Smart Chat

Smart Chat answers questions about your business in plain English. Ask “what did we spend on software last quarter?” and it looks the answer up in your workspace’s records, then replies with the figures, a table or a chart. Use it whenever finding a number would otherwise mean opening a report, setting filters and adding things up yourself.

Open it from Smart Chat at the top of the sidebar.

Before you start

Your role needs the Smart Chat permission. If Smart Chat isn’t in your sidebar, ask a workspace admin to check your role in Team and roles.
Smart Chat can only answer from data that is in Bokapsys. Bring in your bank data and map your statements first, so there is something to ask about. See Bank data overview.

Ask a question

Go to Smart Chat.
Type your question in the Ask anything box and press Enter, or select the send button.
Read the answer as it appears. When the answer includes a table or chart, it appears inside the reply.
Ask a follow-up in the same conversation. Smart Chat keeps the context, so “what about Q2?” or “and for Acme?” works without repeating the whole question.

You can also dictate a question. Select the microphone, speak, then review the transcript and choose to use the text. The microphone only appears in browsers that support voice input.

Good questions to ask

Smart Chat works best with specific questions about your own numbers. Some examples:

Spending and income

“What did we spend on software last quarter?”
“Show me our top ten vendors by spend this year.”
“Break down last month’s expenses by category.”
“How does revenue this quarter compare with the same quarter last year?”

Reports and balances

“Give me an Income Statement for January to June.”
“What’s our current cash balance?”
“Show the Balance Sheet as of the end of last month.”

Customers, invoices and bills

“Which invoices are overdue?”
“How much does Acme owe us?”
“What bills are due in the next two weeks?”

Keeping the books in order

“How many statements are still waiting for a Chart of Account?”
“Are any of my bank connections out of date?”
“Is there a difference left on last month’s reconciliation?”
“How are we tracking against budget this month?”

Planning

“Where could we cut costs?”
“Chart monthly income and expenses for the last twelve months.”

Tables and charts

When an answer is a list of figures, Smart Chat shows it as a table you can sort by any column. Trends and comparisons come back as charts. Ask for the format you want, such as “as a bar chart” or “as a table”.

Each table, chart and report in a reply carries its own small toolbar:

PDF downloads a PDF of that table or report.
CSV downloads the rows as a spreadsheet file.
The link button creates a public link to that single result. See Share a conversation or a result.

If you ask for a file, such as “export this as a CSV”, Smart Chat can also attach the file to its reply.

Conversations

Every chat is saved as a conversation. The panel on the left lists your conversations, with a Search chats… box and a button for a new chat. You can collapse the panel to give the conversation more room, and open it again with Show chat history. Delete all chats, at the bottom of the panel, permanently removes every chat you can see; other members’ private chats are not touched.

From the header of an open conversation you can:

Rename it with the pencil.
Share as public link with the link button.
Export as PDF to download the whole conversation.
Delete it. Deleting a conversation is permanent.

You can rate each answer with the thumbs up or thumbs down buttons, and have an answer read aloud in browsers that support it.

Who can see a conversation

A new conversation is private to you. If your role allows sharing, the badge next to the conversation’s title lets you change who can see it:

Option	Who can read it
Private	Only you.
Workspace	Every member of the workspace who can use Smart Chat.
Specific roles	You, plus the roles you pick. For each role you choose All members or Specific members.

You can choose the visibility before you start a new chat, from the new-chat button in the conversation list, or change it later. The people you share with are notified.

A public link lets someone outside Bokapsys read a conversation, or a single table, chart or report from it, without signing in.

Open the conversation.
Select Share as public link in the header, or the link button on a single result.
Select Create a new share link, then copy the link.
To stop sharing, open the same dialog and revoke the link. Anyone holding the URL loses access immediately.

Use an AI agent in a chat

The + button next to the question box opens two tabs:

AI Agents lets you pick an agent. The agent’s instructions then shape how Smart Chat answers, and the agent’s name appears on its replies. Select the x on the agent’s name to go back to normal answers.
Workflows lets you run one of your workflows immediately with Run.

See AI agents and Workflows.

Payroll and tax questions

Smart Chat can also answer questions about Payroll and Tax. Each of these abilities needs the matching permission in your role, and disappears if Bokapsys has switched that area off for your workspace. All of them only read information: Smart Chat cannot run payroll, change an employee or file anything.

You can ask about	For example	Needs
Employees	“How many active employees do we have?”	A role that can view employees
Pay runs and what is on them	“What was our gross and net pay last month?”, “Show the taxes on our last pay run”	A role that can view pay runs
Wage garnishments	“Which garnishment orders are active?”	A role that can view garnishments
Health plans on the public marketplace, for comparison	“Show marketplace health plans in Texas”	A role that can view benefits. These are public individual plans for reference, not your company’s group plan, and nobody is enrolled.
Tax filings	“Which filings are due or overdue?”, “Show our 941s for 2026”	A role that can view filings
Your tax compliance position	“Do we have overdue filings or unpaid scheduled payments?”	A role that can view compliance
An estimate of federal income tax from your books	“Estimate our federal income tax for Q3”	A role that can view tax estimates
Possible deductible spending	“Which vendors did we spend the most with this year?”	A role that can use the AI tax assistant
Your own pay, as an employee	“Show my payslips”, “Do I have a W-2 for 2025?”	Your own self-service access

Questions about your own pay only ever return your own payslips and tax forms. See Employee self-service, Payroll overview and Tax overview.

What Smart Chat can and cannot see

Only your workspace. Smart Chat reads the data of the workspace you are signed in to and nothing else. It never sees another workspace, even one you also belong to.
Only what your role allows. Smart Chat works with your permissions. If your role can’t open invoices, Smart Chat can’t read invoices for you either. Two members can ask the same question and get different answers if their roles differ.
Your records, not guesses. Answers come from your workspace’s data. When nothing matches, Smart Chat tells you so rather than inventing a figure.
Public information when it helps. For general context, such as an industry benchmark, Smart Chat can look up public information on the web and name the source it used.

Smart Chat reads the same records your reports use, so its figures agree with the Income Statement, the Balance Sheet and the other financial reports. A statement that hasn’t been mapped to a Chart of Account isn’t in your books yet, so Smart Chat won’t include it. See Mapping statements.

AI usage

Each question uses part of your workspace’s AI allowance. The allowance is shared by everyone in the workspace, so one member’s questions reduce what is left for everyone. Longer conversations and answers that need several lookups use more.

You can see how much has been used in Company Settings under Subscription & Usage, and on the Subscriptions page. Workspace admins can also set a monthly limit per role from the AI Gateway tab in Team Management. See Subscriptions and Team and roles.

AI agentsReusable personas that shape how Smart Chat answers.

WorkflowsScheduled reports by email and notification.

Financial reportsThe reports Smart Chat's figures agree with.

Data and privacyHow your data is handled by AI features.