# Add a bot to your team

> A bot is a team member that does routine work through EaseDesk under rules everyone can read. Describe the job, answer a few questions, check its rules, test it, and switch it on. It asks before posting or sending, and takes a user seat like a person.

In EaseDesk: Bots → Add a bot

## Steps

1. Open Bots and click Add a bot. Only the owner and admins can add bots.
2. Describe what the bot should do in a sentence or two, or start from a ready-made bot such as Morning brief or Collections.
3. Answer the bot's questions about the job, such as which customers, how often and what needs your approval. Tap a suggested answer or type your own.
4. Check the bot's rules, its name, face and colour, its role, who it reports to and who may use it, then click Create.
5. Open the bot and click Test run. It does the whole job on today's records but only reads and prepares drafts, and shows what it would have posted or sent.
6. Talk to it on the Talk tab by typing or with the microphone, give it a task, or mention it with @ in a comment.

## A colleague that never forgets

Bots handle the routine: chasing overdue invoices, a morning summary of sales and collections,
following up quotations, drafting purchase orders when stock runs low, checking GST data before the
due dates. Each has a face and a colour, shows what it is doing, and answers in the same place you
asked, whether that is a chat, a task or a comment.

## Rules you can read

A bot's Rules tab says in plain words what it does, when it works, what it may look at and do, what
needs a person first, and what it never does. Change the rules and the bot follows the new version
from its next run, while every earlier version stays on record.

## Questions

### Which roles can a bot have?

Any role you may give, except one that manages the team, roles, settings, the plan, the books lock, payroll, automations, bots or the portal, or deletes. A bot on the free Chartered Accountant role takes a paid seat when it moves to another role.

### Can an automation ask any bot?

Only a bot that the person who set up the automation may use, with no more than they may do. It is checked again each time the automation runs.

### What can a bot see and do?

Only what its role allows, in the parts of the business you chose, up to the level you set, which is read, prepare drafts, post to the books or send to customers. It never changes your team, roles, settings or plan, never deletes issued records and never files returns.

### Does a bot need my approval?

By default it asks before posting to the books or sending anything. You approve or refuse on the Approvals page, and it carries on from where it stopped.

### Does a bot cost extra?

It takes a user seat like a person, and its AI use counts against your organisation's AI credits for the month. Settings, AI usage shows how much each bot and person has used.

### Can I limit how much AI one bot uses?

Yes. Each bot has its own monthly AI limit in its rules, like a budget for a staff member. Its manager is told at 80 percent, and the bot pauses at the limit until next month or until you raise it.

### What happens when AI is switched off or the credits run out?

Bots pause and their runs show AI paused. Everything else in EaseDesk, such as billing, stock, books and GST, works exactly the same.

### Can my staff change a bot?

Everyone who may use a bot can read its rules. Only the owner and admins can change them, and every change is kept as a new version showing who changed what.

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Source: https://www.easedesk.com/help/operations/bots · Updated 2026-10-26 · EaseDesk