Good morning
connecting…
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Reported
cards from calls
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Needs you
waiting on a decision
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I'm chasing
sent, awaiting crew
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Closed
finished, confirmed
Needs you
0open a card to send it, then I take it from thereI'm chasing these
0I remind them myself — nothing for you to doClosed today
0Work history
0 every completed card, filed by client, with its full audit trail
Loading completed work…
Estimates
0 draft, review, then one tap and I email itClients
0 who we work for — their people and their propertiesClient records: the office manages what is filed here.
Ask Ali can read an attached photo or file and organize the details for review.
Team
0 who I greet by name, who work routes to, which phone gets the textRules — my standing instructions
The locked ones protect the business and can't be removed. Add your own in plain English — they reach my phone line the moment you save.
Price book — services and rates
Used when building estimates. Set your numbers once; every estimate pulls from here.
Email — how I send mail
Estimates and messages go out from this identity, and nothing sends without your one-tap review.
Languages
Employees can call or text Alicia in English or Spanish, based on the language on their Team profile. The owner and office workspace stays in English for now.
Privacy & access
Who can sign in: approved Landscape Horticulture office accounts. Every read and write is checked server-side, not just at the login screen.
What I keep: call recordings and transcripts, the work cards made from them, the team roster, rules, price book, clients, and estimates. Authorized company users and the service providers required to operate Alicia may process this information for those business workflows.
Calls: calls may be recorded and transcribed so Alicia can route requests and preserve follow-up. Keep an audible English or Spanish notice enabled on the phone line and confirm the notice and consent required where callers and employees are located.
Retention and removal: deleting a work card removes it from the active dashboard, but its source call may remain in the private audit history. Contact the system owner when a full data-removal request needs review.
Texts: crew can reply STOP any time to stop receiving messages, per carrier rules.
Adding someone: new dashboard logins are created by HQ on request — name and email is all it takes.
What I keep: call recordings and transcripts, the work cards made from them, the team roster, rules, price book, clients, and estimates. Authorized company users and the service providers required to operate Alicia may process this information for those business workflows.
Calls: calls may be recorded and transcribed so Alicia can route requests and preserve follow-up. Keep an audible English or Spanish notice enabled on the phone line and confirm the notice and consent required where callers and employees are located.
Retention and removal: deleting a work card removes it from the active dashboard, but its source call may remain in the private audit history. Contact the system owner when a full data-removal request needs review.
Texts: crew can reply STOP any time to stop receiving messages, per carrier rules.
Adding someone: new dashboard logins are created by HQ on request — name and email is all it takes.
How everything works
Send an estimatefrom price book to the client's inbox
1. Estimates tab, tap New estimate.
2. Type the property — if the client is in your registry, their name and email fill themselves.
3. Pick services from your price book (prices load automatically), set quantities.
4. Create draft, review the wording, tap Send it.
The client receives a branded email with the full estimate attached as a PDF and an Approve button. You never send a price that you didn't put on the card.
2. Type the property — if the client is in your registry, their name and email fill themselves.
3. Pick services from your price book (prices load automatically), set quantities.
4. Create draft, review the wording, tap Send it.
The client receives a branded email with the full estimate attached as a PDF and an Approve button. You never send a price that you didn't put on the card.
When the client approvesthe card walks itself through the shop
One click on their Approve button and the card flips to "client approved online · schedule it" — and the office gets an email. From there:
1. Tap "Scheduled — work booked" and pick who does the work — that creates a job card for them.
2. The crew can text Alicia naturally with questions, photos, or voice notes. An exact LISTO or DONE closes the job automatically only when Alicia can identify one matching assignment; otherwise she sends it to the office to confirm.
3. After the office enters the invoice in QuickBooks, tap "Entered in QB — done."
Every step is timestamped, so you can always see where a job stalled.
1. Tap "Scheduled — work booked" and pick who does the work — that creates a job card for them.
2. The crew can text Alicia naturally with questions, photos, or voice notes. An exact LISTO or DONE closes the job automatically only when Alicia can identify one matching assignment; otherwise she sends it to the office to confirm.
3. After the office enters the invoice in QuickBooks, tap "Entered in QB — done."
Every step is timestamped, so you can always see where a job stalled.
Review a photo, list, or spreadsheetattach it in Ask Ali
Open Ask Ali and use Photo or File for a handwritten list, spreadsheet, CSV, or text file. Add a short message explaining what you need. Alicia can read and organize it in the conversation, but she will not silently file business records from an attachment.
Send work to the crewthey close it with one text back
Open a card in Work and tap Send. The person it's assigned to gets the job in their language — Spanish or English, set on their Team card. They can answer Alicia like they are texting the office: explain what happened, name the property, or send a photo or voice note. Alicia asks for one missing detail at a time and routes the report to the right manager. An exact LISTO or DONE closes a job only when one matching SMS assignment is open; ambiguous replies stay open for office review.
Give me a standing ruleplain English, live immediately
Settings, then Rules. Type it the way you'd say it — "Always ask for the gate code at new properties" — and tap Add. It reaches my phone line the moment you save. The locked rules protect the business and can't be removed.
Put me on your phone30 seconds in Safari
On iPhone: open Safari, go to app.aliciam.ai, tap the Share button, then Add to Home Screen. You get the Alicia icon and a full-screen app. Log in once and it stays logged in.
Questions
What happens when the office line rings?
I answer (469) 577-0809 in Spanish or English, greet people on your Team and client list by name, take the message, and turn the call into a card on Pulse with who called, what they need, and which property. Nothing rides on someone remembering to write it down.
Why won't Alicia quote a price on a call?
Locked rule. Prices only go out in writing, on an estimate you built and approved. On calls I take the message and tell them the office will call right back — that protects your margins and keeps every quote deliberate.
Who can log in? Can clients see this?
Only the two office logins — checked server-side on every read and write, not just at the login screen. Clients never see the dashboard; they only receive the estimate email and the approval page, which shows nothing but their own estimate.
Is the data private?
Alicia stores calls, cards, clients, prices, and estimates in Landscape Horticulture’s protected workspace. Access is limited to approved company users and the service providers needed to run Alicia. Calls may be recorded and transcribed for routing and follow-up; keep the required English or Spanish notice enabled.
A text didn't send — why?
Business texting requires carrier registration, and that can lag. When a text can't go out, dispatch falls back to email for anyone with an email on their Team card. If a send fails you'll see it on the card — nothing fails silently.
What's the number on the estimate PDF?
A short reference (like No. 65B6CFE1) printed on the document and its email. When a client calls about an estimate, that reference finds the exact card.
Anything else: open Ask Ali and just ask — or send it to HQ and it becomes a how-to here.