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My AI coworkers can't change anything without my permission. That's why I trust them

AI assistants that query the ERP, the stores and the knowledge base before answering, show where they got each piece of data, and only act when a person approves.

Daniel Flores Osses
Daniel Flores Osses
Oct 20, 2026 · 6 min read

"How much stock is left of this product in Santiago?" At a Chilean eCommerce with two stores, that question could take ten minutes: open the ERP, find the SKU, filter by warehouse, check the batches. "Where's this customer's order at?" Another ten. Multiply that by sales reps, warehouse, support and admin, and the team was spending hours looking for data that already existed.

The obvious answer was an AI chatbot. The problem is that a generic chatbot makes things up with total confidence, and an assistant that invents stock or expiration dates is worse than having no assistant.

So I built a team of AI assistants: coworkers that, before stating a fact, look it up in the real source, tell you where they got it, and can't change anything without a person approving it.

Specialists, not a chatbot

Each assistant has a name, a role, a personality and its own tools. To answer, it doesn't rely on memory: it uses tools that read real data and shows which ones it used.

How much stock is left of the proteinin Santiago and when does it expire?Looking up the product in the ERPChecking stock by warehouseChecking batches and expiration datesThere's stock in Santiago, split across two batches.The nearest batch expires in March.Source: ERP, stock by warehouse and batches
The assistant queries the ERP step by step, shows each query, and closes with the source of the data.

Each query appears as a card you can open. If the answer doesn't add up, you ask it to show what it queried. And if it can't find a piece of data, it says so: it doesn't make up figures.

The company's assistants

There are four, published for the whole team, and each one sees only what it needs for its role.

ERPstock, batches, purchasesStoreorders and customersWholesale storewholesale groupsKnowledgemanuals and processesOther appsbatches, metrics, CRMGlobalthe whole companyWarehousestock and transfersStoresupport and shippingWholesaleB2B sales
One assistant lights up at a time with the sources it can query.
  • Global: the whole company. It's the starting point if you don't know who to ask.
  • Warehouse: stock by warehouse, batches, expiration dates, transfers and what's on its way.
  • Store: customer support and shipping for the retail store.
  • Wholesale: B2B sales, customers with their price group, and each sales rep's portfolio.

Between them they know how to query the ERP (products, stock with batches, movements, sales, purchases and customers), the two stores (their eCommerce CMS) (orders, customers and products), the other internal apps in read-only mode, the knowledge base and the files you attach.

Read by default, act only with permission

By default, an assistant only reads. It doesn't change orders, prices, stock or invoices, doesn't write to customers, doesn't grant access, and doesn't see payment data or passwords.

For the tasks where having something ready really does save work, there's one single path: the approval card. The assistant prepares the action, shows it in full, and waits. Nothing happens until a person presses the button.

I put together the quote with the customer's prices.Quote for the customerGenerateDiscardnothing is created yetcreated in the ERPCreating…Everything that changes something goes through a card like this:Quotein the ERPPoston InstagramPageof the knowledge base
The assistant puts together the quote. It's only created in the ERP when a person presses Generate.
  • Wholesale quotes with the customer's prices, only for those with that permission.
  • Instagram posts through the social media planner, for admins only.
  • Email campaigns: a brief for the mailing platform, which stays as a draft to review or schedule.
  • Knowledge pages new or corrected, saved once approved.

For everything else, the assistant tells you where it's done: the batch is fixed in the ERP and the customer is answered from the CRM. That way, no conversation changes a piece of data by mistake.

AI can prepare almost anything. What it can't do is press the button for you.

Alerts: the assistant comes looking for you

Personal assistants can also alert you, even when you don't have the app open.

Watch: stockouts, every hourbusiness hours9:0018:000:0024:0011:00 · Alert from your assistant, right awayOne of the best sellers ran out of stock21:00 · Found something after hoursReaches you tomorrow at 9:00, unless you turn it onChecks with nothing new don't generate alerts.
The watch checks every hour. At 11 it finds a stockout and alerts right away; at 21 it finds another and saves it for the next day.
  • Reminders: "remind me at 4 to call the warehouse."
  • Watches: check something every hour and alert only if it finds a problem.
  • Stock alerts: the store alerts you the moment a product drops below a certain level.
  • Messages between assistants: a coworker's can write to yours.
  • Business hours: anything that comes up after hours arrives the next business day, unless you turn on all-hours alerts.

Alerts arrive as notifications in a desktop app for Mac and Windows, which you can also chat from without opening the browser.

Your own assistant, trained by chatting

Each person can create their own: name, color and personality, and train it by chatting, in a space separate from work conversations.

Your personal assistantPersonality: serious and preciseversion 1version 2version 3version 2Always answer me with a tableData first, then the detailsFor stock, look only at the central warehouseGo back to an earlier versionEach training session saves a version of the assistant.
Each new instruction creates a version of the assistant. If the latest one didn't work, you go back to the previous one.
  • Instructions in natural language: "answer me with a table," "data first."
  • Saved versions, with rollback.
  • Private memories ("I work at the Concepción warehouse") that are used in all your conversations and deleted whenever you want.

Knowledge and administration

The assistants also read how things are done: a library of pages with the manual for each internal app and the team's processes, which anyone can edit. Each assistant reads only the spaces assigned to it.

Admins create and train assistants in private before publishing them, decide who gets in and with what permissions, test every connection (the language model, the ERP and the stores), and measure AI usage per assistant and per person, to control cost.

What the business gained

  • Answers in seconds, with the real data and its source.
  • An auditable assistant: every query is visible and nothing changes without approval.
  • Alerts that arrive on their own, instead of someone having to remember to check.

If you want to see the same philosophy with customers on WhatsApp and Instagram, it's in the draft on the AI CRM that knows when to stay quiet.

I didn't ask the AI to know everything. I asked it to know where to look and to show me what it saw.
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