The Wraptor handbook

Rex — your shop's wrap expert, on its own page and on every job

Who it's for

Rex is for the owner, manager or designer who wants a knowledgeable second opinion without leaving the app — someone diagnosing a lifting edge, checking a state's tint law, sanity-checking install hours for a tricky vehicle, or asking what needs attention today. Rex talks like a senior installer. He reads your live shop data, the documents you upload, and this manual, so his answers use your job numbers and your customers.

Rex can also do things — create a customer, draft a quote, move a stage, add a new stage to your board, send an email, add a supply, set a stock count, remember a shop preference — but only after you press Confirm on an approval card. He reaches every hub of the app, not just jobs and quotes, and he can take you to the screen you need.

Where it fits

Rex has three homes, and it is the same Rex in all of them — same lookups, same actions, same approval cards:

The Rex page at /ai — a full chat with saved conversations, plus Knowledge for your own documents.
The Rex tab inside a job — one shared chat per job, already loaded with that job's vehicle, customer and stage.
The slide-out Rex panel (tabs Rex, Alerts, Team) — opens over whatever page you are on, without leaving it. Rex knows which page that is and which job, customer, quote or item it shows, so "what's left on this job?" just works. The answer streams in as he writes, his lookups show as he runs them, and a change arrives as the same approval card as on /ai. A panel conversation is a personal chat: the panel opens on your most recent personal chat — the same one /ai opens on — and saves under Personal there. It is one conversation in two places: ask something on /ai and the panel picks up those turns the next time you open it. The header's Open in Rex link takes you to that chat on /ai, and New chat starts a fresh one.

Rex is not in the left nav. These are the ways in, and which ones send a question for you:

The ? button in the bottom-right corner → Ask Rex opens the slide-out panel; on a phone, More → Ask Rex does the same. Nothing is typed for you.
⌘K / Ctrl+K → Ask Rex about this page opens the panel with that question typed in, ready to send — add to it or press send. The Alerts tab's Ask Rex works the same way.
Inside a job card, Draft with Rex (the Customer tab's Send an update header) and Explain this quote (the Quotes tab) keep the card open, switch it to the job's own Rex tab and send their question there straight away (see Jobs).
On /ai, the suggestion chips and the briefing card's Rex buttons send their question straight away, and so do the openers in a job's Rex tab and the suggestions in an empty panel.
To reach the /ai page, use the panel's Open in Rex link, Open the full Rex workspace on the Rex buddy card, or ⌘K / Ctrl+K → Ask Rex.

A question typed in for you goes under anything you had already typed in the panel's message box, never over it. If Rex is still answering, or a card is waiting for you, a question sent for you waits in the message box instead of being lost.

Alerts. The panel's Alerts tab lists what needs you — past-due jobs, quotes about to expire, approved jobs with no install date, past-due follow-ups, low stock and thin margins, limited to what your role and locations cover. Each alert has its own link and an Ask Rex button that opens the Rex tab with the alert already typed in (Help me with: …), so you can add "and draft the text to the customer" before sending. When something high or medium is waiting, the Rex buddy in the corner wears a red count — tap it to open Alerts — and once a day he says so in a speech bubble ("2 things need you — …"). The compact Rex launcher shows the same count, and its menu has a row that opens Alerts. Rex stays quiet while he's hidden in the corner, and the count is checked once per browser session (again after an hour), so it never costs an AI message.

See Workflow map for the lifecycle and Personas for who works where.

Overview

Chat — ask anything: install troubleshooting (bubbling, silvering, adhesive tunneling), vehicle-specific quirks, surface prep, technique by film brand (3M, Avery, Oracal, KPMF, Hexis, Inozetek), tint law for all 50 states and DC, PPF coverage tiers, removal difficulty, film warranty terms, and color and letter-sizing theory. Rex also answers questions about your shop — a job's quotes and payments, a customer's history, what you charged for the last few jobs like this one.
Job chats — every job carries its own conversation. It is shop-wide: anyone on your team with AI access can read it and add to it.
Knowledge — upload your own PDFs, text and Markdown files, or pull in documents already attached to jobs, so Rex answers from your SOPs, warranty terms and spec sheets.
Actions — Rex can create, move, add a board stage, schedule, send, add an inventory item and set a stock count, plus the actions in each hub's toolbox (below). Every one of those arrives as an approval card you either Cancel or Confirm.
Toolboxes — beyond the everyday lookups, each hub has a toolbox Rex opens when a question needs it: jobs, quotes, money, customers, scheduling (calendar, bays, online booking requests, time tracking), inventory, proofs (proofs, files, e-sign documents, condition reports), team, comms (inbox, customer messages, team chat, notifications, newsletter), reports, growth (leads, your directory listing, website and blog, warranties, the installer network) and studio. You don't pick one — ask in plain words and he opens what he needs. Asking from a hub's page has that toolbox ready already.
Take me there — ask "take me to unpaid invoices" or "open JOB-0042". In the slide-out panel Rex opens the page and the panel stays open beside it; on /ai and in a job's Rex tab he answers with an Open … button instead, so the conversation stays on screen. He only opens pages inside Wraptor.

The rule: Rex asks before he changes anything. That includes memory — tell him to remember a shop preference and he shows a Remember this? card first, because a remembered fact steers every later chat for your whole team. Nothing is remembered until you press Confirm, and only the person in the chat can ask: an email or document that says "remember this" doesn't count. To see every fact he remembers, open Settings → Rex memory: each one shows when it was saved and a Forget button (tap it, then Forget it). Anyone with Rex access can ask him to forget a fact behind a card; forgetting from Settings takes the Settings permission. Rex applies the newest 50 facts; if there are more, the page says so.

The Rex page (/ai) The header reads Rex, with two pills:

Chat — your conversations.
Knowledge (n) — your documents, with the count in the label.

Chat. On a desktop there is a sidebar on the left with a New chat button and your conversations grouped under Job chats and Personal. On a narrower screen that sidebar collapses to a Chats button (it opens a drawer) with New chat beside it. Opening the page shows your most recent personal conversation, selected in the sidebar, so a follow-up continues it.

Each row shows the conversation's name, a job number for job chats, and a relative time ("just now", "3h ago", "Sep 6"). Hover, focus or tap a row and two controls appear: a pencil to rename it and a trash can to delete it (with an inline confirm). Deleting archives the conversation rather than shredding it, and moves you to the newest one left.

A conversation is only created when you send the first message, and only once that message is within your plan's Rex limit — opening /ai, pressing New chat twice or opening a job's Rex tab does not leave empty rows behind. Empty conversations left over from before this change stay out of the list. Untitled rows read New chat or Job chat; once you ask something, the name is taken from your first message, and your own rename is never overwritten.

A fresh chat shows How can I help, {your first name}?, a short line about what Rex does, suggestion chips (What needs my attention today?, Add a customer and start a full-wrap job, What should I charge for a Transit full wrap?, How many sq ft to wrap a Sprinter high roof?, How do I set up online bookings?) and your briefing card — today's schedule, follow-ups, and a "needs your attention" grid, the same card Home shows (Dashboard overview). Here, each follow-up and the quiet quotes and no deposit tiles carry a small Rex button that asks him about that row in this chat ("Draft the follow-up for JOB-0042 …"); the rows' own links still open the record. Home's copy has no Rex buttons. The card is skipped when there is nothing to surface.

While Rex works you see what he is doing: Searching jobs, Loading job details, Looking up customer, Checking the manual, Reading the manual page, Measuring the vehicle, Checking tint law, Checking PPF coverage, Pricing from your history, Checking inventory, and a chip naming the toolbox he is opening or the page he is taking you to. Hover or tab to a finished reply and a Copy control appears under it, which puts the answer on your clipboard as plain text. The footer under the composer reads "Rex can act on your shop — he always asks before he changes anything."

While a confirmation card is waiting, the message box is locked and reads "Confirm or cancel the card above first…" — to change what Rex proposed, press Cancel and ask again. A cancelled action stays in the chat marked · cancelled; one that failed is marked · failed.

If an answer drops on the way, you get "Rex hit a snag answering that." with a Try again button. When a confirmation card is still waiting, the message changes to "Rex hit a snag. Answer the confirmation above, or send your question again." and there is no retry button — retrying would throw your pending action away.

Knowledge (/ai?tab=knowledge) Two ways in, side by side under Add Documents:

Upload New File — PDF, TXT, or Markdown.
Import from Jobs — a list of job files with a Search job files... box and a count of how many are available. Only PDF, text and Markdown files appear; anything already imported is hidden. Hover a row and press + to import it.

Below that, Knowledge Base lists one card per document with its status — Pending, Processing, Ready or Error — plus the number of chunks, page count, file size, and a delete button. With nothing added yet the panel reads "No documents in your knowledge base yet".

The job's Rex tab Second tab in the job card, right after Details, and only for team members whose role includes AI. Its header reads Rex — {JOB-0042} with the customer and vehicle underneath, and the note Visible to your shop. Before anyone has asked anything: Ask about {JOB-0042} / "Rex already has this job's vehicle, customer and stage", with three openers — the vehicle's square footage, a drafted status update for the customer, and what is left before the job moves out of its current stage. A finished reply has the same Copy control as on /ai, so a drafted update goes straight into an email or text.

That tab and the Job chats group on the /ai sidebar are the same conversation. A job has exactly one.

Capabilities

Ask the wrap expert

Diagnose an install problem from the symptoms and get the fix plus the prevention.
Look up vehicle-specific quirks and realistic install hours.
Check tint VLT limits and rules by state, PPF coverage tiers, and film warranty terms.
Get film-specific technique — heat and post-heat, squeegee angles, relief cuts — and substrate behavior.
Get square footage for a vehicle from measured data rather than a guess.

Ask about your shop

Find a job by job number, title or customer name.
Pull a job's whole picture: quotes with line items and totals, invoices with payment status, customer contacts, proofs, notes, status history and schedule.
Look a customer up — contacts, emails and phones, vehicles, recent jobs.
Check a job's proofs: each version, how many pages it has, and whether it is unsent, waiting on the customer, sent back with changes, approved or replaced by a newer version.
Get a price range for a job type from your own completed jobs and your current rate card, or the last few prices you actually charged. Both need the Billing & Quotes permission, like the quote builder.
Find an inventory item — a roll or a shop supply — by a word or two of its name, and see what's on hand, its unit, its minimum and its reorder link.

Rex reads jobs, customers, quotes, invoices, proofs, pricing history and inventory every time, and the rest of the app — payments, the calendar and bays, purchase orders, team and settings, the inbox, reports, leads, the website and WrapStudio — through the toolboxes. He only ever sees what your role can see: a section your role can't open, he can't read either.

Ask how Wraptor works Rex searches this manual and answers from what it says, with a link to the page.

Let Rex do it — after you confirm Rex proposes the change as a card headed with a plain question — Create this customer?, Add this vehicle?, Create this job?, Create this draft quote?, Move this job's stage?, Add this stage to your board?, Schedule this job?, Add this note?, Send this email?, Add this to inventory?, Adjust this stock count?, Remember this?, Forget this fact?, and the toolbox actions' own questions — showing what the change will actually hit (the job number and title, the customer's name, the address an email will go to, the stage label it moves from and to, the bay, the stock item and its current count) and the rest of what he intends to use, a Needs approval badge, and Cancel / Confirm. Nothing happens until you press Confirm. If Rex picked something that doesn't check out — a stage your shop doesn't have, a customer with no email, a job you can't reach — the card says so and Confirm stays off. A quote Rex creates is saved as a draft; sending it is still your move (Quotes). If the app turns down part of a change you confirmed — say a checklist value the item won't take, like a word in a number item or a pick that isn't one of its choices — Rex tells you it didn't go through and names the items he had already updated, never reporting the refused one as done.

Ask Rex to book a job — "put JOB-0042 in Bay 2 Thursday at 1pm with Mike and Ana" — and the Schedule this job? card lists the day, the bay and the Crew as you named them. On Confirm he books the crew in that order, the first name as lead, the same as picking crew on Scheduling. Each name has to match one active teammate: a name two people share ("Mik" for Mike and Mika) is refused with both names so you can say which, and "me" means you. Booking needs the Calendar permission.

Ask for a new column — "add an Off-Site stage after Installing" — and Rex adds it to your board, the same as Settings → Workflow → Add stage. Without a position it goes just before your completion stage. It needs the Settings permission; a name your board already has is refused with your current stages listed. The new stage starts hidden from customers' tracking pages until you switch its eye on in Settings → Workflow.

Teach him your shop Upload your SOPs, warranty terms and spec sheets to the Knowledge Base, and tell Rex to remember standing preferences ("we don't do matte wraps", "always quote install separately") — press Confirm on the Remember this? card to save it. Both are shop-wide: a remembered fact applies to later chats for everyone on your team, not just yours. To see or remove what Rex remembers, open Settings → Rex memory, or tell Rex to forget it — he asks first, on a Forget this fact? card.

Rex lead replies — a drafted first answer to every new lead Off until your shop switches it on in Settings → Communications → Rex lead replies (the section only appears once Wraptor has enabled the feature). Once on, Rex drafts the first reply to each new lead and leaves it on the lead card in Leads for your team to Send, Edit or Skip — he never sends one himself. The prose is Rex's; every number and link is added by Wraptor, never written by the AI:

A ballpark appears only when it comes from your own pricing: the range your Magic Wrap page already showed that customer, or, for a full or three-quarter wrap on a vehicle with an exact measurement, the Good-to-Best span of the options Create quote would write (your film rates, your install rate, the measured install hours and your waste allowance), before tax and called an estimate, not a quote. A nearest-match vehicle, a cab-only measurement, tint, PPF and partial wraps get no number — and Rex never uses a national average.
A reply Rex writes that mentions a price, a link, an email address, a phone number or AI is thrown away and the standard reply is used instead.
The customer's contact details are never sent to the AI, and what the customer wrote is read as information, never as instructions.

Rex treats what customers and documents say as information, not orders. Text written outside the chat reaches him marked as untrusted data: inbound emails and customer replies, lead messages, a customer's proof comments, the notes on an online booking request, review comments, job notes, your Knowledge documents and the page's title. A line in any of them that tells Rex to do something is read as part of the record — only the person in the chat can ask him for an action, and even then the card waits for Confirm.

Step-by-step tasks

Ask a quick question
1. Press the ? button in the bottom-right corner → Ask Rex for the slide-out panel over the page you're on, or ⌘K / Ctrl+K → Ask Rex for the full /ai page.
2. Type your question, for example "fix for silvering on a matte black hood?" — or, on a job, quote or customer, "what's left on this one?".
3. Read the answer. If Rex offers to do something, decide on the card.
Have Rex take you somewhere
1. Ask for the screen in plain words — "take me to unpaid invoices", "open JOB-0042", "where do I turn off review requests?".
2. In the slide-out panel, Rex opens the page and says where he sent you. On /ai or a job's Rex tab, press the Open … button he gives you.
Work a single job with Rex
1. Open the job from the Jobs board.
2. Switch to the Rex tab.
3. Ask, or tap one of the three openers. Everything you type there is visible to your shop.
Add your own documents
1. Open /ai and switch to the Knowledge pill.
2. Press Upload New File and pick a PDF, TXT or Markdown file — or find the file under Import from Jobs and press +.
3. Wait for the card to read Ready. Rex only searches documents in that state.
Let Rex make a change
1. Ask for it in plain words — "add a customer called Perez Plumbing and start a full-wrap job for their Transit".
2. Read the card: it lists every value Rex will use.
3. Press Confirm to run it, or Cancel to drop it.
Keep your chats tidy
1. On /ai, hover a conversation in the sidebar.
2. Use the pencil to rename it, or the trash can and then the check to delete it.
3. Press New chat to start fresh — the row only appears once you send something.
Keep inventory straight from chat
1. Paste the supplier link — "add https://fellers.com/products/… to supplies" — or name the item and the count: "set isopropyl alcohol to 3.5".
2. Rex finds the item, or builds a new one from the link with that link as its Reorder button, and shows the card.
3. Press Confirm. Adding an item or changing a count needs the Inventory permission, the same as the Inventory screens (Inventory). Without it Rex can't look stock up either.

Settings & permissions

Who can use it Rex is controlled by the AI Assistant permission ("AI knowledge base & chat"). Manager holds every permission, and the built-in Designer role includes AI. Production and Installer do not. Grant it in Shop → Team → Roles & Permissions. Without the permission, Rex's doors are hidden rather than left to refuse: /ai sends the person back to the Jobs board; the job card shows no Rex tab and no Draft with Rex or Explain this quote buttons; the slide-out panel opens on Team only, with no Rex or Alerts tab; the ? button and the phone's More menu have no Ask Rex row; and ⌘K / Ctrl+K lists neither Ask Rex about this page nor the Ask Rex row under Go to — see Team.

Holding AI doesn't widen anything else. Every lookup and every action Rex runs checks the same permission the screen or button does — a Designer without Inventory can't have Rex read or add stock, and someone without Billing gets a refused card instead of a quote.

Who sees which conversation Personal chats are private to whoever started them. Job chats are shop-wide: everyone with AI access sees the conversation of every job in the locations they work. A teammate limited to one location doesn't see another location's job chats. The Visible to your shop note in the job tab is there to say so before anyone types something they would rather the crew did not read. Rex's answers are saved into the job chat too, so in a job chat he can't read payroll, the inbox, team chat, your notifications or the Lead Inbox — data your role can open but a teammate's might not. He can still read the shop's activity feed there, just without your notification bell. Ask him those in a Personal chat.

A few more of Rex's limits match the screens they come from. Converting a lead takes Marketing as well as Jobs, the same as the Lead Inbox. Sending a quote with "follow up if they don't open it" while your shop's quote reminders are off turns them on for every open sent quote, and the card shows a Shop setting row saying that. Rex reports a custom domain's state from the last check but doesn't run the check himself, because checking connects the domain: press Website → Domain → Check for that.

Plans and limits Rex needs an active Wraptor membership or a live trial. When a trial ends without a paid plan, Rex answers "Rex and the AI writing tools need an active Wraptor membership" until the shop subscribes; the conversations stay saved.

Rex doesn't spend AI credits, but every message counts toward a daily allowance for the whole shop: 15 a day during the trial, 50 on Wraptor Starter, 150 on Wraptor Shop and 400 on Wraptor Fleet. A confirmed card counts as a message too, because Rex keeps working after it. The day resets at midnight UTC. The shop also has a monthly AI budget shared with the AI writing tools (Write with AI, the website copilot) — about $2 during the trial, $10 on Starter, $25 on Shop and $50 on Fleet of AI usage — that resets on the 1st. Reaching either shows a banner saying which limit it was and when it resets; upgrading the plan raises both. The AI writing tools have their own daily counts — the full table is in Plans → Rex and AI writing limits.

Rex lead replies have their own daily allowance (10 during the trial, 40 on Starter, 100 on Shop, 250 on Fleet) and share the monthly budget. When it runs out, new drafts use the standard reply instead — the card says so — and nothing is blocked. Drafting and sending need the Marketing permission; the switch needs Settings.

Credits pay for generation work instead, such as WrapStudio images and video and vectorizing. When the monthly allowance runs out, credit packs cost 60 credits for $15, 250 for $50 or 800 for $120 (vectorization packs are 10 for $5 or 50 for $20), bought on Settings → Accounting & Billing on an active paid plan; purchased balances never expire. See Plans for what a plan includes and what each tool costs.

Where AI also shows up Beyond this page: image and video generation and the vectorizer in Studio, the Smart Inbox and AI Reply in Inbox (WrapMail), and Write with AI on the newsletter composer in Marketing.

Tips & common pitfalls

The card is the gate. Rex changes nothing until you press Confirm — remembering a fact included. If a reply says something was done and you never saw a card, it wasn't.
A document has to say Ready. Only documents in the Ready state are searched. Pending and Processing are not there yet; Error never will be — the card prints the reason, and there is no retry, so delete it and add the file again.
Only PDF, TXT and Markdown are read. Import from Jobs refuses anything else outright. Upload New File only offers those three in the file picker, but it does not check what you hand it — force a photo or a design file through and it uploads, then lands on Error or fills your knowledge base with garbage. Delete anything that isn't one of the three.
Job chats are not private. Anyone on your team with AI access can read them. Keep anything you would not say in front of the crew in a Personal chat.
Give it context. Ask from the job's Rex tab, or name the film, vehicle and symptom. Specific questions get specific answers.
He will say when he doesn't know. Rex is built not to invent prices, limits or buttons. For an account or billing problem, use the ? button → Contact support.
Deleting archives, it doesn't erase. A deleted conversation leaves the list; it is not shredded.
Ask from the page. ? → Ask Rex opens the panel over the page you're on, and Rex already knows it — the job card, the quote, the customer. Ask from the right page and you can skip naming the record.
Long chats keep going. Rex reads the recent part of a long conversation, not all of it. The whole conversation stays saved; if he seems to have lost something from much earlier, say it again or start a new chat.

Jobs — the Rex tab on each job card.
Dashboard overview — the briefing card Rex shows on a fresh chat.
Studio — AI image and video generation, and the credits they spend.
Marketing — Write with AI on the newsletter composer.
Inbox (WrapMail) — Smart Inbox sorting and AI-drafted replies.
Quotes — where a quote Rex drafts lands.
Inventory — the rolls and supplies Rex can look up, add, and recount.
Messages — team chat, now on its own.
Team — roles, and the AI permission.
Plans — AI credits and what spends them.
Workflow map · Personas