start again from Connect.
It is connected but does not use BillGrid
Enable BillGrid in the assistant's conversation using that app's controls, then try a new chat. If access expired, reconnect from the provider and review the BillGrid authorization page again.
An action is refused or a preview is out of date
Check the connection's permissions, the owner's action settings and your own access. If the document changed or its preview expired, prepare a fresh preview. If a request timed out, check the result in BillGrid before asking again, especially for sending or changing a document's status.
The wrong BillGrid account is connected
Disconnect it in BillGrid, sign out and reconnect with the correct account. Check the account shown on the authorization page before choosing Allow.
Still stuck? Email support@billgrid.com with the assistant's name, the time and the error shown. Leave passwords, authorization codes, tokens and client information out of the message.