How LEVIN group tracks finances in if.team by voice with ChatGPT

A financial report is only useful when it includes every transaction. At LEVIN group, the owner received part of the money herself, but in the middle of the day she didn't always have time to record where the funds came from or who she passed them to. As a result, the data in the system didn't match the actual cash flow.

The team connected ChatGPT to if.team and changed how information gets in. Now income or an expense can be sent as a voice message, a receipt screenshot, or a file. AI recognizes the data and creates a transaction in the system.

LEVIN group's workflow

LEVIN group uses if.team for finances, projects, tasks, and CRM. Automation started with logging transactions in the finance module: the team needed a quick way to record income and expenses during regular work.

Eight minutes were enough to describe the task

First, the team had a short call with Ruta, a technical producer and if.team partner for AI integrations. In eight minutes, they described the problem and showed how they currently enter financial data.

After that, LEVIN group gave remote access to a laptop in a few clicks and went back to their work. Ruta handled the setup, connection, and testing herself.

ChatGPT got more than 30 actions in if.team

Ruta connected ChatGPT to if.team and set up more than 30 actions for finances, tasks, projects, and CRM.

The available actions include adding a financial transaction, finding tasks in a project, commenting, and creating leads.

A separate skill was set up for the finance scenario. It sets the rules ChatGPT uses to determine the transaction type, amount, category, and other data needed for the record.

Income and expenses can be logged by voice

When the owner receives or pays out money, she doesn't need to put things aside, open a finance spreadsheet, and fill in fields by hand. She can send a voice message to the chat right away.

ChatGPT extracts the data from the message and creates a transaction in if.team. The same process works with a receipt screenshot or a file: AI recognizes the amount and category and transfers the information to the system.

This helps the team record data in income and expense tracking while the person still remembers the amount and details of the transaction.

Below is an example of the integration at work, with sample data.

The team works with tasks, projects, and CRM through chat

The connection covers more than finances. By voice, you can ask to find tasks in a specific project or leave a comment. This makes it quick to record clarifications without switching between sections of the system.

Another scenario is about leads. If a potential client writes on Instagram, the user can send ChatGPT a screenshot of the conversation. AI recognizes the data and creates a lead in if.team CRM.

The result is saved in the relevant section of if.team, where the team keeps working with it.

Tasks with assignees appear after Zoom and Google Meet calls

The team also got automatic recording of Zoom and Google Meet calls. After a meeting, AI processes the agreements and creates tasks in the right project.

Each task comes with context and an assignee right away. The team doesn't need to copy meeting outcomes into a task manager. To learn how fields, statuses, and views work in if.team, see the task documentation.

The setup was tested on real data

After connecting, Ruta tested the scenarios on LEVIN group's working data. The check covered not only message recognition but also the end result in the system: whether the transaction, task, comment, or lead is created correctly.

“It looks great. Yes, they work, and I'm very grateful for your help ☺️”

— Maryna Krasovska, LEVIN group

What changed in financial tracking

The owner can record income or an expense right away, without filling in a transaction by hand. The team reviews the records and works with them in the system they already use. ChatGPT has become another way to enter and find data in if.team.

FAQ

What data can be sent to ChatGPT for a financial transaction?

In this scenario, the team uses voice messages, receipt screenshots, and files. ChatGPT recognizes the data and creates a transaction in if.team.

What exactly does AI determine?

For a financial record, ChatGPT determines the amount and category. Other fields and rules depend on how the scenario is set up.

Does the integration work only with finances?

No. LEVIN group has more than 30 actions set up for finances, tasks, projects, and CRM. They include finding tasks, adding comments, and creating a lead from a conversation screenshot.

How does the team check the result?

After an action runs, the result appears in the relevant section of if.team. During setup, the scenarios were tested on the team's real data.

Connect an AI assistant to your company in if.team. If you need help choosing a scenario and setting it up, book a demo.