1. How to get started
    1. How to register
    2. How to update your profile page
    3. How to connect
    4. How to refresh your data source
    5. How to delete a connected data source
  2. Organizations & inviting users
    1. Partners
      1. Setting up your Partner Organization
        1. How to add your logo - branding
        2. How to invite your staff
        3. How to add client organizations
          1. Create a new client organization
          2. How to invite Partner Accountants
          3. How to invite your clients
    2. Business owners
      1. Setting up your organization
      2. How to invite your team
    3. User Management, Billing & Licences
      1. User permissions
      2. How to edit user permissions
      3. How to assign the payment manager
      4. How to purchase licences
      5. How to update a premium data source
      6. How to assign a licence
  3. Query
    1. What is a query?
    2. Get started with querying
      1. Query Builder
      2. Ask chata.ai
    3. Ask your own queries
      1. Recommendation engine
      2. Interpretation feature
  4. Query Tools
    1. Tool bar
      1. Filter
      2. Download image
      3. Copy to clipboard
      4. Full screen
      5. Comment
      6. Delete query
      7. Dynamic stats
  5. Visualize your data with charts and graphs
    1. How-to: Dynamic graphing
    2. How-to: visualize with queries
    3. Types of charts and graphs
      1. Pivot table
      2. Filter table
      3. Line graph
      4. Pie chart
      5. Bar chart
      6. Column chart
      7. Stacked bar/column chart
      8. Heatmap
      9. Bubble chart
    4. Drilldowns
  6. Saving results
    1. Pins
    2. Reports
      1. Save a report from the main query interface
      2. Save a report from a template
      3. Add comments, questions and insights
      4. Share your report with other users
  7. Workflow Solutions & Collaborative Tools
    1. Templates
      1. Organization
      2. How to create a template
      3. How to edit a template
      4. How-to run a template
      5. Expand all/collapse all
      6. How to share a template
    2. Notifications
      1. Email & SMS
      2. In-app notifications
  8. Dashboards
    1. How-to create a dashboard
    2. How-to edit a dashboard
    3. Add a new tile
    4. Edit the title
    5. Edit the query
    6. Edit the size of the tile
    7. Edit the location of the tile
    8. Delete a tile
    9. Multiple dashboards
    10. How-to share a dashboard
    11. How to delete a dashboard
  9. App integration data flow

How to get started

Our integrations with QuickBooks Online and Xero are complete! You can now incorporate cutting-edge AI into your business.

You only need a few minutes to connect your data source and start chatting with your data!

Let us know if we can help.

How to register

To create an account with chata.ai is very simple, just follow the step-by-step below.

  1. Fill out all of the required fields and agree to the terms and conditions. Select “Sign me up as a Partner” if you are an accountant or bookkeeper and would like to bring chata.ai to your clients. Learn more about the benefits of becoming a chata.ai partner.

2. You will receive an email asking you to complete your registration. If you don’t see this email shortly after registration, please check your junk mail. Once you respond to this email you will be asked to set up your profile and password with chata.ai

How to update your profile page

If you need to update your personal information at any time, just 

  1. Click on your chata.ai avatar at the top right side of the interface 
  2. Select Profile 
  3. Edit your information 
  4. Select how you would like to receive report sharing notifications

 

 

How to connect

Once you have completed your registration, you are now ready to connect your first data source.

  1. Hover over “Data Sources” in the left side menu
  2. Click “Connect Data Source”
  3. The Organization field will be selected for you. If this is not the organization you want to connect a data source for, select an Organization you previously created or, select “New Organization” to create a new organization.
  4. Select your service. We currently connect to QuickBooks Online and Xero
  5. Click “Connect to …”
  6. You will be prompted to login to QBO or Xero to go through the standard OAuth process. You should only have to do this one time for each data source. After the data connection is complete, chata.ai will dynamically refresh the data daily.

Depending on the size of your data set, it can take up to 15 minutes to connect to your data source.

How to refresh your data source

chata.ai dynamically refreshes your data daily. If you do work in your QBO or Xero account and want to refresh that data, select the “refresh” icon beside the data source in the left side menu.

How to delete a connected data source

If for whatever reason you want to delete the data source from your chata.ai account. Go to “Data Sources” in the left side menu and click on the trash can icon beside the data source.

Organizations & inviting users

Partners

Partners are our accountant and bookkeeper users

Setting up your Partner Organization

There is certain features that we have created in chata.ai to help our Partner users to better collaborate with their customers

How to add your logo - branding

In a Partner Organization, select “Settings” and navigate to the tab entitled “Partner Customization”. Select “Upload logo” and choose your logo.

How to invite your staff

All chata.ai Partners have free access to their client’s accounts. In order to have access, they must be added as users to the Partner Organization. To add a Partner Accountant to your Partner Organization, click Settings in the left side menu, select “Invite User” and add the User.

You can give them access to the firm data source by checking the box underneath that data source. Give your staff the appropriate permissions. You can now add your clients to the appropriate client organizations & Data Sources.

How to add client organizations

Create a new client organization

An organization is a company or business. If you are a chata.ai Partner, you will likely have many “Client Organizations”. If you are an owner of multiple businesses, you will also likely have more than one “Organization” within your chata.ai account.

To add an organization:

  1. Select the plus icon beside your Home or Partner Organization at the top of the screen on the left side.
  2. Name this organization and take the option to add clients or additional users now or later.
  3. You will be taken to this organization in chata.ai and you can then go through the same data connection process as you did for your first data source.

To navigate between organizations, select the “down arrow” beside the Organization name in the top left side of the interface and select the Organization that you want to query within.

How to invite Partner Accountants

To invite Partners to Client Organizations, first they must be added as users to the Partner Organization.

  1. Go to a Client Organization
  2. Select Settings in the left side menu
  3. Select ‘Invite Partners’
  4. Select the Partners you wish to add
  5. Click Invite
  6. Make sure they have access to the Data Source.

This process must be repeated for each client organization.

How to invite your clients

  1. Go to a Client Organization
  2. Select Settings in the left side menu
  3. Select ‘Invite User’
  4. Enter the required Client information
  5. Give the User appropriate Permissions
  6. Make sure they have access to the Data Source

Business owners

Setting up your organization

To set up your chata.ai account for your business. All you need to do is connect the Data Sources you want to query and add your team and/or advisors.

How to invite your team

  1. Select Settings in the left side menu
  2. Select ‘Invite User’
  3. Enter the required Client information
  4. Give the User appropriate Permissions
  5. Make sure they have access to the Data Source

User Management, Billing & Licences

User permissions

How to edit user permissions

In settings, under User Administration, edit a User’s permissions by selecting the pencil icon underneath their name. A modal will pop up where you can select Admin, Connect or Standard Permissions.

How to assign the payment manager

To assign a payment manager, select the pencil icon underneath the User’s name. In the same modal where you selected user permissions, select the box beside “Billing” at the bottom of the modal.

How to purchase licences

You will only have the option to purchase and cancel licenses if you are the payment manager. Select “Purchase Licenses” on the bottom right hand side of the User Administration page.

 

 

Select if you want to be billed annually or monthly

 

 

 

Choose how many licenses you would like to purchase. A license will be consumed by 1 user in 1 data source. Select “Pay with Card,” enter your details and subscribe to chata.ai.

How to update a premium data source

After you purchase licenses, you will need to be sure to turn the selected data source to premium by toggling the Premium button to on.

How to assign a licence

To assign a license, simply check the box beside the User’s name under the appropriate Data Source.

Query

What is a query?

A query is how you communicate with chata.ai using your natural “human” language. chata.ai takes this query and automatically translates it to a form that your database will understand and can execute on. You can ask simple to complex questions about your business data. Visit our Query Tips page and our Query News Flash blog for resources to get started on your querying.

Get started with querying

Query Builder

To help you get started how to create a query, we created “Query Builder”. To use Query Builder, follow these steps:

  1. Select a topic on the left side.
  2. Select if you want to view a “list” of transactions or a “calculation” (total or average).
  3. Make further selections such as a “time range”, “time group”, and “other group”
  4. As you make selections, you will be provided options for queries to the right. Select one of these queries. chata.ai will type the query automatically into the query engine and pull the data directly from your data source in seconds.

 

Ask chata.ai

  1. Hover over the hamburger menu at the bottom of the screen
  2. Select “ask chata.ai”
  3. chata.ai will type a random query and pull the data directly from your data source

 

Ask your own queries

To create your own query, type your question into the “Ask me anything” field and hit Enter.

Recommendation engine

You will notice there are recommendations for your query, if it makes sense, you can select one of these options by clicking it with your mouse or using the arrow keys to highlight the applicable query suggestion before hitting Enter.

Interpretation feature

As humans, we can ask the same question in multiple ways and expect the same result. If you want to know how chata.ai interpreted your query, you can click on the chata.ai avatar beside the query answer. If this looks right you can click “Correct”, if something doesn’t look right you can click “Report a problem” and we will be notified to investigate and add training to our system.

 

Query Tools

Tool bar

When you query, you will notice there is a tool bar in the top left corner of your query answer. These tools will help you make the most of your data.

Filter

To filter your data, you must be sure that the data is in “Filter Table” format

 

 

Once you are in a filter table, you can select the “Filter” icon in the tool bar. You can filter numbers using numbers and adding terms like “less-than”, “greater-than”, “equal to” and any combination of these symbols. You can also filter by label, for example if you are searching for a specific customer name.

Download image

To download an image to use in a presentation or report, select the “Save chart image” icon. The chart or graph will be downloaded as a PNG which you can save and use as you wish.

 

Copy to clipboard

There are times that you may want to copy the data and move it into an external spreadsheet. To do this, just select the “Copy to clipboard” icon, and paste the data into your desired spreadsheet.

 

Full screen

To view a larger version of your query response, you can select the “full screen” icon. This would be useful in a team strategy session for example, where you are analyzing your data with more than one person on a larger screen.

Comment

You can add comments to your queries to save with pins or reports. To add a comment, select the comment button, type your question, comment, insight or reminder, click save and you can view your comment right under your query answer. Note that your comment will not be saved unless you save the query as a Pin or in a Report.

 

 

Delete query

To delete a query from your query session, click the trashcan icon in the toolbar.

Dynamic stats

When more than one cell with numbers are selected, summary stats for those cells are displayed on the bottom left side of the query answer.

Visualize your data with charts and graphs

chata.ai allows the user to visualize their data using graphing/charting functionality. Currently, supported types of visualization tools include “Table”, “Filter table”, “Line chart”, “Pie chart”, “Bar chart”, “Column chart”, “Stacked bar/column chart”, “Bubble chart”, “Heat map.”

How-to: Dynamic graphing

When data is returned from a query that chata.ai determines is eligible for graphing/charting, some icons will appear on the top leftcorner of the results window to give the user the ability to select a type for visualization.

The user has the ability to dynamically move from the original results to any eligible chart types and then back again if desired. Even after a chart is executed from the query areas, chata.ai will provide options for eligible charting types

 

How-to: visualize with queries

You can also ask for a specific chart or graph in a query, for example “total sales per month for the last 18 months in a line graph.”

Types of charts and graphs

Pivot table

Filter table

Line graph

Pie chart

Bar chart

Column chart

Stacked bar/column chart

Heatmap

Bubble chart

Drilldowns

When viewing a query result, there may be times that you want to quickly “drill-down” to see the details. To see the details of a value, just click on the line item, or graph point to drill down and further analyze.

 

Saving results

Pins

During a session, you may only want to save specific query results and not the results of the entire session.  This is what pins are for.  When you pin your query result, the data will be saved and timestamped. If you add comments, these will be saved in the pinned query as well. You can think of a pinned query as a sticky note that can never get lost.

To pin a query and the results, click the pin icon on the right-hand side of the query box.  It will be white if the query/result has been pinned and will be filled in blue if the query/results have been pinned.

 

 

You can easily view all pins associated with that Data Source by selecting “Pins” under the reporting tab in the left-side menu. If you didn’t add comments when you originally pinned the query, you can add our comments when in the Pins tab as well. If you no longer require the query result to be pinned, you can unpin the saved query.

Reports

Reports are used to review saved data from a specific point in time. You can save a series of queries and results as a report from a query session or run a template and save the results for regular reporting. These reports will be saved with a timestamp in the Reporting folder in the left side menu.

Save a report from the main query interface

To save a report from a series of queries and results from a one-time session follow these steps:

Save a report from a template

To save a report from a reporting template, follow these steps:

 

Add comments, questions and insights

Add your comments to query results by selecting the comment icon in the query toolbar, typing your questions or insights and clicking save. When you share this report with other users, they will be able to view and respond to comments

Share your report with other users

To share a report with other users, click the share icon at the bottom of the interface or beside the desired report under the Reporting tab in the left side menu.

 

Select which users you want to share the report with and press “Share”.

 

The selected users will receive a notification via SMS or email that you have shared this report and be prompted to login to their chata.ai app to view the report. They can then add their comments.

Workflow Solutions & Collaborative Tools

Templates

Reporting templates are used to make it easy to run reports for regular analysis. Templates are a series of queries saved for 1-click reporting.

Organization

Templates are saved at an Organizational level. You will find templates that you’ve created and saved under the “My templates folder.” Templates saved under the “Shared with me” folder are templates that you created in a different organization and shared, or that another user has shared with you either from the same organization or a different organization.  chata.ai has included four pre-made templates to help you get started, you can find these under the “Shared with me” folder.

How to create a template

  1. Select “Create new template” in the Templates tab in the left side menu
  2. Name your template
  3. Select “Add New Query” to add your first query
  4. Type your first query and hit “Enter” to save
  5. Select “Add New Query” to add another query
  6. Continue adding queries, testing and editing until you are satisfied with your reporting template.
  7. Select “save” to save this template.

You can now press the “play” button to run your report.

How to edit a template

You can only edit templates that are saved under your “My Templates” file. To edit a report that is saved in the “Share with me” file, select the “Save As” button in the bottom right corner of the template. Rename this template and you can now edit this template.

To edit a template:

  1. Select the template you wish to edit
  2. Select the Editbutton in the bottom right hand corner of the interface

 

  1. Make your edits:
    1. You can change your query
    2. Test your query by hitting the “play” icon beside that query
    3. Adjust the order of the queries
    4. Delete queries
    5. Add new queries

How-to run a template

To run a template, just click the “Play” button at the bottom of the template interface.
You can now save this data as a report.

Expand all/collapse all

To make viewing easier, you can use the expand all/collapse all arrows at the bottom of the interface. Watch this short tutorial to see how:

How to share a template

If you want to share the templates with other users in your Organization or have access to a template in another Organization that you belong to, you must share the Template. To share the template:

  1. Hover over the template you wish to share in the left side menu
  2. Select the “Share” icon

 

  1. Select which organizations you want to share the template with
  2. Select if you want to make the template “Public” or “Private”

Public = All users in the organization can access the template

Private = You are the only user who can access the template

Technically these templates are your “IP” or “Intellectual Property” so it is up to you to decide whether to share these templates with your clients, team members or advisors.

 

You can access shared templates under the “Shared With Me” folder within the other organizations.

When you edit the Master Copy of the shared template, it will make changes to the shared template. To save the shared template and make adjustments for a specific organization, select “Save As”.

To make edits to all copies of the shared template, select “Navigate to Master Copy” and edit the Master Copy.

Notifications

You can receive notifications both inside the application and via email or SMS text.

Email & SMS

You can opt into email & SMS notifications by navigating to your Profile and updating the settings. You will only receive a notification to your email or text if someone shares a report with you. This notification will prompt you to log into chata.ai and view the report in there.

In-app notifications

When you have a notification in chata.ai, you will be able to view the notification by clicking on the megaphone in the top left corner of the interface.

 

To navigate to the report or comment, just click the notification.

Dashboards

Dashboards were designed to give you a beautiful snapshot of what is going on in your business, and to inspire you to drill down into the details by asking more queries. The dashboards are dynamically refreshed, always displaying the most up to date information from your Data Source.

You can create multiple dashboards for your business, or your clients. Some examples for using dashboards include project specific dashboards for managing multiple projects, or to keep a closer eye on a problem area of your business such as cash flow.

How-to create a dashboard

  1. Click on the tab with the “+” and it will open the wizard. If you don’t have any dashboards, the wizard will automatically show.
  2. Choose a template to build your dashboard from. There are 3 options:

Dashboard Templates:

  1. Blank: Start from scratch, no tiles will be added to the new dashboard
  2. Default: Start from a chata.ai default dashboard. If this option is clicked, a dropdown menu should appear underneath letting you choose a Data Source to associate the dashboard with. You will only be able to choose Premium Data Sources in this dropdown menu.
  3. From Existing: This allows you to copy a dashboard you already have. You must have edit permissions to a dashboard for it to show up in this list. Once you choose the dashboard you want to copy, you are given the option to choose a Data Source to associate the Dashboard with.
  1. Name your Dashboard
  2. Choose permissions for each user in the organization. You are not able to edit the permissions for yourself, as they should always be `view and edit`. The current user will always show up at the top of the list and greyed out. Clicking on the titles will act as a “select all”

Permissions:

  1. `No Access`: The dashboard will not show for that user at all
  2. `View`: The dashboard will be visible to the user but the the edit button on the tab will not show, and the dropdown menu in the top right will not show
  3. `View and Edit`: All edit buttons and dropdowns will show. User will be able to edit the whole dashboard, delete, or change dashboard permissions
  4. Click Finish.

How-to edit a dashboard

Edit a dashboard by clicking the pencil icon in the dashboard tab.

Once you are in edit mode you can make the following changes to your dashboard:

 

Add a new tile

Click “Add New Tile” in the dashboard footer. Enter the title for the tile and the query. Test the query, re-size and re-locate as desired.

Edit the title

The title is the name of the tile and should correspond to the query. To edit the title of a tile, type in the new title and hit Enter.

Edit the query

The query can be as broad or specific as you want. The query dynamically pulls data from your Data Source, which is why you are always able to view the most up to date data on the dashboard. To edit a query just click into the query field and enter a new query or adjust the current query.

To test the query, click the play button in the tile.

 

Edit the size of the tile

The size and shape of the tiles are also fully customizable. To adjust the size of the tile, grab the bottom right corner of a tile and expand or shrink the tile to the desired size and shape.

 

Edit the location of the tile

To edit the location of a tile, grab the tile and move it to your desired location.

Delete a tile

To delete a tile, select the “X” in the top right corner of the tile.

Multiple dashboards

All dashboards will show up in tabs in the dashboard page. The dashboard that is in the first tab will always be the first tab that is open by default

How-to share a dashboard

You must have “View and edit” permissions to share a dashboard. To share a dashboard, select the hamburger menu on the top right side of the dashboard and select “Sharing.” Give the Users the options you desire.

How to delete a dashboard

You must have “view and edit” permissions to delete a dashboard. To delete a dashboard, select the hamburger menu on the top right side of the dashboard and select “Delete Dashboard.”

App integration data flow

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