Your AI agent can answer specific questions about your equipment when you upload your catalog.
Supported File Types
| Format | Best For |
|---|
| CSV | Equipment lists with pricing |
| Excel (.xlsx) | Spreadsheets with multiple sheets |
| PDF | Rate cards, brochures |
| Text (.txt) | Simple lists |
Maximum file size: 10MB per file
Uploading Your Catalog
- Go to your agent’s settings in the dashboard
- Click “Upload Equipment Catalog”
- Select your file
- Wait for processing to complete
CSV Column Requirements
CSV uploads for transactional document types are validated against required columns. Your CSV must include at least one column name from each required group.
Column names are case-insensitive. “Equipment Name”, “equipment name”, and “EQUIPMENT NAME” all work.
Equipment Catalog
| Required Group | Accepted Column Names |
|---|
| Equipment name | equipment name, name, item name, model |
| Daily rate | daily rate, day rate, daily |
| Recommended | Accepted Column Names |
|---|
| Equipment ID | equipment_id, equipment id |
Including an equipment_id column (e.g., EQ-001, EQ-002) lets the agent match equipment precisely during tool lookups, even when callers use informal names like “the small excavator” instead of the exact catalog name.
Equipment ID,Equipment Name,Category,Daily Rate,Weekly Rate,Monthly Rate,Available Quantity,Total Quantity,Notes
EQ-001,Mini Excavator 2-3 Ton,Excavation,350,1150,3200,2,3,Rubber tracks with bucket set
EQ-002,Skid Steer Loader,Earthmoving,380,1140,3250,1,2,Open cab standard flow
EQ-003,Backhoe Loader,Earthmoving,525,1575,4500,1,1,4x4 extendahoe setup
Active Rentals Report
| Required Group | Accepted Column Names |
|---|
| Equipment name | equipment name, equipment, item name, model |
| Customer name | customer name, customer, renter name, company |
| Recommended | Accepted Column Names |
|---|
| Equipment ID | equipment_id, equipment id |
| Contract ID | contract_id, contract, rental id, id, po |
Use the same equipment_id values from your equipment catalog so the agent can cross-reference rentals with catalog entries for pricing and availability lookups.
Contract ID,Equipment ID,Customer Name,Customer Company,Equipment Name,Rental Start Date,Expected End Date,Current Rate Applied,Billing Cycle,Job Site Address,Notes
RA-2026-0001,EQ-001,John Miller,Miller Family Farm,Mini Excavator 2-3 Ton,2026-03-03,2026-03-10,1150,weekly,14200 S Ridge Rd Kansas City KS,Rock pile relocation job
RA-2026-0002,EQ-002,Alyssa Grant,Grant Outdoor Services,Skid Steer Loader,2026-03-05,2026-03-08,380,daily,905 Cedar Grove Dr Lenexa KS,Loader and grading work
Rate Sheet
| Required Group | Accepted Column Names |
|---|
| Equipment name | equipment name, name, item name, model |
| Daily rate | daily rate, day rate, daily |
| Weekly rate | weekly rate, week rate, weekly |
| Recommended | Accepted Column Names |
|---|
| Equipment ID | equipment_id, equipment id |
Equipment ID,Equipment Name,Daily Rate,Weekly Rate,Monthly Rate
EQ-001,Mini Excavator 2-3 Ton,350,1150,3200
EQ-002,Skid Steer Loader,380,1140,3250
EQ-003,Backhoe Loader,525,1575,4500
Delivery Rules
| Required Group | Accepted Column Names |
|---|
| Zone | zone, delivery zone, service area, area |
| Delivery fee | delivery fee, fee, rate |
Zone,Delivery Fee,Minimum Order
Downtown,50,200
Suburbs,75,300
Rural,125,500
Store Information and General Document types have no column requirements - upload any format.Non-CSV formats (PDF, Excel) skip strict column validation and use AI extraction instead. For the most reliable results with transactional data, use CSV.
What the Agent Can Answer
After uploading, your agent can:
- Quote daily, weekly, and monthly rates
- Check availability status
- Describe equipment specifications
- Compare options for customers
Multiple Documents
You can upload multiple documents to build a comprehensive knowledge base:
- Equipment catalogs
- Rate sheets
- Service policies
- Delivery information
Updating Your Catalog
To update your catalog:
- Upload the new version of your file
- The old version is automatically replaced
- Changes take effect immediately
