Your AI Business Assistant, Built Into Every Task
Ask questions in plain English and get instant answers, actions and reports. Check stock, create purchase orders, scan invoices and send emails: no spreadsheets, no reports to build, no training needed.
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Try asking your AI assistant
Your Business, Summarised Every Day
The AI reads your sales, stock and tasks overnight and gives you one clear summary of what happened and what needs attention today.
What the AI Can Do for Your Business
The AI assistant connects to your live sales, inventory and CRM data: so every answer is real, current and actionable.
Natural Language Queries
Ask about stock levels, sales, customers or refunds in plain English. The AI reads your live data and answers instantly: no SQL, no dashboards, no report-building.
OCR Invoice Scanning
Photograph or upload a supplier invoice. AI extracts supplier, line items, quantities and totals: and creates a purchase order automatically.
AI Forecasting & Demand Planning
Spot trends before they happen. The AI analyses sales history to forecast demand, flag seasonal swings and suggest reorder quantities.
AI Email Drafting & Sending
"Email my top 5 customers" becomes a done task. The AI drafts, brands and sends emails using your template: each one logged in your CRM.
Smart Alerts & Insights
Low stock, overdue purchase orders, unusual refunds, slow-moving items: the AI watches your numbers and flags what needs attention.
Actions, Not Just Answers
Beyond answers, the assistant takes action: create a purchase order, update stock, send a quote, schedule a task: with a full audit trail of everything it does.
Ask AI to Create Your Spreadsheets, Documents & Images
No templates to hunt - just describe what you need. Your AI builds it in your Workspace and shares it with your team instantly.
AI Spreadsheets
“Create a price list with 20 products, bulk cost and retail price”
AI builds formulas, formatting, multi-sheet tabs and column widths. Appears in Spreadsheets ready to share. Try create_spreadsheet.
AI Documents
“Draft a business proposal for Smith & Co with my latest pricing”
AI writes headings, tables, TOC, footnotes and headers. Saved to Documents with live collaboration. Try create_document.
AI Images
“Generate an image of a handcrafted oak table on white background”
AI creates 1024x1024 visuals via Pollinations / Hugging Face. Saved to Images ready to use. Try generate_image.
All AI office files are workspace-shared (IsPublic) or private, with autosave, ShareToken links and UK-hosted storage. Try prompts like “make me an image”, “create a spreadsheet”, “draft a document” - your AI handles formulas, formatting and visuals.
Explore Online Office SuiteHow the AI Assistant Works
1. Ask in Plain English
Type a question or instruction like "show me overdue purchase orders" or "create a PO for my top supplier".
2. AI Retrieves Your Live Data
The assistant connects to your real inventory, sales, refunds and CRM data: never a static snapshot, always current.
3. Answers, Reports or Actions
You get an instant answer, a formatted report, or a completed action: with everything logged in your audit trail.
Scan a Supplier Invoice. AI Creates the Purchase Order.
Instead of retyping supplier invoices into spreadsheets, photograph or upload the invoice. OCR extracts the supplier, line items, quantities and totals: then generates a matching purchase order ready to review and approve.
- Extracts supplier, line items, quantities and totals
- Auto-creates a numbered purchase order for review
- Saves hours of manual data entry every week
AI Business Software for UK Small Businesses
Artificial intelligence is no longer the preserve of large enterprises. UK small businesses: market traders, independent retailers, cafés and multi-location operators: can now run their operations with an AI business assistant built into the same software they use for stock, sales and customers.
Aphelios Software includes a built-in AI Business Assistant that connects to your live business data. Instead of learning how to build reports, you simply ask: "What were my top-selling products this month?", "Which items are low in stock?" or "Create a purchase order for my main supplier". The assistant answers with real data and can complete tasks on your behalf: each action logged in a full audit trail.
Plain-English Reporting, No Spreadsheets
Traditional reporting forces you to filter spreadsheets, build dashboards or wait for a monthly printout. With AI, you get answers instantly. Ask about revenue growth, refunds, slow-moving stock or sales by location, and the assistant explains the result in plain English: with the underlying numbers when you want them.
From Question to Action
The assistant does not just answer questions: it takes action. Create purchase orders, update stock levels, draft and send emails, move deals in your CRM and schedule tasks, all by asking in natural language. Every AI action is recorded, so you always know what was done, by whom and when.
AI That Works With Your Inventory
For businesses selling physical products, AI adds the most value where stock meets money. Low stock alerts, reorder suggestions, demand forecasting and seasonal planning become automatic. Combined with OCR invoice scanning, the entire purchase cycle: invoice arrives, data extracted, purchase order created: runs without retyping a single line.
All AI features are included in every Aphelios plan, with no feature gating. Your data stays in the UK on Microsoft Azure, encrypted with 256-bit SSL and fully GDPR compliant.
Frequently Asked Questions
What is an AI business assistant?
An AI business assistant is a conversational layer on top of your business data. You ask questions in plain English and it retrieves live information from your inventory, sales, refunds and CRM: then answers, creates reports or completes actions.
Can the AI assistant really do tasks, not just answer questions?
Yes. The Aphelios AI assistant can create purchase orders, update stock, draft and send emails, move deals in the CRM and schedule tasks. Every action is recorded in the audit trail for full accountability.
Does Aphelios scan supplier invoices with AI?
Yes. OCR invoice scanning extracts supplier, line items, quantities and totals from uploaded or photographed invoices, then auto-creates a matching purchase order ready to review and approve.
Do I need technical skills to use the AI features?
No. The assistant is designed for non-technical users. You ask questions in plain English: no SQL, no report building, no dashboard setup.
Is AI included in every Aphelios plan?
Yes. All features, including the AI Business Assistant and OCR invoice scanning, are included in every plan with no feature gating.
Can AI create spreadsheets, documents and images?
Yes. Ask your AI to “create a price list”, “draft a proposal” or “generate an image of a product”. AI builds spreadsheets with formulas and formatting, documents with headings, tables and TOC, and 1024x1024 images via Pollinations/Hugging Face — all saved to your Workspace (Office Suite) and shared with your team. Uses tools create_spreadsheet, create_document and generate_image.
How does AI image generation work?
Type “generate an image of ...” with a detailed prompt. AI creates a 1024x1024 image via Pollinations flux or Hugging Face Stable Diffusion and saves it to Workspace > Images, ready to edit, share or download. Try “make me an image of a handcrafted oak table on white background”.
AI Guides
AI Business Intelligence Assistant Guide
How conversational AI is changing inventory and sales reporting.
Read moreAI-Powered Inventory Management UK
How AI forecasting, OCR and automation improve stock control.
Read moreHow AI Is Changing Small Business Management
Practical ways UK SMEs are using AI every day.
Read moreLet AI Run the Busywork
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