> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/rubica-chat/introduction-to-rubica-chat.md).

# Introduction to Rubica Chat

## What is Rubica Chat

Rubica Chat is a natural language interface that connects to the tools your firm already uses. Instead of jumping between different platforms to get things done, you talk to it in plain English and it works across your tools on your behalf.

### The simplest way to think about it

Every day you are switching between systems. CRM to get clients details, XPM for jobs and time, Outlook for emails, SharePoint for documents, RetireMap for modelling, Calendly for bookings, and more. Each of those tools does its own thing, but they do not talk to each other. You are the one connecting the dots manually.

Rubica Chat changes that. Because it is connected to all of those tools at once, and you can use AI to do things that would normally require you to visit three or four different places — and it handles the coordination for you.

### What that looks like in practice

**Pulling client data across into RetireMap**

> "Pull up the financial position for the Henderson household from the CRM and build a base plan in RetireMap."

No re-entering data. The AI reads the fact find and sets up the modelling for you.

**From a Teams call to a file note in the CRM**

> "Here is the transcript from my meeting with Sarah and Tom Williams this morning. Create a file note and save it to their record in the CRM."

Paste the transcript, and the AI turns it into a structured file note and saves it — without you touching Salesforce.

**Using a file note to update the CRM**

> "Use the financial position discussed in the Williams file note from today to update the financial position section in their CRM record."

The AI reads the file note, pulls out the relevant figures, and updates the right fields in Salesforce.

**Scheduling and admin**

> "Create a new job in XPM for the Henderson SOA review and assign it to me."

> "A new client just emailed asking for a meeting — send them my Calendly link and let them know I have availability this week."

**Linking tools together**

> "Pull the RetireMap projections for David Park, summarise the key numbers, and draft a file note I can save to his record."

> "Check if there are any outstanding Annature envelopes for clients with SOAs due this month."

None of these require you to know how the tools work behind the scenes. You just describe what you need, and the AI handles the coordination.

### It works with your whole stack

The connections available in Rubica Chat span the tools financial advisers use every day. The list continues to grow, but examples include:

* **Rubica CRM** — fact finds, file notes, compliance register, document generation, forms, and more
* **Xero Practice Manager (XPM)** — jobs, tasks, time entries, staff allocation
* **Microsoft Teams / Outlook** — meeting transcripts, emails, calendar
* **SharePoint** — documents, folders, file links
* **RetireMap** — modelling data and projections
* **Calendly** — booking links and scheduling
* **Annature** — e-signatures and envelope tracking

Anything you can do inside one of these tools, you can now do through a conversation. And because they are all connected, you can do things that span multiple tools in a single request.

### What about the CRM?

Everything the Rubica CRM can do — document generation, file notes, compliance register, forms, entity diagrams, and more — is fully accessible through Rubica Chat. That functionality is covered in detail in the CRM documentation. Think of Rubica Chat as another way to access and act on all of it, using plain English rather than navigating through screens.

### What it is not

Rubica Chat is a tool to help you work faster. It is not a replacement for your professional judgement, and it is not infallible. Always review documents before they go to a client, check that data it retrieves looks right, and use your own expertise to make the final call on advice.