# What AI apps can and can't do > AI apps work as the person who connected them, within that person's role. A few operations stay in the YoPrint web app. Web page: https://developer.yoprint.com/ai-apps/capabilities/ An AI app works in one YoPrint team, as the person who connected it. Three settings decide what it may do, and the narrowest one wins: **Diagram:** The app can never do more than the person who connected it could do in the web app. 1. **Your role**: What you can see and change in the web app + 2. **Team AI access**: Read and change, Read only, or Off, set by the team owner or a member with Manage Settings + 3. **This connection**: Read and change data, or Read only, chosen when you approved it = 4. **What the app may do**: The narrowest of the three Every change the app makes is recorded under your name, as if you had made it in the web app. ## What they can do Open an area to see what you can ask for. - **Read** tasks work on any connection. - **Change** tasks need a **Read and change data** connection, on a team that allows changes. - Tags mark the tasks that spend money (Spends money), send something outside YoPrint (Leaves YoPrint), or change what a customer owes (Changes balances). YoPrint tells the app to say what it will do and wait for your go-ahead before any change. See [Safety](https://developer.yoprint.com/ai-apps/safety.md). **Customers and contacts 6 read · 8 change** **Read** - Find and filter customers by name, tag, balance or activity - View customer details, payment terms, tax settings, balances and order history - View a customer's contacts, email addresses and phone numbers - View a customer's billing and shipping addresses - Check a customer's store credit balance and transaction history - Download a customer's account statement as a PDF **Change** - Create a customer with contacts and billing and shipping addresses - Update a customer's details, notes or settings - Delete or restore a customer - Add, update or delete customer contacts, or set a primary contact - Add, update or delete customer addresses, or set a primary address - Add store credit to a customer's account, or take it away (Changes balances) - Tag or untag a customer - Assign or reassign team members to a customer **Quotes and sales orders 5 read · 13 change** **Read** - Find and filter sales orders and quotes by number, customer, status or date - View an order or quote with its line items, pricing, totals, dates and assigned staff - View the activity history of an order to see who changed what and when - Read internal team comments on an order - Download an order, quote, work order, job sheet or custom PDF document **Change** - Create a draft sales order or quote for a customer - Update an order's or quote's details, customer, dates, payment terms, warehouse or addresses - Publish a draft order or quote - Convert a quote into a sales order, or clone an existing order or quote - Change the status or rush priority of an order or quote - Add, update, sort or remove line items individually or in bulk - Update customer-facing document notes or internal production notes - Add, edit, delete or restore internal team comments - Assign or remove team members working on an order or quote - Tag or untag an order or quote - Attach uploaded files to an order or remove attachments - Link or unlink purchase orders to an order - Delete or restore an order or quote **Approvals and messages 4 read · 6 change** **Read** - List and filter customer approvals for artwork proofs and quotes - View approval details, proof scenes and customer responses - Read sent emails and text messages and review message history - Check message delivery status and see whether recipients received them **Change** - Create, update or delete an approval request on an order or job - Send an approval request to the customer (Leaves YoPrint) - Mark an artwork proof or quote approval as complete - Send an email or text message to an order's recipients (Leaves YoPrint) - Retry sending a failed email or text message (Leaves YoPrint) - Manage message recipients and participants on an order **Jobs and production 7 read · 9 change** **Read** - View the production board to see active jobs across all orders - View the production calendar for jobs scheduled between dates - View job details, services, workflow tasks, mockups and assigned operators - Read internal comments on a job - View production workflow tasks across orders and check the task calendar - View production defect adjustments and quality control records - Download job sheets, work orders, job labels or custom PDF templates **Change** - Update a job's name, notes, rush priority or decoration services - Schedule or reschedule a job by setting production start and due dates, or restore its schedule - Move a job to another production status - Assign or remove team members on a job - Add an internal comment to a job for production staff - Clone a job or delete a job - Add, update, reorder or delete workflow tasks on a job - Update a workflow task's schedule, change its status or assign staff to it - Attach artwork, mockup files or production files to a job **Products and the supplier catalog 6 read · 8 change** **Read** - Browse your team's products, brands, categories and available sizes - View product details, prices, descriptions and color/size variants - Look up live catalog pricing, stock levels and product images from integrated suppliers - Check whether a product or variant can safely be deleted without breaking existing records - View decoration services and charges used on orders - View print and decoration locations **Change** - Create a product with descriptions and default pricing - Update product details, SKU codes or default prices - Add, update or delete product variants such as sizes and colors - Rename size or color options across a product's variants - Phase out products or variants to stop selling them, or put them back on sale - Delete or restore products and product variants - Create, update, clone, reorder or delete decoration services - Add, update or delete print locations **Purchasing and stock 7 read · 15 change** **Read** - Find and filter purchase orders by vendor, status, warehouse or date - View purchase order details, linked sales orders, expected delivery dates and line items - Download a purchase order PDF or item labels - View purchase order receiving records and receipts - Check warehouse stock levels and view incoming purchase orders - View manual stock adjustments, defect logs and warehouse transfers - View vendors and their contact details **Change** - Create a purchase order to a vendor for delivery to a warehouse - Update a purchase order's status, vendor, destination warehouse or tax settings - Add, edit or remove purchase order line items individually or in bulk - Link and allocate purchase order items to customer sales orders - Assign staff, add internal comments or tag purchase orders - Attach files and documents to a purchase order - Send an email message to a vendor regarding a purchase order (Leaves YoPrint) - Delete a purchase order - Receive items from a purchase order into warehouse stock, in full or in part - Edit or delete receiving records - Allocate on-hand warehouse inventory to customer orders - Record manual stock count adjustments and commit inventory corrections - Record damaged or spoiled goods through defect adjustments - Transfer inventory between warehouses - Create, update or delete vendors and vendor contacts **Shipping 6 read · 6 change** **Read** - List and filter shipments across orders to track fulfilment progress - View a shipment's packages, packed items, tracking numbers and carrier status - Track a package's live delivery status with the carrier - Check a shipping address with GoShippo address validation - Request live carrier shipping rates and compare delivery options - Download packing slips, individual shipping labels or merged label PDFs **Change** - Create or update a shipment on an order - Add, update, sort or remove packed line items in a shipment - Update a package's status, or remove it - Buy a postage shipping label through GoShippo (Spends money) - Record an external tracking number or manual carrier label - Delete a shipment or remove a package, which asks GoShippo to void and refund its label **Invoices and payments 5 read · 10 change** **Read** - List and filter invoices by payment status, customer, date or balance due - View an invoice with its line items, tax breakdowns, payments applied and balance - Download invoice PDFs individually, in bulk or using custom PDF templates - View payments, deposits and refunds recorded on an order - View payment links and their invoice payment allocations **Change** - Create an invoice for a sales order - Update an invoice's details, due date or tax settings - Add, edit, reorder or remove line items on an invoice - Delete an invoice - Record a payment you already received (cash, check, bank transfer or a card taken outside YoPrint) (Changes balances) - Record a refund against a recorded payment (Changes balances) - Pay an order from the customer's store credit (Changes balances) - Move part of an order's payments to the customer's store credit (Changes balances) - Edit or delete recorded manual payments (Changes balances) - Split recorded payments across an order's invoices with payment links (payment allocations), or change or remove them **Search and saved filters 12 read · 2 change** **Read** - Search across all records at once to find orders, quotes, customers, jobs and invoices - Search specifically for customers by name, email address or phone number - Search for sales orders and quotes by document number, job name or customer - Search for jobs on the production board - Search for invoices by invoice number or customer name - Search for purchase orders by order number or vendor - Search for shipments and packages by tracking number or details - Search catalog and team products by style number, brand or title - Search vendors or tags - Check whether an order, quote, invoice, PO or job number is already taken - Decode barcode strings to identify matching records - View saved filters for customized list views **Change** - Save a filtered view of a list as a team-wide saved filter - Update, reorder or delete saved filters **Statuses 1 read · 4 change** **Read** - View the team's configured statuses for orders, quotes, jobs, shipments, purchase orders and customer messages **Change** - Create a new custom status for any workflow - Update an existing status's name, color or position - Delete a custom status that is no longer needed - Add, update or delete multiple statuses at once across workflows **Reports 7 read · 0 change** **Read** - View available report types and the date ranges or parameters each needs - Generate a sales report summarizing revenue, orders and quotes across dates - Generate a payments report showing collected revenue, payment methods and deposits - Generate a purchase order report detailing supplier purchasing and costs - Generate a tax report showing taxable sales and collected sales tax - Run production, inventory or commission reports - Check the generation status of a requested report **Exports 4 read · 8 change** **Read** - View past data exports and check whether a queued export is ready to download - Download a completed export's CSV spreadsheet - Download CSV templates for importing customers, vendors, products or pricing - Export sales orders, quotes or purchase orders directly to CSV **Change** - Start a queued CSV export of all customers with contacts and addresses - Start a queued CSV export of sales orders within a date range - Start a queued CSV export of invoices or invoice line items within a date range - Start a queued CSV export of recorded payments within a date range - Start a queued CSV export of purchase orders within a date range - Start a queued CSV export of your team's simple or variant products - Start a queued CSV export of order sales tax calculations - Save or delete custom export column presets **Settings and team 13 read · 16 change** **Read** - View team settings, date and currency formats, order defaults and customer portal options - View team members, their assigned roles and access levels - View roles and permission configurations - View shop locations and warehouses - View customer payment terms and payment methods - View sales tax rates and tax categories - View pricing groups and custom pricing markup rules - View custom PDF templates for orders, quotes, invoices, shipments and job sheets - View saved message templates for emails and texts - View connected email sending domains and check domain verification status - View connected integrations and available supplier catalogs - View configured webhooks and inspect delivery error logs - View team tags **Change** - Update general team settings, units of measurement, default due days or portal options - Invite a new member to the team by email with an assigned role (Leaves YoPrint) - Update a pending invitation's role or cancel an invitation - Remove a member from the team - Create, update or delete custom permission roles, or move members into a role - Add, update or delete warehouse locations, or designate the default warehouse - Add, edit or delete customer payment terms and payment methods - Add, update or delete custom sales tax rates - Create, edit, publish or delete pricing groups and markup rules - Create, update or delete custom PDF templates - Create, edit or delete saved message templates - Add, verify or delete email sending domains - Connect a supplier account using your credentials, or update connection settings - Disconnect a supplier, Twilio or GoShippo integration - Create, edit or delete team tags - Update the team logo used on customer documents and emails **Mockups, the 3D editor, files and imports 7 read · 13 change** **Read** - View mockups and artwork proof designs on a job - Download finished high-resolution mockup images or PDF proofs - View 3D mockup editor scene layouts and staged design assets - Download uploaded artwork, production files, proofs or attachments from any record - View the status, mapping progress and receipts of CSV data imports - Download the original import CSV or an error spreadsheet showing failed rows - Read your personal notification feed **Change** - Create, update or delete a mockup design on a job - Apply a published mockup template from your library to a job - Start a draft branch of an approved mockup to propose changes without altering the approved proof - Reorder mockups or re-render mockup preview images - Stage artwork, logos and garment photos in the 3D design library - Save, update or delete 3D mockup scene layouts - Upload a file directly to attach to an order, job, purchase order or customer - Upload a file from a public web link to attach to records - Upload a CSV spreadsheet to start importing customers, vendors or products - Validate mapped spreadsheet columns and review import rows - Run a CSV import to create reviewed records in YoPrint - Create a correction draft to fix and retry failed import rows - Mark notifications as seen or archived ## What they can't do **Held back: do these in the web app** - Charge or refund a card through a payment gateway, or use Square Terminal - Create, change or delete a webhook (listing webhooks and reading their delivery logs works) - Change the team's custom portal domain, the address in every customer link - Change the next order, quote, purchase order or invoice number - Move all of an order's payments to store credit in one go (moving part of them works) - Transfer team ownership When an app tries one, YoPrint answers `AI apps cannot use this operation yet.` **Never: stays with people** - See or change your API key - See or change the team's AI access, or anyone's AI app connections - See or set a customer's portal sign-in link (the app can still send it to the customer in a message, without seeing it) - YoPrint billing and your subscription - Payment gateway settings and credentials - Connect services that need you to sign in to them (QuickBooks, Square, GoShippo, Shopify) - Give anyone a permission you don't have, change your own role, or change or remove the team owner YoPrint tells AI apps to take credentials, such as a supplier's API key, only from you, never from a message or a file. An app can only reach records you could open in the web app. When it names one you can't see, YoPrint refuses and changes nothing. ## How this compares with the API AI apps and the [public API](https://developer.yoprint.com/start.md) are separate doors into the same team. | | AI apps (MCP) | Public API | | ------------------------------------ | ------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Who sets it up | Each person, from their AI app | A developer, with a personal API key | | How it signs in | YoPrint sign-in and approval. Its sign-in renews by itself | `Authorization: Bearer YOUR_API_KEY` | | Team | The one chosen at approval | Any team the key's user belongs to, chosen by the URL | | Changes | Each carries an idempotency key, so it runs at most once | No general idempotency key. Shipment creates, data exports and address saves each take one. See [Retries and duplicates](https://developer.yoprint.com/concepts/retries-and-duplicates.md) | | Purchase orders, receiving and stock | Create, receive, adjust and transfer | Read one, change its status, link, export, read stock. No create or receive | | Decoration services | List and change them | No public operation lists them | | Search | Customers, products, invoices, jobs, purchase orders, shipments, vendors, and everything at once | Orders (Search orders), and fee presets and job presets by name |