Add AI to your FileMaker system

Add practical AI tools directly into your existing Claris FileMaker system to give you a competitive edge, improve productivity, uncover useful insights and make your everyday work easier. FileMaker is an ideal platform for introducing AI – so you can start with something simple and effective, add value quickly and build from there.

How FileMaker AI can benefit your business

AI systems are driving a new wave of business efficiencies, giving businesses a competitive edge through working faster, reducing manual effort and uncovering useful information hidden in existing data. And because your Claris FileMaker system already stores business data in a structured way, it’s the perfect foundation for practical AI tools.

Introducing AI to your business doesn’t need to mean starting again. It’s about enhancing the system you already have, making it easier for your team to do what they do best, spend less time on repetitive tasks, and get insight you never thought possible. And it’s something you can do gradually, adopting one new AI tool at a time – an evolution of your system rather than a risky revolution. This is a low risk, practical way to introduce AI.

See FileMaker AI in action

One of the most practical starting points for FileMaker AI is processing supplier invoices and receipts. AI can extract key information from PDFs, scans or photos – even if they’re handwritten or scanned at an angle – saving someone from having to key it all in manually. It doesn’t matter that every invoice is different. The AI tool can work it out, and one of your team can then review the output to make sure it’s right. 

This is the kind of high-value application that makes AI worth introducing. It solves a real problem, is easy to understand, and can be implemented without changing the wider system.

3 key ways FileMaker AI delivers results

At Decent Group, we use AI to enhance FileMaker systems in three key ways.

Productivity

AI tools can automate repetitive tasks, cutting down time spent on manual work. That could include summarising conversations, drafting reports, preparing proposals, generating quotes or extracting information from documents and invoices.

Insight

AI can look through complex documents or data sets to identify salient points or make valuable predictions. For example, it can analyse historical order data to help a customer anticipate changes in demand.

Usability

AI can make existing tools, systems and processes easier to use. That could mean a search tool that can cope with spelling mistakes or loose descriptions, giving faster access to the records your people need.

How can AI enhance your FileMaker system?

Here are some practical ways to use FileMaker AI.

Invoice and receipt processing

Drag and drop invoices and receipts — even handwritten ones! — into a tool that extracts text information automatically, saving hours of manual keying and reducing the risk of human error.

Proposal and report drafting

Generate first draft proposals, reports or client documents based on key inputs and previous material, giving your team a really valuable head start.

Quote generation

Enter the details of a new job and receive a full draft quote based on previous quotes and your existing pricing logic.

Document summarisation

Get summaries of long, complex documents, highlighting important points, actions and decisions. For example, feed in a set of technical drawings and extract a list of all the components needed, grouped together in helpful ways.

Natural language search

Search your own data as you would a search engine, where imprecise descriptions and spelling mistakes are not a problem.

Intelligent reporting

Highlight significant or unusual changes in metrics across your workflows based on historical data.

Photo and image processing

Use AI to search for important details across image databases, or to blur out personal data such as faces and number plates.

See an example you like? Let’s talk about how it could work in your FileMaker system.

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We have been building AI into FileMaker systems for years

We have been incorporating AI into FileMaker systems since it first became feasible. The possibilities are expanding all the time, and so are the solutions we are developing for our clients.

Watch our first AI explainer video from 2023

AI and FileMaker: how it works

AI can be added to your existing FileMaker system without rebuilding it from scratch. It’s about extending the system you already use rather than replacing it.

We can work with AI features available in the latest version of FileMaker, or connect other AI tools where they are the better fit – allowing us to build everything from small, focused improvements to advanced modules.

Where sensitive data is involved, we can optionally make the AI data processing take place on your servers, so your data never gets sent to a third party.

As always, we will work with you to understand your needs, and make sure we deliver the best solution for you.

Watch video – AI-powered natural language search  
Even if you misspell a name or use the wrong word, the AI search still brings back the right results.

Talk to us about AI in your FileMaker system

Contact us now

FileMaker AI frequently asked questions

What can AI actually do in a FileMaker system?

AI can support many different tasks in a FileMaker system, from faster, easier search and document summaries to drafting reports and data extraction. It all depends on where the problems or bottlenecks are you want to solve.

What are the real benefits of adding AI to FileMaker?

The most common benefits are faster workflows, less manual effort, better access to information and more useful tools inside the system you already use.

Does a FileMaker system need to be rebuilt to use AI?

No. AI capabilities can be integrated into your existing FileMaker system, extending what you already have rather than replacing it.

Does every FileMaker system need AI?

Not every FileMaker system needs AI, but the tools are so versatile that you're probably missing out if you don't use it for something. The best starting point is to look at the workflows, bottlenecks and repetitive tasks in your current system and decide where AI could add real value.

Is FileMaker AI expensive?

The cost of development depends on what you’re using it for. Some AI features, such as  document summaries or natural language search (one which can handle spelling mistakes, etc), can usually be introduced relatively quickly. More complex AI tools usually need more planning, testing and implementation work. Either way, currently AI is remarkably affordable to use given its power.

Is business data safe when using FileMaker AI?

Data security depends on how the solution is designed. We can ensure that your data is safe, for example by keeping everything on your own server, so you avoid sending your data or images to be processed elsewhere.

Is there a danger of AI getting it wrong?

AI does sometimes give incorrect or misleading answers. However, we always build our AI tools so that a human being checks the output and confirms that it is correct and makes sense.

How much data is needed for AI to be effective?

It depends. Some AI features need minimal internal data, while others need larger amounts to learn from.

Will AI replace staff or change roles?

AI is more likely to support roles than replace them. Usually it helps teams handle more work, do less repetitive admin and spend more time on higher value tasks – allowing you to grow your business with the same team.

How do we choose the right place to start using AI?

Start with a repetitive, time-consuming or insight-poor process where the potential value is easy to understand. The best early AI applications are usually quite straightforward and practical.

How do we get started with AI in our FileMaker system?

Start small. Identify a clear problem, test a pilot solution, and assess the impact before rolling out anything broader.

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Each month the Decent Group newsletter delivers practical insights into how software systems can help you run a better business. It’s a quick way to check on your progress, identify business benefits you’re missing, and gain inspiration for the road ahead. 

We typically explore how SMEs can (and should) leverage business systems to achieve tangible benefits. We dive into a recent project and what it delivered for our client, with lessons for businesses like yours. We'll also highlight the new tools and solutions our team has been developing and the impact they’re having on our clients (and ourselves). And we cover any relevant FileMaker news and what actions you can take in response.

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