Draft a customer email with AI

When you send a document, the email starts from your template. With AI on, you can ask for a draft in better words. AI writes the words; Spine fills in every detail — the customer’s name, the number, amounts and dates — so a draft can never carry a wrong figure. Nothing is sent until you press Send.

Who can do this

Owners, and Staff whose Team has Use AI features and the right to send that email. AI and Draft customer emails must be on in Settings › AI assistant, and email must be set up.

1. Open the send dialog — Send a quote, invoice, payment reminder, statement, payment receipt or credit note as usual. Subject and Message start from your template. The details Spine filled in are highlighted on screen.

2. Press Draft with AI — It sits between To and Subject. While it works, the button shows “Drafting…”.

3. Read the draft — It appears above your email as AI’s draft — “check it, then use it. Your email below doesn’t change until you do.” — with its subject and message.

4. Use it, or not — Press Use this draft to put its words into Subject and Message, Try again for another draft, or Discard.

5. Check and send — Fields from the draft are tagged Drafted by AI until you change them. “Using AI’s draft — check it before sending.” has Undo to put back what was there. Edit anything you like, then press Send.

Choose the tone of a reminder or statement

For a payment reminder or a statement — from an invoice or from Receivables — choose a Tone beside Draft with AI: Friendly (to start with), Formal or Firm. Choosing another tone on a draft drafts again in it. The amounts, dates and invoice numbers stay exactly as in Spine; the balance is always Spine’s.

Tip

A firm reminder never threatens or adds fees, interest, legal action or deadlines your template doesn’t have.

What to know

• The email is sent exactly as it is in the dialog and appears in the email log like any other.
• If a draft names a detail Spine doesn’t have, or a number that isn’t the document’s, it’s refused with “AI didn’t answer. Fill this in by hand or try again.”
• Draft with AI isn’t offered for remittance advice or other emails, or when email isn’t set up.

See Quotes, Invoices and Payments for sending each document.