Overview
This article shows you seven repeatable workflows you can run in TOB-E to find problems, build plans, and clear work off your list.
TOB-E is the AI assistant built into SmartMoving. It answers questions about your jobs, leads, revenue, payments, and crew using your own SmartMoving data.
Each workflow below is a conversation, not a single question. You start broad, then keep asking follow-ups until you have something you can act on.
The follow-up is where the value is. "What about last month?", "Are you excluding cancelled jobs?", and "What should I do about it?" turn a number into a decision.
Every workflow works as written. Change the time periods, branches, and wording to match how your company operates.
Before You Start
You need TOB-E access in your SmartMoving account. Account owners have access automatically.
TOB-E is turned on per user by the account owner in Settings → Company Settings → User Management. If you do not see TOB-E in the main navigation, ask your account owner to turn it on for you.
TOB-E answers from data that is already in SmartMoving. If jobs, payments, or lead sources are tracked outside SmartMoving, TOB-E cannot include them.
Open TOB-E from the main navigation. The chat panel opens on the right side of the screen.
Your account shares a daily message limit across all users. See the Key Details section for the figures.
Getting a Business Health Check From TOB-E
To find out how the business is doing today and what needs attention, start TOB-E with a broad question and drill into whatever it flags.
Ask TOB-E: "How's the company doing?" TOB-E returns a snapshot covering your schedule, revenue, leads, and any problems it sees, such as leads that have not been contacted in weeks.
Pick one problem from the snapshot and go deeper. Ask TOB-E: "Which of my website leads haven't had a follow-up recently?" TOB-E returns a prioritized list with the highest value leads first.
Work the list, then ask TOB-E: "I've called them. What's next?" TOB-E returns the next set of work.
Narrow the list when it gets long. Ask TOB-E: "List the ones that haven't been contacted in 14 days."
Repeat step 3 until TOB-E has nothing left to hand you.
💡 SmartTip: The pattern that makes this work is asking "What's next?" every time you finish something. TOB-E treats it as a request for the next batch of work rather than a new topic.
Breaking Down a Strong Month in TOB-E and Turning It Into a Plan
To understand why a good month was good and convert that into a lead target, walk TOB-E through the month and then ask it to work backwards.
Ask TOB-E: "Last month was one of our best. Can we look at the jobs and break down how we achieved that?" TOB-E returns the job mix, revenue, and where the work came from.
Ask TOB-E: "Before the month started, how much revenue was already scheduled?" This separates revenue that was booked in advance from revenue that was booked and completed inside the same month.
State your conclusion so TOB-E can check it. For example: "So if we want bigger months, we need more revenue on the books before the month starts." TOB-E confirms it against your data or corrects it.
Ask TOB-E: "How many leads do we need per month to hit that target?" TOB-E works from your average job value and booking rate and returns a lead count.
Ask TOB-E: "Show me a graph, year to date, of how many leads came in each month." TOB-E renders a chart inside the chat so you can compare each month against the target from step 4.
Note: TOB-E renders charts directly in the chat panel. You do not need to open a report or export anything to see the trend.
Finding Completed Moves With No Review Request in TOB-E
To catch customers who finished a move and were never asked for a review, have TOB-E find them and draft the outreach.
Ask TOB-E: "Tell me all the completed moves this month that have not been followed up with a review request." TOB-E returns the list of customers.
Ask TOB-E: "Write each of these customers a personalized review request based on where they moved and how they found us." TOB-E drafts an individual message per customer using the referral source on each record.
Tell TOB-E your rules for the messages: the tone you want, your closing line, and your sign-off. TOB-E rewrites the drafts to match.
If you run more than one branch, ask TOB-E for a separate set per branch so each one uses its own review link.
Ask TOB-E: "Can we make this a daily brief I ask for every morning?" TOB-E confirms the shape of the brief so you can request it with one phrase.
Note: TOB-E drafts the messages for you to review and send. Sending review requests is done from SmartMoving, not from the TOB-E chat.
Building a Custom Report in TOB-E and Saving It by Name
To build a report TOB-E does not offer out of the box, ask for a rough version and then correct it one rule at a time.
Warm up with something small so you can see the shape of the data. Ask TOB-E: "Top three lead sources this month?"
Ask for the report you actually want. For example: "Remaining to hit target this month, for the whole team."
Correct one rule at a time. Ask TOB-E: "Are you excluding cancelled and lost leads?" or tell it "Count these two reps' bookings in the totals but not against targets." TOB-E rebuilds the report and tells you what changed.
Challenge any number you do not trust. Tell TOB-E: "For this rep, my records show a different total." TOB-E pulls the individual deals, adds them line by line, and either shows its work or corrects the figure.
Ask TOB-E to save it: "Save this report as target tracker so I can request it whenever I type target tracker."
Turn the report into coaching. Ask TOB-E: "What are you suggesting per rep toward this month's target?" TOB-E returns which reps can still realistically hit target and which leads each one should call.
💡 SmartTip: Correcting TOB-E is part of the workflow, not a sign something went wrong. Changing one rule per message gives you a clear before and after, so you can tell exactly which rule moved the number.
Reconciling Payments and Crew Payroll With TOB-E
To run a month-end money check without pulling reports by hand, ask TOB-E for the transactions directly.
Reconcile deposits by payment method. Ask TOB-E: "Show me all the [payment method] payments received from the 25th to the 29th." Use any payment method set up in your account, including custom payment types you created.
Separate what was taken as deposits from what was collected against service dates, and ask TOB-E about processing fees for the period.
Pull crew payroll. Ask TOB-E: "Give me a table of the people that worked today, how many hours each worked, and how much they should get paid."
Audit anything that looks off. Ask TOB-E about a fee or a transaction pattern and it returns the individual transactions behind the total.
Note: SmartMoving supports Cash, Check, Credit Card, E-Check, Bill to Account, and Storage Credit as built-in payment methods, plus up to 16 custom payment types your company sets up. TOB-E can filter on any of them.
💡 SmartTip: If a total does not look right, tell TOB-E so. "I don't think this is right" prompts TOB-E to break the figure down into the records behind it instead of repeating the same answer.
Tuning Auto-Pricing Engine Settings With TOB-E
To set Crew Ability values from evidence instead of by feel, have TOB-E compare your estimated labor time against your actual labor time.
Crew Ability is a section on the Auto-Pricing Engine page of a tariff, at Settings → Tariffs → [your tariff] → Auto-Pricing → Auto-Pricing Engine.
It controls how much work SmartMoving assumes a crew of a given size can complete, which drives your estimated hours.
Ask TOB-E: "Look at my completed local moves from the past 90 days. Based on estimated versus actual labor time, which Crew Ability settings in my tariff should I change to improve estimate accuracy?" TOB-E returns an analysis of where your estimates ran long or short.
Ask for a tighter format if the answer is long. Tell TOB-E to return, for each recommended change: the setting, the current value, the recommended value, whether to increase or decrease, a one sentence reason, and a confidence level of high, medium, or low.
Add guardrails. Tell TOB-E: "If the data does not support changing a setting, leave it unchanged. Do not recommend adjustments based on isolated outliers."
Open Settings → Tariffs → [your tariff] → Auto-Pricing → Auto-Pricing Engine and update the Crew Ability values yourself, starting with the high confidence recommendations. TOB-E recommends the changes and you apply them.
⚠️ Warning: TOB-E cannot change your tariff settings. Every recommendation has to be entered on the Auto-Pricing Engine page by hand. Review each one against your own experience before you apply it, because Crew Ability changes affect every estimate that tariff produces.
💡 SmartTip: You do not need a perfect prompt. Start with the plain question in step 1 and steer with follow-ups. If TOB-E returns a long analysis when you wanted specific setting changes, tell it to keep the output short and focused on the edits.
Asking TOB-E How to Use SmartMoving
To find out how a SmartMoving feature works without leaving the app, ask TOB-E the how-to question directly.
Ask TOB-E a plain how-to question, such as "How do I set up storage?" or "What features am I not using?" TOB-E searches the SmartMoving Help Center and answers in the chat.
Follow up with your own situation. TOB-E connects the instructions to your account and your data instead of giving you the generic version.
Best Practices
Keep following up. TOB-E holds the thread of a conversation, so the answer you want is often three or four messages past the first one.
Say your conclusions out loud. Telling TOB-E what you think the data means prompts it to confirm the reasoning or correct it.
Give TOB-E your rules. Tone, exclusions, sign-offs, and report names all shape the output for the rest of the conversation.
Challenge any figure you do not trust. TOB-E pulls the individual records behind a total when you push back, which is faster than checking by hand.
Ask "What's next?" whenever you finish a batch of work.
Start a new conversation when you change topics, using the New conversation button at the top of the TOB-E panel. Unrelated earlier questions can pull an answer off course.
Key Details
These are the behaviors that shape how the TOB-E workflows in this article run.
TOB-E answers and recommends, and you make the changes. TOB-E does not edit tariffs, settings, jobs, or customer records. The one thing TOB-E can send for you is a customer confirmation, and it shows you a summary and asks you to confirm before it sends.
TOB-E declines rather than guessing. If a question falls outside what TOB-E can answer, or the data cannot answer it precisely, TOB-E says so and points you at the accurate way to get the number. It does not invent figures.
TOB-E only sees SmartMoving data. Payments recorded outside SmartMoving, leads tracked in a spreadsheet, and crew hours logged elsewhere are invisible to TOB-E and are excluded from every total it returns.
Your conversations are saved. Reopen an earlier conversation with the Chat history button at the top of the TOB-E panel and continue from where you left off.
Troubleshooting
TOB-E says you have reached the daily limit. Your account has used its shared daily message allowance. The banner shows the time until reset. Wait for the reset, or contact SmartMoving support if your account needs a higher limit.
The answers get worse the longer you work. Long conversations lose accuracy, and TOB-E shows a warning icon in the panel header when this starts. Click New conversation and restate the question with the context TOB-E needs.
A total does not match your own records. Tell TOB-E which figure you dispute and what you expected. TOB-E breaks the total into the individual records behind it so you can find the gap. If TOB-E is wrong, click the thumbs down icon and add a comment.
TOB-E returns nothing for a workflow. The data behind that workflow may not be in SmartMoving. Confirm that the jobs, payments, or lead sources you are asking about are recorded in SmartMoving, then ask again.
TOB-E gives a long analysis when you wanted a short list. Tell TOB-E the format you want, including the columns and how long the answer should be. TOB-E rebuilds the answer in that shape.
TOB-E is not in your main navigation. TOB-E access is turned on per user by the account owner in Settings → Company Settings → User Management. Ask your account owner to turn it on, or contact SmartMoving support.