Letting the AI do things (propose → approve)
The dealer AI can create and edit records, but every change is an approval card you confirm first — nothing happens until you say yes.
The dealer AI can do real work for you — add a vehicle, move a lead, start a deal, even record a loan payment. But it never changes anything on its own. It proposes the change as a card, you review it, and only your Approve (or a plain "yes") makes it happen.
This page is about the dealer AI inside your dashboard. The AI on your public storefront is a separate, read-only salesperson — it can answer shopper questions but can never see costs, customer PII, or deals, and it can't change anything.
How it works
- Ask the AI to do something in plain English — for example, "add a 2019 Civic, stock 4471, $16,995" or "move the Garcia lead to Working."
- Instead of acting, the AI replies with an approval card showing exactly what it will do. The card is marked Needs approval.
- Review the details. Tweak any editable field if you want (see below).
- Click Approve to run it, or Reject to dismiss it.
When you Approve, the card runs the real action — the same one the manual screens use, with the same rules and the same audit trail. On success the card flips to an Approved badge, and for a new vehicle, lead, or customer you get a View link to jump straight to the record. (Other actions, like a status change or a loan payment, simply show Approved — there's no View link.)
If you Reject instead, the card collapses to a Dismissed badge. Rejecting only stops a card that's still waiting — it never reverses something you already approved.
Approve by just saying "yes"
You don't have to hunt for the button. If the AI's last message proposed a single change, you can simply reply yes (or "ok", "do it", "go ahead", "approve") and it runs. Reply no (or "cancel", "skip", "nevermind") to dismiss it.
The "yes" shortcut is deliberately strict. It only fires on a bare confirmation of the AI's most recent reply, and only when that reply proposed exactly one change. If you type "yes, but make it $17k", or the AI's last turn offered several cards, the AI treats your message as a new instruction instead — so use a card's Approve button to be sure. Nothing old or buried earlier in the chat can be triggered by an offhand "sure."
Editing before you approve
The card is editable. You can change the values the AI suggested before approving — a price, a status, a description, options checkboxes, and so on. Money fields accept "18000", "18,000", or "$18,000.50"; they're cleaned up for you.
What you can't change is which record the action points at. The vehicle, lead, or customer being acted on shows as a read-only line on the card. This is on purpose: it means an approval can never be retargeted to a different (or another dealer's) record.
Leave a field untouched and the AI keeps the value it proposed. Only the fields you actually change are sent — so editing the card here won't clobber an edit someone else made on the same record at the same time.
What the AI can do
There are 21 actions today, grouped by area:
- Inventory — create a vehicle, edit it, change its price, change its status, publish it, rewrite its description.
- Leads — create, change status, assign to a salesperson, convert to a customer.
- Customers — create, edit.
- Tasks — create, assign, set status, add a comment.
- Deals — create a deal, move a deal through its stages (including mark sold).
- Title — move title work through its stages.
- BHPH — record a loan payment.
- Memory — remember a fact for your own future chats.
The card never weakens a real-screen rule. Marking a deal sold still enforces the lienholder and OFAC compliance gates exactly as the deal screen does, and recording a BHPH payment shows you the loan, amount, and date on the card so you can verify the money before you confirm.
Who can approve what (role gating)
Each action is gated to your role, and the AI only ever offers you actions your role is allowed to perform:
- Owner / Manager — everything.
- Sales — inventory, leads, customers, tasks, deals, title work. Not loan payments.
- Accounting — customers, tasks, title work, and recording BHPH loan payments. Not inventory or the sales pipeline.
Saving a personal Memory isn't restricted — every role can do that, since it only affects your own future chats.
The gate is checked twice — once when deciding what the AI can even offer, and again the instant you approve. So a proposal for something your role can't do is refused at approval with a message like "Your role can't perform this action."
FAQ
Will the AI ever change something without me approving?
No. Every write is a proposal you must confirm — by clicking Approve or by replying yes to a single pending card. There is no "trusted" path that skips this.
Can I undo an approval?
The action runs the same as if you'd done it by hand, so undo it the same way you would manually — for example, change the price back, or move the status again. Rejecting a card only stops a pending proposal; it doesn't reverse one you already approved.
I clicked Approve and it said the action can no longer be applied.
If a platform admin has turned AI off for your dealership, pending proposals can't be applied anymore — even by their card or a "yes." The message reads "AI features are turned off for this dealership — this proposed action can no longer be applied." Once AI is re-enabled (contact support if you're unsure), the AI can propose it fresh.
What does "Edited values are invalid" mean?
A value you typed on the card didn't pass validation — the message names the field. Fix that field and Approve again; the rest of the proposal is preserved.
Does approving leave a record?
Yes. Every approved and rejected action is written to your audit log, tied to your user, so there's always a trail of who confirmed (or declined) what.
Can the AI act on another dealer's records?
No. Everything is scoped to your dealership, and the record an action targets is locked on the card and can't be retargeted.