Connecting AI Tools (Claude, ChatGPT)

You can connect an AI assistant such as Claude or ChatGPT to your Flowtly organisation and ask it questions about your data in plain language. Instead of opening Flowtly and navigating to the right screen, you can ask your assistant things like "What is our overdue invoice total this month?" or "Show this quarter's transactions for our main bank account" and get an answer drawn directly from your live Flowtly data.

The connection can read your data and perform a curated set of actions. For example, it can create or update suppliers, clients, contracts, bank accounts, cost groups and sales invoices, and correct or remove the invoices you receive; log work time and create or update tasks; set the rate a project bills at; record, approve or cancel absences; book assets; create tags and tag categories; close a sales prospect or deal; upload your organisation's logo or banner; and onboard a colleague — adding them, inviting them to sign in, and setting what they can access. These are examples, not the full list, and actions are added over time: to find out whether something is possible, ask your assistant, which can see every action your connection offers. It never does anything beyond what your own Flowtly permissions already allow, and every action is a specific, named tool — never a free-form "do anything" capability. It is built on the Model Context Protocol (MCP), the open standard that AI tools use to connect to external data sources.

What you need

A Flowtly account with access to at least one organisation.
An AI tool that supports custom MCP connectors (for example Claude, ChatGPT or Gemini Enterprise, on a plan that allows adding connectors).
The Flowtly connector address: https://mcp.flowtly.eu

How to connect

You set this up once, and it takes about a minute.

In Claude:

Open Settings → Connectors (on a plan that allows custom connectors).
Click Add custom connector.
Paste the Flowtly address https://mcp.flowtly.eu and confirm.
Click Connect next to the new Flowtly connector. A Flowtly sign-in window opens.

In ChatGPT:

Open the connectors/integrations settings and choose to add a connector (an MCP server).
Paste https://mcp.flowtly.eu as the server address and continue.
When prompted, choose to sign in / authorise.

In Claude Code (command line):

Run: claude mcp add --transport http flowtly https://mcp.flowtly.eu/mcp
In Claude Code, select Authenticate for the new Flowtly server; a browser window opens.

In any other MCP tool (including Gemini Enterprise):

Find where your tool adds a custom MCP server or custom connector. In Gemini Enterprise this is in the Google Workspace admin console.
Give it the address https://mcp.flowtly.eu. For most tools that is the only detail needed — Flowtly registers your tool automatically, so there is nothing to request from us and no key to obtain.
If your tool asks for more than an address, it is a standard OAuth setup and these are the values:
- Registration: https://mcp.flowtly.eu/oauth/register
- Authorisation: https://mcp.flowtly.eu/oauth/authorize
- Token: https://mcp.flowtly.eu/oauth/token
- PKCE method: S256 (required)
- Client secret: none — Flowtly connectors are public clients
Continue to the sign-in step below.

If your tool shows you a client ID, copy it in one piece. It is a single long line with no spaces, and some admin forms wrap it when you paste, which stops the connection from working. If a connection fails right after pasting one, delete the value and paste it again rather than assuming the setup is wrong.

Then, the same for all tools:

Sign in to Flowtly in the window that opens — your normal email and password, exactly as in the web app. If you are already signed in, this step is skipped.
A consent screen appears, saying the assistant wants to access your Flowtly data, and showing exactly what it is requesting. Pick the organization you want to connect, then click Approve (or Deny to cancel).
You are returned to your AI tool. The Flowtly connector is now on, and you can start asking questions about that organisation.

Each connection is tied to one organization. If you work across several organisations, repeat the steps and pick a different organisation each time; the assistant keeps them separate.

What it looks like in practice

After connecting, you just chat normally. For example, you type:

How much do we still have unpaid in invoices this month?

The assistant recognises this is a Flowtly question, reads the invoice data for your connected organisation, and replies with the figure — for instance "You have 4 unpaid invoices this month totalling 18,200 zł" — drawn from your live data. You did not open Flowtly, run a report, or export anything; you asked a question and got an answer. You can keep asking follow-ups ("which ones are overdue?") in the same conversation.

What you can ask

Once connected, your assistant can read the parts of your organisation that you can already see in Flowtly, including:

Transactions — balances, recent movements, spending with a given counterparty over a period.
Invoices — outstanding amounts, what was paid or received, totals by status.
Contracts and their payment schedules.
Counterparties, suppliers, bank accounts, cost groups, and related reference data.
Resourcing — the plan set against the hours actually reported, per person per week; who is on the bench over a period; what is booked going forward; and the staffing requests that are open, along with what has already been decided on earlier ones. Where your access extends to them, the revenue, cost and margin figures behind the plan can be read too. Resourcing questions need the Resourcing module on your subscription.
Work schedules — the working-time patterns your organisation defines, which of them are in force on a given date, and who is assigned to each.
Recruitment — open hiring requests and the candidates put forward for them.

Questions about a period need a start and an end date, so say which period you mean — "between 1 April and 30 June", or "for July". The assistant reads this information; the bookings, schedules and hiring requests themselves are still made and changed in Flowtly.

Useful questions to try:

"How much did we spend with [counterparty] last quarter?"
"List our overdue invoices."
"What is the balance on our main account, and the last five transactions?"
"For September, who is on the bench?"
"Between 1 July and 30 September, did the plan hold — planned against reported hours per person?"
"Which staffing requests are still open, and was any of this asked for and turned down before?"

The assistant only returns figures that exist in Flowtly, and every answer is based on your real, up-to-date data for the organisation you connected.

Onboarding a colleague

Giving someone access has three parts, and a connected assistant can carry out all of them without you opening Flowtly:

Add the person. The assistant creates their employee record.
Invite them to sign in. The assistant sends an invitation to the email address you give it, and Flowtly emails the person an invitation written in your organisation's interface language. The invitation stays pending until they open it and set up their own sign-in; the assistant cannot choose a password or sign in on their behalf.
Set what they can access. The assistant assigns their permission groups. Groups and people must be identified by their Flowtly id; a group name or any other value that is not an id is refused, and nothing is changed.

The invitation and the permission groups are independent, so access can be granted before or after the invitation goes out. Note that the two are not substitutes: someone who has permission groups but has never been invited still has no way to sign in, and an invited person who has no permission groups can sign in but see very little.

Ask for it in plain language, for example "Add Anna Kowalska as an employee, invite her at anna.kowalska@example.com, and give her the same permission groups as the rest of the delivery team". Inviting someone requires the same permission as managing people in Flowtly. Asking to invite a person who already has a sign-in changes nothing — the assistant tells you they already have one rather than sending a second email.

For the same steps done on screen, see Invite your team, Creating a New Employee and Permission groups.

Closing a prospect or a deal

A connected assistant can close sales work as well as record it. It can close a prospect you did not win, close a deal as won or lost, and reopen either one afterwards.

Closing as lost asks for a reason, chosen from the fixed list your organisation keeps rather than typed as free text — that is what makes lost work countable at quarter end. An optional note sits beside it. Ask in plain language, for example "Close the Acme prospect as lost — they chose a competitor", and the assistant matches what you said to an entry on the list. A reason that is not on the list is refused rather than recorded as written.

Two things are worth knowing before you ask:

Closing is its own step, not an edit. A prospect or deal is closed by a dedicated close action, not by editing a status field on the record — so ask to close it, rather than asking to change its status.
Lost is not the same as Do not contact. Do not contact is a suppression request and locks further logging against the company. Closing as lost records only that this particular opportunity did not come off, and leaves you free to approach the company again later.

Reopening behaves differently for the two, which is worth knowing before you ask for it. A reopened prospect resumes at exactly the funnel stage it held. A reopened deal returns to the first stage of the pipeline, not the stage it was in when it closed, so you move it forward again yourself.

Setting a project's billing rate

A connected assistant can set the rate a project bills at, rather than only overriding the amount on a single booking. An overridden booking keeps the fixed amount it was given and no longer follows the project's rate, so later rate changes pass it by.

A rate is either a flat amount or a rate per unit, such as per m², and it always takes effect from a date. A change of rate is recorded as a new rate from the date it starts, not by editing the old one, so the earlier rate still holds for the period before it. Ask in plain language, for example "From 1 November, bill the Riverside project at 4.20 EUR per m²".

One instruction can change several rows. A rate set for the project as a whole, without naming one specific property, is copied onto every matching rule in the project. Afterwards you see the same rate in several places; that is intended, not a mistake to correct. A rate set for one named property changes only that property.

Setting a project's rate needs the permission to manage projects. Adding a new kind of rate, such as a first per-m² rate, also needs the permission to manage attributes.

Checking and correcting a cost-split rule

The cascade fill on a supplier invoice follows a split rule: a named pairing of the asset attribute that sets each building's share and the project attribute that divides that share between the building's tenants, optionally with the attributes that hold a unit's area and common area. A connected assistant can list your organisation's split rules and show the attributes each one uses by name, and it can correct a rule whose attributes are wrong or missing.

Ask in plain language, for example "Which attributes does the Ochrona × Powierzchnia rule use?" or "Change the tenant attribute of the security split rule to Powierzchnia". The assistant changes one rule at a time. It cannot create a split rule or delete one.

Reading the split rules needs the permission to manage transactions, to manage projects, or the accountancy-viewer permission. Changing a rule needs the permission to manage the organisation's users. For how a rule shares out an invoice, see Splitting a Cost Across Projects by Attribute.

Importing Optima acronyms from your accounting office's list

If your accounting office works in Comarch Optima, a connected assistant can fill in the Optima acronyms of your counterparties from the contractor list the office sends you. It does the same job as the Import Optima acronyms dialog on the counterparty list, in two separate steps.

Check the file first. Give the assistant the contractor list as an .xlsx, .ods or .csv file. The older .xls format is refused: save the list in one of the three supported formats and try again. The assistant matches each row to a counterparty by its NIP (tax id) and shows you what would be set. This step changes nothing in Flowtly.
Confirm and apply. Once you have looked at the matches and told the assistant which ones to keep, it saves those acronyms on the counterparties.

Two protections apply when the acronyms are saved:

An acronym you typed yourself is never overwritten. Only counterparties without a hand-entered acronym are filled in.
An acronym that another counterparty already holds is skipped. The row is left out rather than creating a duplicate.

Both steps need the permission to manage transactions in your organisation. Ask in plain language, for example "Here is the contractor list from our accountants - check which of our counterparties it matches, and don't change anything yet", and then "Apply the matches except the last two".

Acronyms matter because the Comarch Optima export leaves out a document whose counterparty has none; see Accountancy Exports.

Security and privacy

Reads your data, and can perform a curated set of writes. A connected assistant can carry out the actions described at the top of this article — always through named, specific actions, and always limited to what your own account is allowed to do.
Some actions reach beyond Flowtly. Inviting a colleague sends them an email, so it reaches a person rather than only changing a record. It is available only to accounts that may manage people, it goes to the address you supply, and it grants nothing on its own — the invited person still has only the permission groups you assign. Other actions notify people the same way they do in Flowtly, for example recording or approving an absence, or assigning someone to a task; for a backfill of past absences or tasks, ask the assistant to skip the email. Submitting an e-invoice sends it to KSeF, Poland's national e-invoicing system.
Deleting asks first. Every action that deletes or cancels a record is marked to your AI tool as irreversible, so a tool that honours that marking asks you to confirm before it goes ahead. Whether and how the confirmation appears is up to your AI tool; Flowtly still refuses any deletion your own account is not allowed to make.
Scoped to one organization. A connection only ever sees the single organisation you selected when you allowed access. It cannot reach your other organisations.
Your own permissions apply. The assistant sees data through your account, so it is limited to what you are allowed to see in that organisation.
You stay in control. Access is granted by you, for one organisation, and you can disconnect the connector from your AI tool at any time to revoke it.

Frequently asked questions

Is this safe to give to an AI tool? Yes. The connection is limited to one organisation and to your own account's permissions, and it uses the same secure sign-in as the Flowtly web app. The assistant can read your data and perform the curated set of actions described at the top of this article, but only what you yourself are allowed to do in that organisation. Some actions reach beyond Flowtly, such as inviting a colleague, recording or approving an absence, or assigning someone to a task, which email the people concerned; see Security and privacy above.

Can it see my other organizations? No. Each connection is bound to the single organisation you choose during sign-in. To work with another organisation, add a separate connection for it.

How do I disconnect it? Remove the Flowtly connector from your AI tool. Once removed, it can no longer read your Flowtly data. If your sign-in expires or stops being valid, the connector is refused and your AI tool asks you to sign in again; it does not quietly carry on with reduced access. Without any sign-in, a tool can reach only the read-only public tools.

Which AI tools are supported? Any tool that supports custom MCP connectors — Claude, ChatGPT and Gemini Enterprise among them, on a plan that allows adding them. There is no separate Flowtly app to install per tool and no approval to request: point the connector at https://mcp.flowtly.eu and follow the sign-in steps above. A tool that is not named here works the same way, provided it supports the open standard.

For developers

Building an integration? See the MCP technical reference — the connector's tools (tools/list / tools/call) and JSON-RPC details.

Example use cases

Overdue invoices on demand: Ask your assistant for this month's overdue invoices and their totals without opening Flowtly.
Planned against reported hours: Ask who is on the bench for a given month, or whether the plan held against reported hours per person.
Onboarding a colleague: Have the assistant add an employee, invite them to sign in and assign their permission groups in one request.
Closing a lost prospect: Ask the assistant to close a prospect as lost and pick the reason from your organisation's list.
Fixing a split rule: Ask which attributes a cost-split rule uses and correct the one that is wrong.