CappsAI Studio Help Center

Open Settings. Add your business name, address, GST number, phone and logo; they appear on every quote, invoice and email. Set quote/invoice number prefixes and default payment terms there too.

Click Ask AI at the top (or press Ctrl/⌘+J, or say “Hey Studio”) and type or speak: “Quote for Acme: website redesign 45,000 + hosting 5,000”, “Add client Ravi from Acme, ravi@acme.com”, “Remind me to call Meera tomorrow 11am”, “Find unpaid invoices”. Ask it anything about the app too (“How do I connect my Gmail?”), about your numbers (“How much is unpaid this month?”), or to do things: add a service, make a Doc, Sheet or Slides deck in My Studio (from your data if you like), create a Web Leads API key, explain an error, or raise a support ticket. It prepares everything; you check it and confirm. It never saves on its own.

New accounts get every Premium feature, AI included, free for 7 days (Billing shows the days left). Afterwards you stay on Free unless you choose a plan; nothing you made is lost.

No. Without AI you get your numbers and a plain summary (highlights, what to watch, suggestions). With AI, the report is written for you: it explains the month, appreciates what went well and gives tailored suggestions.

Reports → Business analytics (Pro and Premium) shows revenue, quotes vs invoices, status and top clients over 6, 12 or 24 months. Save to My Studio turns it, or any monthly report, into a spreadsheet with charts.

Yes, on paid plans: Account → AI provider. Add a company key (everyone uses it) or your own key (just you). Every AI feature then runs on that key, your provider bills you, and it doesn't use your CappsAI AI pack. Keys are checked, stored encrypted and never shown again.

Reports → Explore: choose invoices, quotes, leads or new clients, group them by month, client, person, status or source, pick dates, and download CSV. Team performance shows each person's clients, quotes, conversion, invoiced and collected; Client categories shows top clients, new, gone quiet, never bought and late payers. Click AI analysis for a plain-English read with next steps.

Your day at a glance: quotes, invoices, clients and money to collect, follow-ups due, the AI business report, and (Pro and Premium) At a glance — top, new and late-paying clients, open tickets and your team's numbers, refreshing by itself. Type a request in the box at the top and AI drafts the quote or invoice.

Use the search bar at the top (or press Ctrl/⌘+K) for clients, leads, quotes and invoices. Every list also has its own search, status chips, date range, person filter and sorting (click a column heading), and pages of 10–100 rows.

Yes. Click Ask AI and use the microphone, or say “Hey Studio”. Ask for a quote, a client, a reminder or a search in plain words; the AI prepares it and you confirm.

Click the ? at the top: it shows the answers for that page, lets you search all of them, and has an Ask AI box that knows the app. For a person, use Support (or Feedback & ideas).

Clients → Add client (or Leads → New lead). Type the details, or paste a visiting card, email signature or message into the “Create with AI” box at the top and click Fill the form with AI. Fields suggest values you've used before as you type.

Open the lead and click Convert to client. The lead's details are copied into a new client.

Yes: Fields lets you add, reorder and hide fields for clients, leads, quotes and invoices (text, numbers, dates, dropdowns…).

Account → Website form → Create my website form, then copy the one-line code onto your website (WordPress: a Custom HTML block). Visitors choose your services and send their details; each enquiry becomes a lead with a ready quote at your prices, and they get an AI-written reply straight away. Email addresses are checked first, so typos and fake addresses are never emailed. Every plan.

Yes. Account → Website form → New chat bot, then paste its one-line code before </body> on your site: a chat button appears in the corner of every page. The bot asks your questions one by one (name, service, email… in your own words), checks each answer, then makes the lead and a quote at your prices and emails the visitor, just like the form. Every plan.

Choose 'AI assistant' in the bot's settings (needs an AI pack, the free trial or your own AI key). It answers visitors' questions only from the knowledge you give it plus your services and prices, never inventing prices or promises, collects the details you need while chatting, and makes the lead and quote when the visitor is ready. Without AI, visitors simply get your questions.

In the AI bot's settings, under Knowledge: type it (about us, prices, delivery, timings, policies), upload an Excel, CSV or Word file (e.g. your price list or FAQ), or enter your website address and we read up to 12 of its pages. Use 'Read again' after you update your website. Up to 20 sources per bot.

Website form → your chat bot → Conversations lists every chat (Leads, Chatting, No details) with the full transcript, the services they chose and the quote made. Call, WhatsApp or email the visitor from there. A lead from the chat also shows the chat on its Source tab.

Open the client: Overview shows quotes, invoices, money to collect, how many payment and follow-up reminders were sent, follow-ups, and whether they came in as a lead (from where, asking for what). The History tab lists every quote, invoice, email, reminder and follow-up in date order.

Yes, on every plan: Email settings → Sending → Auto-reply to new leads. Website form leads can get an AI-written reply with their quote.

Web Leads API (in the Account menu) gives you a key and a snippet for your website's contact form; each submission becomes a lead instantly. Your website can also fetch your services list from it, so visitors pick what they want (Premium).

Yes: open the client or lead and use the Notes tab. Notes show in the client's History, and a lead's notes move to the client when you convert it.

Yes. On Website form, drag fields into the order you want, make them half or full width, rename labels, and set colours, font, corner rounding, width and whether labels sit above or inside the boxes. The small CappsAI line under the form can be hidden.

Every list (clients, leads, quotes, invoices) has search, status chips with counts, a date range, Assigned to (in teams) and sortable columns. The filters stay in the address bar, so going back keeps your view.

Add a follow-up on a client or lead (or ask the AI: “remind me to call Meera tomorrow 11am”). You get a notification when it's due; the Follow-ups page shows Today, Upcoming and Overdue. Mark it done with what happened, or move it to another time.

Yes: follow-ups are assigned to whoever made them, and you can give them to a colleague; they see it in their list and are notified.

Quotes → New quote (or Invoices → New invoice). Choose the client, add lines (start typing to pick a saved service: its price and tax fill in), then Save, View PDF, Download or Email. The live preview on the right shows exactly what the PDF will look like.

Services & products: add each service or product with its price, unit, GST % and SAC/HSN code. On a quote line, start typing and pick it. You can also click “Save as service” under any line. The AI uses these prices when it drafts a quote.

Pick a template in the panel next to the preview (use the Template button to show or hide it), or design your own under Templates (Pro and Premium). The Preview button shows or hides the live preview.

Open the quote and use Convert to invoice. All lines, taxes and the client are copied into a new draft invoice.

In the quotes list click Share: you get a link the customer can open without logging in, and a ready WhatsApp message.

Yes. Deleted quotes, invoices, clients, leads, follow-ups, services, emails and files go to Trash for 30 days. Open Trash and click Restore.

Yes. Make the invoice once with the services, then click Repeat monthly: choose the day, how often (monthly, quarterly, yearly), payment terms and whether to email it. CappsAI makes each invoice on that day and emails it with the PDF. Pause, edit or stop it under Documents → Recurring invoices.

Open the invoice and enter Amount paid (part or full). The status changes to Partially paid or Paid, the balance updates, and the client's page and reports show what's still to collect. Payment reminders stop once it's paid.

Invoices → click the Overdue or Partially paid chips, or sort by Balance due. Reports → Client categories → Late payers lists who owes you money, and Explore → Invoices shows what's still to collect each month.

Yes: Settings → numbering prefixes (e.g. QT-, INV-). Numbers then run on automatically.

Add your GSTIN in Settings and a tax % on each line (or on each saved service). CGST/SGST or IGST is shown on the PDF from your and the customer's state.

Yes: Fields → Line items lets you add columns such as HSN code, colour or size; they appear in the quote and invoice builder and on the PDF.

Open it and click Email. The message comes from your template with the PDF attached; edit it with the formatting toolbar, attach more files and press Send (Premium).

Email settings → Inbox & AI replies: choose your provider, follow the steps to create an app password, then Save & test connection. Customer replies, enquiries and all your mail then come into the Inbox (Premium).

Email settings → Inbox & AI replies → Signature. Format it (bold, colour, links) like any email; it's added to new mail, replies and forwards (Premium).

In the Inbox create coloured labels on the left, star or mark conversations important, and search like Gmail: from:ravi has:attachment is:unread label:Orders newer_than:7d. The settings icon in the search bar opens advanced search.

Yes: in a conversation use Summarize for the key points, “AI draft” in the reply window for a suggested reply, and “Summarize inbox” for a briefing of what needs your reply. While you write, the AI suggests how to finish your sentence: press Tab to accept.

Email settings → Inbox & AI replies → Connect your mailbox: pick your provider, enter the address and an app password, click Connect mailbox. One step sets up both reading (customer replies arrive in your Inbox) and sending (quotes, invoices and replies go from your own address), so you and your customers never need another email app.

On Premium, new conversations in your Inbox are summarised automatically and you can ask for a summary of any thread.

Your mailbox inside CappsAI (from the apps grid or the mail icon at the top): Inbox, Starred, Sent, Drafts, Spam and labels, with split or full-width view. Customer emails are linked to their client, and AI can summarise and draft replies.

Email settings → Inbox & AI replies → Connect your mailbox: type your email address and we detect the provider and fill in the servers. IMAP (incoming) brings your mail into the Email app; SMTP (outgoing) sends your replies. Usual settings: Gmail / Google Workspace imap.gmail.com 993 SSL and smtp.gmail.com 587 STARTTLS; Outlook / Microsoft 365 outlook.office365.com 993 SSL and smtp.office365.com 587 STARTTLS; Zoho imap.zoho.in 993 SSL and smtp.zoho.in 465 SSL; Titan (Hostinger, GoDaddy) imap.titan.email 993 SSL and smtp.titan.email 465 SSL; other hosts: ask your host (usually 993 SSL for IMAP, and 465 SSL or 587 STARTTLS for SMTP). Gmail, Outlook and Zoho need an app password (not your normal password) and IMAP switched on; Titan and most hosts use your normal email password. Click Connect mailbox: we connect, send a test, and the badge shows Working. Connected mailboxes are a Premium feature.

Email settings → Sending → Send from your own email address: choose your email provider (the SMTP server, port and security fill in), enter the username (your full email address), the password or app password, the From address and From name, then Save. We send a test and show Working when it's right. Until then, quotes and invoices are sent from CappsAI's address with Replies go to set to your address, so customers' replies still reach you. Sending from your own address is a Premium feature.

CappsAI doesn't host email accounts: create the mailbox where your company email lives (Google Workspace, Microsoft 365, Zoho Mail, Titan through Hostinger or GoDaddy, or your domain host's email). Then connect it: as your inbox in Email settings → Inbox & AI replies, or as the help desk's support mailbox in Help desk settings → Support mailbox. Tip: use a separate address such as support@ for the help desk so customer tickets don't mix with sales mail.

The message names the server that refused. Re-type the password yourself (browsers sometimes fill in an old one). Gmail, Outlook and Zoho need an app password with IMAP switched on (see the steps shown when you pick the provider). Titan, Hostinger, GoDaddy and most hosts use your normal email password. Microsoft 365 work accounts may need your admin to allow IMAP and Authenticated SMTP. If it still fails, raise a support ticket with the exact message.

On the 1st of each month (paid plans) the AI writes a report on last month: sales, quotes won and lost, unpaid invoices, new leads, best clients, what went well and what to do next. It's emailed to you and kept under Reports, where you can also make one any time.

AI features use your AI pack's monthly allowance (Billing shows how much is used). Choose a bigger pack if you run out.

Yes. Add an AI pack on any plan, or use your own OpenAI, Claude or Gemini key (AI provider). New accounts get Premium with AI free for 7 days.

Reports shows month-by-month charts, the monthly business report, and (Pro and Premium) Explore (any report by month, client, person, status or source, with CSV), Team performance and Client categories, each with an AI analysis.

Reports shows sales, quotes won, unpaid invoices, best clients, leads and follow-ups for any period, with Explore and CSV download; Analytics charts (Pro and Premium) can be saved to My Studio as a sheet. Or ask the assistant: “How did we do this month?”, “Which invoices are overdue?”, “Make a sheet of this month's sales”. It answers from your own numbers and never guesses figures.

Yes. Click the apps grid (top right) or My Studio in the menu. New → Document, Spreadsheet or Presentation. Everything saves automatically, can go in folders, be starred, copied, moved, and deleted to the Trash. Docs download as PDF or Word, Sheets as Excel, CSV or PDF, Slides as PowerPoint or PDF; Slides also has a full-screen Present mode.

Open AI in any editor and pick who it writes as (owner, sales, marketing, accountant, HR, support, trainer, or a customer reviewing it). Docs: write, continue, improve, shorten, expand, summarise, change tone, fix spelling, translate, or review. Sheets: create a table with formulas, write a formula, or analyse the data. Slides: create a whole presentation with speaker notes, improve a slide, or review the deck.

Type = to start: + - * / ^, & to join text, comparisons, and SUM, AVERAGE, MIN, MAX, COUNT, COUNTA, MEDIAN, PRODUCT, ROUND, ROUNDUP, ROUNDDOWN, ABS, SQRT, IF, IFERROR, AND, OR, NOT, SUMIF, COUNTIF, CONCAT, LEN, UPPER, LOWER, TRIM and TODAY, with A1 references and ranges.

Yes: New → File upload, or drag files onto My Studio (up to 50 MB each). Word, Excel (.xlsx, .xls, .csv) and PowerPoint files open for editing in Docs, Sheets and Slides and download back as Word, Excel or PowerPoint; PDFs open in the PDF editor (add text, highlight, draw, sign, add pictures, rotate or delete pages). Programs and scripts can't be uploaded. Files count toward your storage.

Click Share in the editor (or on the file's menu). You get a read-only link to copy, send on WhatsApp or email, or pass to any app on your phone. Click Stop sharing to turn the link off at any time.

Yes. Click the chart button: add bar, column, line, area, pie, doughnut or scatter charts from a range; they download into Excel too. The Analyse tab gives totals, averages and counts for each column and can group your data into a summary sheet with a chart.

Yes. In the Inbox, use Save to My Studio on an attachment or on the email itself (it becomes a Doc).

My Studio → New → Doc, Sheet or Slides (or ask the assistant: “Make a sheet of my unpaid invoices”, “Make a sales pitch deck for website design”). Use the AI button inside each editor to write, build tables and formulas, or make slides. Download as Word (.docx), Excel (.xlsx, .csv) or PowerPoint (.pptx), or as PDF; upload Word, Excel or PowerPoint files to edit them here.

Yes, on Premium, with as many people as you need. Account → Team → Add person: their name, work email and role (Admin, Manager, Sales, Accounts, Support or Viewer). They sign in with that email (a code, no password to share) and work in your company's account — the same clients, documents, storage (shared by everyone) and AI. Each extra person costs the plan's price on autopay: ₹99 + GST on Pro (up to 5 people, you included) or ₹299 + GST on Premium (no limit).

Team → Activity lists every change with the person's name: clients and leads added or edited, quotes and invoices made, status changes, payments recorded, reassignments and notes. A client's History tab shows the same for that client (Changes & who did them).

Open the client or lead and use “Assigned to” at the top. They get a notification. Lists show who looks after each record and can be filtered by person (Assigned to me, Unassigned, …).

Team → ⋮ → Turn off access. They can't sign in to your company any more; everything they did stays with their name on it and the seat is freed. Turn it back on any time, or Remove them from the list.

Each extra person costs the same as your plan: ₹99 + GST a month on Pro, which allows up to 5 people (you included), or ₹299 + GST (₹352.82) on Premium, with no limit on people. Team → Add person asks for their first month's payment (UPI mandate or card) and sets up autopay; they get access and their invite once it's paid, and it renews automatically every month on the date they joined. If a renewal fails Razorpay retries, and access stops after 3 days. Turn someone off and their autopay stops at the end of the paid month. Each payment has a receipt and GST invoice in Billing.

Yes: the chat icon at the top. General is for everyone in the company; you can also message one person or make a group. Type @ and a name to mention someone — they get a notification. New messages appear instantly.

In a team, your documents, sheets and presentations are private until you share them. Click Share: choose people (or everyone in the company) and whether they can view or edit. Sharing a folder shares what's inside. The account owner and admins see everything.

Yes. On Templates, the Team switch on each design decides whether your team can use it. For emails, Email settings → Templates → Lock for the team keeps an email the same for everyone; unlocked ones can be personalised by each person for the emails they send.

Click the chat icon at the top. General is for the whole company; message one person or make a group. Type @ and a name to mention someone — they get a notification. Messages arrive instantly.

Admin: everything. Manager: all customer work and reports. Sales: leads, clients, quotes, follow-ups. Accounts: invoices, payments, reports. Support: help desk, leads, follow-ups, email. Viewer: can look, not change. Customise any person's access per area, and choose whether they see every record or only their own.

Yes. Your plan's storage (500 GB on Premium) is one pool for the company: if one person uses 5 GB, the rest is there for everyone else. Storage shows what's using it; add a storage pack for more.

Yes: an AI pack (or your company's own OpenAI/Claude/Gemini key in AI provider) covers everyone in the company. A person can also add their own key, used only for their requests.

Customer support for your own customers. Every plan has the basic help desk (tickets from your website, chat bot and team, with replies, notes, canned replies and AI summaries); Premium adds the support mailbox, automations, the Tickets API and AI answers from knowledge. With Premium, emails to your support address and requests from your apps become numbered tickets (TKT-1001…). Your team sees them by view (Mine, Unassigned, Overdue, Urgent…), replies or adds private notes, sets status and priority, and the customer gets every reply by email. Open it from the apps grid.

Help desk settings → Support mailbox: pick Gmail, Outlook, Zoho or Other, enter support@yourcompany.com and an app password. It's separate from your sales inbox. Emails are checked every 2 minutes; replies go out from that address with the ticket number.

Yes. Help desk settings → Your apps → Connect an app gives each app (mobile app, portal, POS…) its own key. Your app POSTs the customer's email, subject and message to the Tickets API and gets the ticket number back; it can also show the replies and add follow-up messages. All apps land in the same help desk.

Yes: Automations (e.g. subject contains “refund” → urgent + assign to Accounts), round-robin assignment, an automatic acknowledgement with the ticket number, first-response targets per priority (SLA), canned replies (type / in the reply box), AI summaries of new tickets and AI-drafted replies.

Help desk settings → Knowledge for AI: add articles (about us, products, refund policy, delivery, payments…). The AI also uses your business details and, if you allow it, your services and prices. Use Try it to see how it would answer. Then choose under Replies & AI whether the AI suggests a reply for an agent or answers customers straight away.

Open: needs your team. Waiting on customer: you replied (it reopens when they write back). On hold: parked. Resolved/Closed: done. Views: My open tickets, Unassigned, Overdue (past the first-response target), Urgent & high, and by status.

In a ticket, type / to pick a canned reply ({{name}} becomes the customer's first name), or switch to Private note for the team only (@name tags a colleague). Send and set as lets you mark it Waiting on customer or Resolved in one click.

1) Create a mailbox such as support@yourcompany.com at your email provider. 2) Help desk settings → Support mailbox: choose the provider (Gmail, Outlook, Zoho, Titan or Other), enter the address and its app password (or normal password for Titan and most hosts); the IMAP and SMTP servers fill in (Other: type them). 3) Save and test: new emails to that address become tickets within about 2 minutes, and your replies go out from it with the ticket number. 4) Then add knowledge, canned replies, automations and a signature in the other tabs. Premium.

Account menu → Web Leads API → give the key a name, list your website under Allowed websites (e.g. https://mysite.com; leave it empty for server-to-server use), and Create. Copy the key straight away: it's shown only once. Your form then POSTs JSON (or a normal form) to https://studio-api.cappsai.com/api/v1/lead-capture with the key in the X-Api-Key header (plain HTML forms can add ?key=… to the address). Send fields like name, email, phone, message and anything else; utm_* tags are kept as the source. Each submission becomes a lead at once. Limits: 10 per minute per visitor and 300 per hour per key. Revoke a key any time. Premium.

Help desk settings → Your apps (API): add your app and copy its key. Your app POSTs to https://studio-api.cappsai.com/api/v1/helpdesk-api/tickets with the key in the X-Api-Key header and JSON such as email, name, subject, message, priority, external_ref and meta. The customer gets the acknowledgement email and the ticket appears in the help desk. Premium.

Yes. New accounts get Premium with AI free for 7 days. And the first time you pay for a plan below Premium (like Pro), you also get every Premium feature free for your first month; Billing shows until when.

Yes, Enterprise: multiple users and roles, custom deployment (your cloud or on-premise), single sign-on, your own domain, custom integrations, higher AI limits, SLA and a dedicated account manager. On Billing click Talk to us; our team replies within a working day.

Billing shows a Compare plans table. In short: every plan has quotes, invoices, clients, My Studio and the Website form; Pro adds business analytics, support tickets and a team of up to 5 people (₹99 + GST per extra person a month); Premium adds AI email summaries, the developer API, the help desk and an unlimited team (₹299 + GST per extra person a month). Trials and first-month bonuses give you Premium to try.

Each extra person is their own monthly autopay at your plan's price (₹99 + GST on Pro, ₹299 + GST on Premium), started when you add them and renewed on the date they joined. There's no prepaid credit or balance to top up. Stop it any time by turning the person off in Team.

Billing → choose a plan, AI pack, storage pack or team member. Razorpay's secure checkout opens: UPI Autopay, debit and credit cards, and net banking or e-mandate where available. Payments are verified with Razorpay before access starts and renew automatically (autopay) monthly or yearly. CappsAI never sees your card or bank details. Prices are plus 18% GST; a receipt is emailed after each payment and a GST tax invoice on the 1st of the month.

Wait a minute and refresh Billing: access starts once Razorpay confirms the payment. If a renewal failed, Razorpay retries and Billing shows a Fix payment link. If money was deducted and nothing changed after 30 minutes, raise a support ticket (category Payment) with the Razorpay payment reference, or email support@cappsai.com. Failed or duplicate charges are refunded to the original payment method.

Billing: choose a plan or AI pack (monthly or yearly) and pay by UPI, card or net banking via Razorpay. Cancel any time; it stays active until the end of the paid period.

Billing → GST invoices: one tax invoice each month for everything you paid, plus a receipt for each payment. Click View PDF; add your GSTIN under Billing details to get B2B invoices.

No, prices are plus 18% GST. The plan cards show the total you pay.

Storage shows what's used by email, attachments, sent PDFs, records and your logo. Delete large files or conversations there, then empty the Trash. Need more? Add a storage pack.

It goes to the Trash for 30 days, where you can restore it (a client, lead, quote, invoice, follow-up, note, file or conversation). After 30 days, or when you empty the Trash, it's gone for good and its storage is freed.

Support → New ticket (Pro and Premium). Our team replies in the app and by email; you can answer our emails directly. On Free, use Feedback & ideas in the menu or email support@cappsai.com. Signed out? Use Contact support on the sign-in page.

Use the sun/moon button at the top right: Light, Dark, or System (follows your device).

Click a group heading (Relationships, Documents, Email, Account) to fold it away; the menu button at the top left shrinks the whole menu to icons.

Click Feedback & ideas in the menu. Choose idea, problem or feature request, rate us, and tell us if you'd like a mobile app for Android or iPhone.

Links to the Terms of Service and Privacy Policy are at the bottom of the menu and on the sign-in page.

The bell at the top shows new leads, follow-ups due, new emails and tickets, mentions, assignments and payments. In its settings choose which ones you get and whether your browser pops them up.

Yes: Reports → Explore → CSV for any report, Sheets and documents download as Excel, Word, PowerPoint or PDF, and quotes and invoices as PDF.

Your data stays in your account; team members see only what their role allows; passwords and API keys are stored encrypted; sensitive admin changes need an emailed code. See the Privacy Policy for details.

CappsAI works in your phone's browser today. Mobile apps for Android and iPhone are planned — tell us which you'd like on the dashboard card or in Feedback & ideas.

“…isn't included in your plan”: that feature needs a higher plan (Billing). “Your storage is full”: free space in Storage or add a storage pack. “needs an AI pack” or “AI allowance used up”: add the AI Starter pack in Billing or connect your own AI key in AI settings. “That's a lot of… try again later”: a short safety limit; wait a little. “This session has ended. Please sign in again”: sign in again (you or an admin signed out everywhere). “Your role doesn't allow this”: ask your company's admin for access. “rejected the username or password”: see the mailbox password question. Client or lead limit reached: Free allows 100 clients and 100 active leads, Pro 1,000 clients, Premium unlimited; nothing is ever deleted. Still stuck? Ask the assistant with the exact message, or raise a support ticket.