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Overview

Every Agent is Every’s conversational assistant that understands your business and manages day-to-day operations. Instead of clicking through menus, describe what you need in natural language - Every Agent handles it. Core Philosophy: Every Agent isn’t just a chatbot - it’s an intelligent system with deep business knowledge, integration access, and autonomous multi-step workflow execution.

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Agent Context & Intelligence

Every Agent knows your business through multiple layers of context:

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Organization Prompt

Your organization prompt is custom instructions that shape every interaction. Think of it as an always-present briefing document. What to Include:
  • Business description and services
  • Target clients and ideal customers
  • Communication style preferences
  • Pricing philosophy and values
  • Special requirements or workflows
Example: 
We're a boutique digital marketing agency specializing in e-commerce brands
generating $1M-$10M annually. We offer paid advertising (Facebook, Google),
email marketing, and conversion optimization.

Typical retainers: $3K-$10K/month. Communication should be professional but
friendly, data-driven, results-focused. Always emphasize ROI.

Default terms: Net 30, detailed line items showing hours and deliverables,
include next month's strategy preview in notes.
How Every Agent Uses It:
  • References your prompt before every response
  • Shapes invoice creation, line items, notes, and tone
  • Guides email drafting and client communication
  • Informs pricing recommendations and maintains brand voice
Update your organization prompt in Agent Settings → Context. The more specific you are, the better Every Agent understands your business!
Every Agent accesses reference materials you upload: Supported File Formats:
  • PDF - Contracts, proposals, reports (with OCR for scanned documents)
  • Excel (XLSX, XLS) - Spreadsheets, financial reports, data exports
  • Word (DOCX) - Contracts, proposals, agreements
  • CSV - Data exports, client lists, transaction records
  • Images (JPG, PNG, GIF, WEBP) - Receipts, screenshots, photos
  • Text (TXT) - Plain text files
Other References:
  • Google Drive Links: Live documents (proposals, templates, policies)
  • Web URLs: Your website pages (services, pricing, about us)
How Agent Uses Files: Extracts data from spreadsheets, reads contracts for terms, processes receipts for expenses, analyzes reports, and references documents when creating invoices or proposals

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Integration Access

Every Agent connects directly to your integrations: Google Workspace: Gmail, Calendar, Drive, Contacts Stripe Payments: Payment status via database records Xero Accounting: Full access to invoices, contacts, payments, and financial reports HubSpot CRM: Search contacts, companies, and deals conversationally Granola Meeting Notes: Search meetings, pull notes and transcripts, chat about what was discussed Your Business Data: All clients, invoices, time entries, expenses, offerings This means Every Agent can say: “I see ACME Corp paid their invoice yesterday”, “You have 3 overdue invoices totaling 12,500"∗,∗"YourXerobalancesheetshows12,500"*, *"Your Xero balance sheet shows 50,000 in receivables”, or “In your meeting with Sam last week, you agreed on a $15,000 monthly retainer” without you providing context.
Xero, HubSpot, and Granola integrations provide agent-powered access - ask Every Agent to look up or manage data in these systems. Connect them in Settings → Integrations.

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Business Intelligence

Every Agent can run business intelligence analysis on demand to synthesize patterns across your data: What Gets Analyzed: Email patterns, calendar rhythms, financial trends, payment behavior, document patterns Example Insights: 
"Your top 3 clients generate 60% of revenue - consider diversifying"

"Consulting services have 85% margin vs 40% for implementation"

"Average days to payment: 45 days with Net 30 terms"
To Run Analysis: Click the “Run Analysis” button in the Business Context settings panel or ask Every Agent to “analyze my business performance” Every Agent references these insights when you ask: “How’s my business doing?” or “What should I focus on this quarter?”

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How Every Agent Works

Every Agent operates in direct execution mode, handling your requests conversationally and performing actions immediately.

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Direct Execution

Every Agent processes your requests in real-time, executing actions as you describe them: How It Works:
  • You describe what you need in natural language
  • Every Agent understands the context and performs the action
  • Results are shown immediately in the conversation
  • Complex multi-step operations are handled autonomously
Examples: 
"Create an invoice for ACME Corp for $5,000 for consulting services"
→ Agent creates invoice immediately and shows you the result

"Send payment reminders to all overdue invoices"
→ Agent identifies overdue invoices and sends reminders in real-time

"Show me my top 5 clients by revenue"
→ Agent queries your data and presents the analysis
Every Agent handles complex operations behind the scenes, breaking them into steps automatically without requiring explicit planning approval.

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Core Capabilities

Every Agent performs actions across all major features: Client Management - Create/update/archive clients and contacts, import from Google/LinkedIn/CSV, enrich with company data, manage contact roles Contact Management - Create/update/link contacts to clients, import from LinkedIn and Google, set invoice/proposal roles Invoice Operations - Create from scratch or templates, add line items, apply taxes/discounts, schedule sends, track delivery Payment Tracking - Record manual payments, claim to invoices, check Stripe status, send reminders Time & Expense Management - Log entries, parse receipt images, categorize for taxes, mark billable, add to invoices Proposals & Estimates - Create detailed proposals, track approvals, convert to invoices Automations - Set up recurring schedules, test workflows, activate/deactivate, review history Data Analysis - Revenue reporting, client analysis, cash flow projections, pattern recognition File Processing - Read Excel (XLS/XLSX), Word (DOCX), CSV, PDF files; extract data from spreadsheets; process receipts from images

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Interaction Best Practices

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Be Specific

❌ Vague: “Make an invoice” ✅ Specific: “Create an invoice for ACME Corp for consulting services, $5,000, due in 30 days”

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Provide Context

Good Context: 
"Create an invoice for the website redesign project with ACME Corp.
Include 40 hours at $150/hour plus $500 hosting setup fee. Net 30 terms."
Why: Agent knows exactly what to include, no back-and-forth needed, correct pricing applied

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Review Proposals

Every Agent shows what it’s about to do before acting: 
Agent: "I'll create an invoice for ACME Corp with:
- Line item: Website Redesign - 40 hours @ $150/hr = $6,000
- Line item: Hosting Setup (one-time) = $500
- Total: $6,500
- Terms: Net 30 (due [date])

Should I create this invoice?"
Review carefully: Amounts, client names, line items, due dates

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Iterate Naturally

Every Agent remembers context for refinement: 
You: "Create an invoice for ACME Corp for $5,000"
Agent: [Shows preview]
You: "Actually make it $5,500 and add a thank you note"
Agent: [Updates and shows revised version]
You: "Perfect, send it"
Agent: [Sends and provides tracking link]

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Ask Questions

"Who are my top 5 clients by revenue?"
"How many overdue invoices do I have?"
"Which clients haven't been invoiced in 6 months?"
"Show me expenses I haven't billed back to clients"

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Advanced Workflows

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File Processing

Every Agent can read and extract data from all the file formats listed above (Excel, Word, CSV, PDF, images). What you can do:
  • Extract data from Excel spreadsheets (multi-sheet support)
  • Read contracts and proposals from Word documents
  • Process CSV data files and exports
  • Scan receipts from images with OCR
  • Analyze PDF reports and statements
You: "Extract the client list from this Excel file"
[Upload XLSX]
Agent: "I found 150 clients in Sheet 1. Here are the columns:
       Name, Email, Phone, Company, Last Invoice Date..."

You: "Read this contract and tell me the payment terms"
[Upload DOCX]
Agent: "This consulting agreement specifies Net 30 payment terms,
       with a 1.5% late fee after 60 days..."

Full File Processing Guide

Complete documentation: Supported formats, Excel multi-sheet handling, Word document extraction, and best practices

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Batch Updates

Beyond imports, Every Agent can batch-update existing records: Examples: 
"Update all clients in 'Enterprise' category to Net 45 payment terms"
"Add CC email accounts@company.com to all corporate clients"
"Archive all clients with no invoice activity in the last 2 years"
"Change tax rate to 13% on all offerings in the 'Consulting' category"
"Mark all unpaid invoices over 90 days as overdue"

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Complex Analysis

"Analyze my revenue by client for Q4 and create a report showing
top performers, growth trends, and clients at risk"
Agent will query data, calculate trends, identify issues, generate formatted report, provide insights.

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Multi-Step Setup

"Set up my business for 2025:
1. Create new offering for consulting at $175/hour
2. Update all automations to use new rate
3. Send rate change notice to retainer clients"
Every Agent breaks this into steps, shows the complete plan, executes systematically, and tracks completion.

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Voice Input

Every Agent supports voice input - speak your requests instead of typing. How it works: Click the microphone icon in the chat input → Speak your request → Audio is transcribed and sent as a message → Every Agent processes your request normally. Use cases:
  • Quick time entries while working: “Log 2 hours of consulting for ACME Corp”
  • Hands-free expense logging: “Add an expense, $45 at Staples for office supplies”
  • Mobile convenience: Speak requests when typing is inconvenient
Voice input works with all agent capabilities - anything you can type, you can say.

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Learned Preferences

Every Agent remembers your business rules and preferences over time, getting smarter with each interaction. How it works: As you work with Every Agent, it picks up on patterns and explicitly stated preferences, saving them for future use. Examples of learned preferences:
  • “ACME Corp always gets Net 15 terms”
  • “Never apply tax to consulting services”
  • “Default due date is 45 days for enterprise clients”
  • “Include project reference numbers on all invoices for TechStart”
Managing preferences: View and edit saved preferences in Agent Settings → Learned Preferences.
Ask Every Agent: “Remember that ACME Corp always gets a 10% discount” or “From now on, use Net 45 for all enterprise clients”

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Getting Started

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First Conversation

  1. Simple query: “Show me my last 5 invoices”
  2. Create something: “Create a test invoice for $100”
  3. Multi-step task: “Import this CSV of 20 contacts”
  4. Ask for insights: “What are my most common services?”

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Customize Your Context

  1. Set Organization Prompt - Describe business, services, preferences
  2. Upload Reference Files - Agreements, rate cards, brand guidelines (PDF, Word, Excel supported)
  3. Connect Integrations - Google Workspace, Stripe, Xero, HubSpot, Granola
  4. Test: “Create an invoice for my standard consulting service” - verify Agent uses your rates and terms

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Next Steps

Business Context

Customize Every Agent’s understanding of your business

Try Every Agent

Start chatting with Every Agent now

Core Features

Learn what Every Agent can help you manage

Common Workflows

See example workflows and agent interactions
Remember: Every Agent learns from your context. The more you customize your organization prompt and upload references, the better Every Agent understands and serves your business!