AI Actions: Create and Update PSOhub Data with your AI Assistant
📌 Note: AI Actions is targeted for release on 5 December 2026. Until then, your AI assistant can read your PSOhub data but cannot create or change it.
This article explains what AI Actions are and how they let you create, change and update your PSOhub data by asking your AI assistant. Claude and ChatGPT are the officially supported assistants. It is for everyone who uses PSOhub with one of them.
In short: you tell your assistant what you want in your own words, PSOhub shows you a preview, and nothing is saved until you say yes.
What is AI Actions?
AI Actions connects your AI assistant, Claude or ChatGPT, to PSOhub. Until now, your assistant could only read PSOhub data, for example to answer "How many hours did we book on Website relaunch last month?". With AI Actions it can also do the work for you: create a project, add contract lines, log hours, plan people or draft an invoice.
You don't need to know which screen or field to use. You describe the result you want, and PSOhub tells the assistant what it needs, checks the request against the same rules as the app, and shows you exactly what will change.
What Can it Do for You?
AI Actions saves you clicks and copy-paste work, especially for tasks that touch several screens at once.
- Turn documents into data. Share a signed quote, a contract or a receipt, and the assistant fills in the project, contract lines or expense for you.
- Do several things in one go. Set up a project with its team, tasks and planning in a single request, and approve the whole plan once.
- Make quick changes without searching. Refer to projects, customers and people by name; PSOhub finds them for you.
- Work from where you already are. Ask from your AI assistant instead of switching to PSOhub for every small update.
Big Jobs in One Request
This is where AI Actions saves the most time. Work that takes hours of clicking through projects, tabs and screens becomes one request and one check of the preview.
| You say | What happens |
|---|---|
| "Here's the signed quote for Acme and the deal in HubSpot. Set up the project with budget, tasks and planning, and plan Eva and Mark from January." | The assistant combines the quote and the deal into one plan: the project, contract lines, budget, task lists and tasks, and planning for Eva and Mark after checking who has room. You approve the whole plan once. |
| "Acme has postponed. Move the whole Website relaunch project three months forward." | New start and end dates, all planned hours moved three months, and task dates moved with them. Hours already booked stay where they are. |
| "Invoice all outstanding hours on all my projects up to the end of October." | A draft invoice for every project with unbilled hours, ready for you to check. Approving them is a separate step. |
| "Eva leaves at the end of November. Hand her planning over to Mark from December." | Eva's future planning on every project moves to Mark, after a check of his availability. Her booked hours stay with her, and you get a list of her open tasks to reassign. |
| "Increase all rates by 3.5% on our active projects and recalculate unbilled hours since 1 January." | New rates for the team members on those projects, and unbilled hours recalculated. Invoiced hours never change. |
| "Here are 12 receipts from the Munich trip. Book them on the Acme project." | Twelve expenses, each with date, amount, VAT and the receipt attached. |
| "Here's our resource plan for Q1 in Excel. Put it in PSOhub." | The planning for everyone in the sheet, checked for overbooking and leave, and saved in the background. |
| "Fill in my timesheet for this week from my calendar." | Time entries on the right projects for each meeting and work block, for you to check before saving. |
Information from outside PSOhub, such as your CRM, email or calendar, can be used when that source is also connected to your assistant.
Quick Everyday Changes
Small updates you would otherwise click through yourself:
| You say | What happens |
|---|---|
| "Here is the signed quote from Acme, turn it into a project." | A new project with the customer, contract lines and dates from the document |
| "Move Website relaunch to At Risk and push the end date to 15 December." | The project stage and end date are updated |
| "Add 20 hours of extra consultancy to Website relaunch." | A new contract line, with the new project total shown in the preview |
| "Log 3 hours on Website relaunch for today: design review." | A time entry on the right project |
| "Plan Eva for 16 hours a week on Website relaunch in December." | Planning for Eva on that project |
| "Create the invoice for Website relaunch for November." | A draft invoice, ready for you to check |
How it Works
Every AI Action follows the same four steps, and only the last one saves anything.
- You ask. Type what you want, or share a document such as a signed quote or a receipt.
- PSOhub checks. The assistant passes your request to PSOhub, which looks up the projects, customers and people you mentioned and checks the same rules as the app. If something is missing or unclear, for example two customers called "Acme", the assistant asks you to choose from the options PSOhub found. It never guesses.
- You see a preview. The assistant shows what will be created or changed, old value next to new value, and where each value came from: your request, the document or a PSOhub default.
- You say yes, PSOhub saves. Only after your yes is the change made. You get a short confirmation with a link to the record in PSOhub.
If you change something after the preview, PSOhub checks the request again and shows a new preview. For a combined plan, such as a project with tasks and planning, one yes covers the whole plan.
You Stay in Control
- Nothing is saved without your yes. The assistant can only save exactly what was in the preview you approved.
- The same rules as in the app. A change that PSOhub would refuse on screen, such as an end date before the start date, is refused here too.
- Never more than your role allows. AI Actions can only do what you are allowed to do in PSOhub yourself, and only within your own organisation.
- Some actions always ask separately. Approving or voiding an invoice cannot be undone, so the assistant always asks for a yes of its own.
- No deleting. AI Actions don't delete projects, tasks, invoices, users or contract lines. Where needed they set things to inactive; deleting is done in PSOhub itself.
- Everything is traceable. Each change appears in the activity feed marked "via AI", with the name of the assistant, who asked for it and why.
What you can do, per theme
AI Actions covers the main areas of PSOhub. Each theme has its own article with the details, examples and limits.
| Theme | What you can do | Read more |
|---|---|---|
| Projects | Create a project (also from a signed quote), update stage, dates and project manager, manage the project team | AI Actions: Projects |
| Contracts and budgets | Add and change contract lines, set budgets, maintain contract and budget templates, apply rate increases | AI Actions: Contracts and budgets |
| Quotes | Create and update quotes, and send them to the customer | AI Actions: Quotes |
| Tasks | Create task lists and tasks, assign people, add notes, maintain task templates | AI Actions: Tasks |
| Timesheets | Log and change hours, approve or reject hours | AI Actions: Timesheets |
| Expenses | Register expenses, also from a photo or PDF of a receipt | AI Actions: Expenses |
| Resource planning | Plan people on projects, move planning, replace a resource, check availability | AI Actions: Resource planning |
| Leave | Register and change leave | AI Actions: Leave |
| Invoicing | Create and update invoices, approve or void them | AI Actions: Invoicing |
| Customers and contacts | Add and update companies and contacts | AI Actions: Customers and contacts |
| Users | Invite users, update user details, maintain skills and roles | AI Actions: Users |
What you see depends on your role. Team members can log and change their own hours and expenses, and create and change tasks in their projects; project managers and administrators can do more.
Getting started
You need three things to use AI Actions:
- An AI assistant connected to PSOhub. Add the PSOhub connector to Claude or ChatGPT, the officially supported assistants, and sign in with your PSOhub account. See Connecting your AI assistant to PSOhub.
- Access to AI Actions. AI Actions is a paid feature. Without it, your assistant can still read your data but cannot change it.
- The right role. You can only do what your role allows in PSOhub itself.
Tips for Good Results
- Be specific about the result. "Move the end date of Website relaunch to 15 December" works better than "update the project".
- Use names, not numbers. Mention projects, customers and people by name; PSOhub looks them up.
- Share the source document. When the information is in a quote, contract or receipt, attach it. The preview shows which values came from the document.
- Read the preview before you say yes. Check the old and new values, the defaults PSOhub filled in and any warnings.
- Ask for everything at once. A project with its team, tasks and planning in one request means one preview and one yes.
Frequently asked questions
Can the AI Change Something Without Asking Me?
No. PSOhub only saves what was in the preview you approved. If anything in the request changes, you get a new preview first.
What if the Assistant Misunderstands Me?
You see the result in the preview before anything is saved. Correct it in plain words, for example "no, the end date is 15 January", and you get a new preview.
What if Two Customers or Projects Have the Same Name?
PSOhub doesn't guess. The assistant shows you the options it found, with a detail such as the city or project number, and asks you to choose.
Does it Create a New Customer if the Customer Doesn't Exist Yet?
Only when PSOhub can't find a match. The preview then clearly says New customer, so you can stop it if the customer already exists under another name.
How Do I See What Was Changed Through AI?
Open the activity feed of the project or record. Each change is marked via AI, with the assistant used, who asked for it and the reason.
Can AI Actions Delete or Remove Data?
No. AI Actions don't delete projects, tasks, invoices, users or contract lines. Where needed they set things to inactive; deleting is done in PSOhub itself.
Can I Undo an AI Action?
Change it back the same way you would in PSOhub, or ask your assistant to do it. Approving or voiding an invoice cannot be undone, which is why the assistant always asks a separate yes for it.
Why Does the Assistant Say an Action is Not Possible?
The assistant always explains the reason. Usually it is one of these:
- Your account doesn't have access to AI Actions, which is a paid feature.
- Your role doesn't allow this change in PSOhub.
- The change isn't supported by AI Actions yet. The article for each theme lists what is and isn't supported.