AI Tools In TRUE

Table of Contents

Purpose Primary Features Bid Management Vendor Invoice Processing Purchase Orders Setup Instructions Opportunities Email Capture Initial Setup Daily Use Bills Processing Email Capture AI AutoFill Purchase Orders Import Additional Features Email Templates Customized Vendor Prompts eForm Emails Scope of Work Generator 📋 System Requirements

Purpose

TRUE includes AI-powered tools designed to reduce time spent on data entry and document creation. From email template generators to AI Autofill features, these tools help streamline your workflows.

Requirements: TRUE version 19.1.24+ • Opportunities requires Contracts package • POs require Procurement package • Email configuration requires Admin access (Access ID 2)

Primary AI Features

Bid Management - Opportunities Module

Automatically create opportunities from invitation to bid (ITB) emails. TRUE reads the emails, extracts customer information, address, bid due date, and project details, then sets everything up automatically.

Setup (One-time, ~5 minutes):

Navigate to Opportunities → click + → select Email Capture.
Copy the email address provided.
Save as a contact in your preferred email client.

Daily Use:

Forward ITB emails to the Email Capture address.
Review the created opportunity in TRUE.

Vendor Invoice Processing - Bills Module

Create bills from vendor invoices with line items automatically populated. No more manual data entry - TRUE reads the bill, populates quantities and amounts, letting you focus on accurate coding.

Email Capture Method:

Navigate to Bills → click + → select Email Capture.
Forward vendor invoices to the capture email address.

AI AutoFill Method:

Select a bill → click Upload File.
Select Options → AI AutoFill.
Choose the file and upload.

Purchase Order Import - PO Module

Import vendor quotes and order acknowledgements to automatically populate line items. Track received items, backorders, and streamline bill reconciliation with no manual data entry.

How to Use:

Select or create a PO.
Upload the vendor quote via the Files button.
Click Options → AI AutoFill.
Review populated fields and send.

Additional AI Features

✉️

Email Templates

Generate complex email templates with dozens of merge fields using AI prompts. Navigate to Settings → Email Templates → select template → AI Editor.

🏢

Customized Vendor Prompts

Set up custom import rules per vendor for more accurate AI processing. Access via Vendors module → selected vendor → Details tab.

📝

eForm Email Enhancement

Rephrase eForm messages for clarity, check grammar, adjust tone, and ensure professional communication. Select an eForm → Email → click the AI icon.

📋

Scope of Work Generator

Automatically generate professional project descriptions based on line items in Quotes, Jobs, and Bids. Locate the Description/Scope of Work field and click the AI icon.

Using AI Features

Best Practices:

Always review AI-generated content before saving or sending.
Set up vendor-specific prompts for frequently used vendors to improve accuracy.
Use Email Capture for high-volume document processing.
Use AI AutoFill for one-off imports or when you need to review before processing.

Where to Find AI Features

Feature	Location	Access
ITB Import	Opportunities → + → Email Capture	Contracts package required
Bill AutoFill	Bills → Options → AI AutoFill	Standard access
PO AutoFill	PO → Options → AI AutoFill	Procurement package required
Email Templates	Settings → Email Templates → AI Editor	Admin access (ID 2)
Vendor Prompts	Vendors → Details tab	Standard access
eForm Enhancement	eForm → Email → AI icon	Standard access
Scope Generator	Quote/Job/Bid → Description → AI icon	Standard access

Opportunities Module - Managing bids and ITBs
Bills Module - Vendor invoice processing
POs Module - Purchase order management
Email Templates - Creating and managing templates

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