The answer depends on two things: which Acumatica product line you’re running and what version you’re on. Here’s what you need to know to plan your next steps to embrace AI with the help of Acumatica.
If you’ve been following Acumatica’s recent announcements, you’ve probably seen quite a bit about their AI capabilities. The question many clients are asking us is: “What AI features are available in my version, and what do I need to do to access them?”
Two Product Lines, Different Access
Acumatica split its products in April 2024. If you were a customer before then, you’re on the legacy line (Small Business, Advanced, or EnterpriseX). If you joined after, you’re on the new line (Essentials, Select, Prime, or Enterprise).
The newer AI features only work on the new product line. Getting access means signing new paperwork with Acumatica, not just upgrading your version. If you’re not sure which line you’re on, check your contract or ask us.
What “AI” Means in Your System Right Now
Acumatica uses “AI” to describe several different things. Some have been around for years. Some showed up in 2025. Some are still being built out.
If you’re on the legacy product line, you have tools like AP Document Recognition (reads invoices with OCR) and Bank Feed Reconciliation (learns your matching patterns over time). These reduce data entry and catch some repetitive work. They’re helpful if your AP team conducts manual invoice entry or your accounting staff spends hours reconciling bank statements every month.
What you don’t have: the newer capabilities like AI Studio, natural language queries, or anomaly detection. Those require the new product line.
If you’re on the new product line, you get everything from legacy plus access to features that started rolling out in 2025. The specific features depend on your version:
2025 R1 and later sets up the infrastructure for AI features but doesn’t include much you can use yet.
2025 R2 and later adds tools like:
- AI Studio and AI Assistant (for building automated workflows – drafting emails, generating descriptions, handling repetitive communication tasks)
- Advanced Order Management (helps route orders to the right warehouse or fulfillment method)
- Anomaly detection (flags things like duplicate invoices or unusual vendor payment details)
- AI Advisors (surfaces patterns in your data that might need attention)
2026 R1 is slated to add AI agents for customer service and more self-service portal options.
Here’s what matters: these aren’t plug-and-play. AI Studio requires time to set up the prompts and workflows. Anomaly detection is only useful if you’re actually struggling with audit exposure or duplicate payments. Natural language queries currently work for simple questions, but complex multi-module queries are still in development.
Should You Switch Product Lines?
Moving to the new product line means new contract paperwork. No data migration, no forced version upgrade, just licensing changes. Your discounts carry over, but terms update to Acumatica’s current policies.
Acumatica is planning a simplified migration process starting Q2 2026. We don’t have all the details yet, but it’s designed to make the transition easier for legacy customers.
Reasons to consider switching before March:
- You’re already upgrading to 2025 R2 anyway and want the AI features available
- Monthly ETV limits are causing compliance headaches (new product line removes these caps)
- You need anomaly detection because audit risk or payment fraud is a real concern
Reasons to wait:
- Your current tools handle what you need
- You want to see the Q2 2026 terms before deciding
- You’re not sure which AI features would help your workflows
- You don’t have time this year to configure new tools even if you had access
- Some AI features require conversion to Modern UI, which means rewriting customizations and waiting for ISV compatibility
- You’re in the middle of other projects and can’t absorb another change
What This Means for Planning
If you’re budgeting for 2026, here’s what to factor in:
You’re on legacy and happy there: Budget for your standard renewal. The product line isn’t going away immediately, but new features will only show up on the new line going forward.
You’re on legacy and interested in AI: Wait for Q2 2026 details or talk to us now if you need access sooner. We can walk through what the contract change involves and whether the timing makes sense for your organization.
You’re already on the new product line but on an older version: Decide if the AI features in 2025 R2 justify the upgrade work. If you’re not sure, we can review your version and show you exactly what would change.
You’re on the new product line with 2025 R2 or later: You have access to the AI features. Whether you should actually use them depends on your workflows. We can help assess which ones might save time versus which ones are solutions looking for problems.
What Happens Next
We can pull your contract and tell you which product line you’re on, what version you’re running, and which AI features are accessible right now. If you’re thinking about switching product lines, we’ll walk through what the contract change involves and help you figure out if the timing works.
Fill out the form below. It goes to our Client Success team – they handle contract and licensing changes. They’ll review your situation and get back to you with specifics.
If none of this solves a real problem for you this year, staying put is a valid choice. Our job is to help you confirm that, not push a change.
