đ Enhancements
CMMS
Store Contacts
Store/Facility records now support Contacts, making it easier to track and communicate with landlords, property managers, and general contractors associated with a location.
What's New:
A Contacts card is now available on Store/Facility records, matching the Contacts experience on Vendor and Client records
Three new Contact Domain options added across all contacts: Landlord, Property Manager, and General Contractor
Store contacts are included in Reporting with all contact fields
Store contacts can be used as recipients in communication rules on Work Orders, Assignments, Subcontractor Quotes, and Subcontractor Invoices
Default Vendor & Client NTE Configuration by State
Previously, Default Vendor NTE and Default Client NTE could only be configured at the Country level, which forced manual workarounds for customers whose labor and material costs vary state-by-state within the U.S. Admins can now set state-level defaults alongside existing country-level values.
What's Changed:
New State field available on both Default Vendor NTE and Default Client NTE configuration
State-level NTE overrides Country-level NTE when both are configured; country-level continues to apply when no state-level value exists
Existing global/default fallback logic is preserved - no regression for country-only configurations
Cleaner Layout for Manual Asset Allocation
When manually allocating assets during invoice approval or submission, rows appeared uneven whenever only some assets had parts, because the asset part field only took up space when visible.
What's Changed:
The asset part field now reserves its space at the end of each row even when hidden, keeping columns aligned across rows whether or not parts are shown
FexaAI
FexaAI Hub
FexaAI now has a dedicated Hub - a central home page that brings all FexaAI agents together in one place. Users with AI permissions will see a new FexaAI icon in the left navigation, giving them single-click access to the Hub and its available agents.
What's New:
A new FexaAI Hub home page is accessible from the left navigation bar for all users with AI permissions enabled
The Hub displays only the agents the user has access to (Work Order Agent, Answers Agent, or both)
Users without AI permissions do not see the Hub icon
Clicking "Submit a Work Order" opens the Work Order Agent; clicking "Search" opens the Answers Agent
Answers Agent
The Answers Agent is a new conversational AI tool that lets users ask natural-language questions about their Fexa data and get instant, accurate answers - no reports, no navigation, no context-switching.
What's New:
Ask questions about work orders, invoices, proposals, assignments, and vendors by ID or by description (e.g., "Show me work order 84723" or "Has anyone been onsite for the toilet issue?")
Multi-turn conversation support: follow-up questions build on previous answers without needing to repeat yourself
Conversation history is saved and accessible from the "Recent activity" panel - click any past chat to reopen it
Work order responses prioritize the assigned provider and assignment as the primary fields
Vendor lookups return meaningful context: name, trades, locations served, and created date
Asset queries that can't be filtered return a clear explanation instead of irrelevant results
System terminology questions (e.g., "What does assignment complete mean?") redirect the user appropriately rather than guessing
Unsupported, vague, or out-of-scope queries receive clear guidance with concrete supported alternatives
Permissions for the Answers Agent are controlled per permission group - enabled or disabled independently of the Work Order Agent
An AI disclaimer is always visible at the bottom: "FexaAI can make mistakes. Please double-check responses."
A Chat ID is shown in the bottom-right corner for easy reference when submitting support requests
AI-Generated Notes Summary on Work Orders
Work orders now surface an AI-generated summary of the notes conversation directly on the Notes tab, so users can understand status, open questions, and red flags at a glance without reading every note. Summaries are scoped to each user's permissions - vendors only see a synthesis of the notes they're authorized to view, while FMs, store teams, and admins see the full picture.
What's New:
A narrative summary appears above the individual notes on the Notes tab, identifying the responsible party for next actions, open items, and any conflicting information between notes
Summaries automatically refresh when notes are added, edited, or deleted, with a 30-second debounce so rapid changes don't trigger repeated regenerations
"Last updated" timestamp and "Generated by AI" label make it clear when the summary was produced and that users should verify the content
Long summaries truncate with a "Show more" toggle; summaries with red flags use visual emphasis to make urgent items stand out
Vendor-scoped summaries ensure vendors only see a synthesis of notes visible to their organization, preserving existing notes visibility rules
A new permission group toggle lets admins enable or disable AI features per group, giving customers granular control over which users see AI-generated content
Work Order Agent Tab Navigation
Clicking the Work Order Agent button was navigating the original tab away from the FexaAI home page, and in some cases opening two agent tabs instead of one.
What's Changed:
Clicking "Work Order Agent" now opens the agent in exactly one new tab
The original tab stays on the FexaAI home page
Rapid or double-clicking no longer results in duplicate tabs
AI Context & Chat ID Added to Work Order Agent Screen
The Work Order Agent screen now includes a helper message and a Chat ID reference at the bottom, consistent with the Answers Agent experience.
What's Changed:
A message is displayed: "AI is helping fill the details to save time. Please verify the information and edit as needed before submitting."
Chat ID is shown in the bottom-right corner with a copy-to-clipboard icon for easy support submissions
Chat History
Work Order Agent conversations are now automatically saved as drafts when you leave before submitting - so you never lose your progress.
What's New:
If you navigate away from a work order chat before submitting, the conversation is automatically saved as a Draft
Drafts preserve the full conversation, selected fields, and any uploaded media
Clicking a Draft in the Recent Chats panel reopens the conversation exactly where you left off
The "Leave / Stay Here" warning modal has been removed - auto-save replaces it
The Recent Chats panel now displays Draft conversations with their Work Order Number, an italic "Draft" label, and a direct click-to-open link
Chat Tab Name Now Matches Conversation Title
All FexaAI chat tabs previously showed the same generic label, making it hard to tell conversations apart when multiple tabs were open.
What's Changed:
Chat tab names now update dynamically based on the conversation title after the first message is sent
Long titles are truncated to fit the tab UI
đ Bug Fixes
Asset Dropdown Empty in AI Work Order Optional Fields
When filling out optional fields in an AI Work Order, the Asset dropdown appeared empty. An unauthorized error was being returned from the API, preventing users from viewing or selecting any asset.
What's Fixed:
The Asset dropdown in AI Work Order optional fields now loads and displays available assets correctly
Cancelled Proposals Still Showed the Approval Button
When a proposal was auto-cancelled mid-approval (via top-down cancellation or automatic status transitions), it remained in the approval rule process and approvers still saw the Give Approval button, which did nothing when clicked. This did not match the correct behavior already in place for invoices.
What's Fixed:
Cancelled proposals now exit the approval rule process immediately, matching the invoice behavior
The Give Approval button is no longer visible for proposals that have already been cancelled
Service Assignments Grid Misaligned on First Load
The service assignments grid rendered with misaligned column headers and data rows on first load, requiring a refresh or other interaction to correct itself.
What's Fixed:
Headers and data rows now align correctly on the initial render of the service assignments grid
GL Code Skipped When "Create Visit" Was Set on an Assignment
When an assignment was created with the "Create Visit" flag enabled, GL Code mapping logic was silently skipped, leaving the assignment without a GL Code even when a matching GL Mapping record existed. Creating the same assignment without "Create Visit" applied the GL Code as expected.
What's Fixed:
GL Code mapping now runs correctly during assignment creation even when the "Create Visit" flag is set
External API Docs Incorrectly Referenced Assignment Feedback
The external Work Orders API documentation stated that feedback could be posted on specific service assignments, but no such endpoint existed in the external API. This caused confusion for integration partners who attempted to build against the documented capability.
What's Fixed:
Removed the inaccurate sentence from the Work Orders API docs so the documentation only reflects functionality that is actually available externally