Daily AI workflows in Odoo
A practical guide to the most common user flows: querying data, drafting content, auto-filling fields, and resolving issues quickly.
Once configured, AI appears directly in many Odoo interfaces such as the search bar, email composer, chatter, voice notes, and data forms.
This page combines daily usage, AI Fields, and operating tips so end users and business admins can adopt AI more easily in real workflows. If the foundation is not complete yet, start with Odoo AI configuration and AI Agents with knowledge sources.
The best results come from clear prompts, well-scoped agents, compact source material, and the right LLM choice for each task. When agents need internal documents, continue with AI Knowledge.
Use Ask AI from the search bar
Ask AI lets you use natural language to find data in Odoo. The system understands your intent and opens the most relevant view with the right filters.
Steps
1. Click the search bar at the top of the Odoo screen.
2. Type a natural-language request or choose the AI icon.
3. Use prompts with context such as customer name, time range, status, or data type.
4. Press Enter to submit.
5. Review the result as AI opens the matching list, chart, pivot, calendar, or filtered view.
Example Ask AI prompts
| Field | Description |
|---|---|
| Unpaid invoices | Opens the invoice list filtered to unpaid records. |
| Total sales this month | Opens a report or pivot focused on the current month. |
| Orders for company ABC | Filters the sales order list by the matching customer. |
| Best-selling products | Opens a product performance report by quantity or revenue. |
Draft and improve emails with AI
AI Email helps users write new emails, shorten drafts, adjust tone, and improve quality faster. It is especially useful for customer care, sales follow-up, and payment reminders.
Steps
1. Open the Email Composer when creating or replying to an email.
2. Click the AI button in the toolbar.
3. Enter a specific instruction such as an apology, payment reminder, or thank-you email.
4. Review the generated content and edit if needed.
5. Send the email or save it as a draft.
Example email prompts
| Field | Description |
|---|---|
| Late delivery apology | Write an apology email for a delivery delayed by 3 days and confirm the new delivery timing. |
| Order follow-up | Write an email asking whether the customer is satisfied with order #SO12345. |
| Post-purchase thank you | Write a thank-you email and introduce the loyalty program. |
| Payment reminder | Write a polite reminder for an overdue invoice. |
Chat with an AI Agent inside records
AI Agents can support work directly inside invoices, sales orders, customers, and sales opportunities. They use current Odoo data and optional RAG sources to answer with more business context.
Steps
1. Open the record you want to analyze such as an order, invoice, customer, or lead.
2. Find the Chatter section.
3. Click Chat with AI or Ask AI.
4. Choose the agent that matches the business use case.
5. Enter a focused question or request for the current record.
Example AI Agent use cases
| Field | Description |
|---|---|
| Summarize a sales order | The agent summarizes products, quantities, value, and delivery status. |
| Customer purchase history | The agent compiles previous orders, purchasing value, and notable buying patterns. |
| Check why an invoice is unpaid | The agent reviews due date, reminder history, and likely causes of delay. |
| Suggest next action for an opportunity | The agent analyzes the stage and suggests a follow-up email or call. |
Voice transcription
The voice feature records speech, converts it into text, and creates a summary in Chatter. It is useful for meeting notes, quick feedback, and post-call documentation.
Steps
1. Open the Chatter of any record.
2. Click the microphone icon.
3. Allow browser microphone access if prompted.
4. Speak the note you want to capture.
5. Click Stop and wait for transcription to complete.
Create AI Fields
AI Fields automatically populate values based on the context of a record. This is a strong fit for product descriptions, follow-up emails, customer classification, or delivery-date suggestions without manual typing.
Steps
1. Go to Settings → Technical → Database Structure → Models.
2. Select the model where you want to add the AI field.
3. Add a new field in the Fields tab.
4. Open the AI tab and enable AI field.
5. Enter an AI Prompt with references such as {{name}} or {{partner_id.name}}.
6. Save the field and test it with the AI refresh button in the form view.
Supported AI field types
| Field | Description |
|---|---|
| Char and Text | Useful for titles, descriptions, notes, and summaries. |
| Html | Useful for emails, website content, or formatted output. |
| Integer, Float, Monetary | Useful for quantities, ratios, revenue, or scoring. |
| Date and Datetime | Useful for delivery dates, appointments, or deadlines. |
| Boolean and Selection | Useful for status flags, classifications, or levels. |
| Many2one and Many2many | Useful for suggesting links to one or more related records. |
Example AI Field use cases
| Field | Description |
|---|---|
| Automatic product description | Generate a professional description from product name, category, and price. |
| Customer classification | Assign VIP, Regular, or New status based on purchase history. |
| Follow-up email | Generate a personalized follow-up email after a quotation or order. |
| Suggested delivery date | Estimate a realistic delivery date based on destination and product type. |
Write effective prompts for AI Fields
Key points
• Clearly describe the field purpose, the context, and the expected output format.
• Use field references such as {{field_name}} or {{relation.field}} to give AI enough data.
• State desired length, tone, limits, or output structure.
• When possible, include a good output example so the model understands the target result.
• Avoid vague prompts because they lead to inconsistent results.
Which model should you use?
Each model has different strengths in speed, quality, and cost. Choosing the right one helps balance user experience with operating budget.
LLM comparison
| Field | Description |
|---|---|
| GPT-4.1 Mini | Best for fast, simple tasks and high-volume usage with lower cost. |
| GPT-4o | Best for most business workflows with strong quality and balanced speed. |
| GPT-4.1 | Best for complex analysis or decisions where top quality matters most. |
| Gemini 2.5 Flash | Best for very fast responses and quick search use cases. |
| Gemini 2.5 Pro | Best for large-data analysis, reporting, or multimedia-heavy tasks. |
Tips for effective AI operations
Key points
• Write specific prompts instead of generic requests.
• Separate agents by business role instead of making one agent do everything.
• Attach only relevant, current, and easy-to-retrieve RAG documents.
• Check user permissions because Ask AI only works on data that user can access.
• Do not upload sensitive materials such as passwords or personal financial data into AI sources.
• Use the Test button before rolling out a new agent or prompt more broadly.
Common issues and fixes
Frequent problems
| Field | Description |
|---|---|
| Ask AI not working | Check API key, network connectivity, quota, and user permissions. |
| AI email not appearing | Check whether AI Composer or Default Prompts are configured correctly. |
| Low-quality agent responses | Improve the System Prompt, Topics, or knowledge sources. |
| Knowledge source indexing failed | Check file format, file size, and source status; retry if needed. |
| AI Field not auto-filling | Check cron execution, API key validity, and referenced data in the prompt. |
| AI button not visible | Confirm the field is marked as an AI field and the user is in the right edit mode or has the required access. |
| Voice transcription failing | Check microphone permissions, audio format, and transcription service setup. |
Frequently asked questions
Key points
• Ask AI can only access data that the current user is allowed to view under Odoo permissions.
• Data may be sent to the model provider for processing, so review the provider privacy policy.
• Administrators can disable AI by removing API configuration or deactivating the relevant setup in Settings.
• Usage limits depend on the quota and pricing plan of the selected AI provider.