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Overview

Contacts are the people in your business world - everyone from active client contacts to potential leads you met at a conference. Unlike Clients (which represent companies or businesses), Contacts represent individuals. Key capabilities:
  • Store contact details (name, email, phone, job title)
  • Import from LinkedIn and Google Contacts
  • Link contacts to one or more clients with role-based email routing
  • AI-powered enrichment and relationship summaries
  • Google Contacts sync for duplicate detection

Open Contacts

View and manage all your contacts in Every

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Creating Contacts

Go to Contacts → Add Contact → Fill details → Save Required: Name Recommended: Email address (needed for invoicing and proposals) Optional: Phone, job title, notes
Ask Every Agent: Create contacts quickly:
  • “Create a contact named John Smith with email john@acme.com”
  • “Add a contact Sarah Johnson, CFO at TechStart, email sarah@techstart.com”
  • “Create a contact for the person I met at the conference - Mike Chen, mike@startup.io”

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Importing Contacts

Every supports multiple ways to bulk-import contacts into your network.

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LinkedIn Import

Import your LinkedIn connections directly from a CSV export, with optional AI relationship summaries from your message history. How to export from LinkedIn:
  1. Go to LinkedIn Data Privacy settings
  2. Click “Get a copy of your data”
  3. Select “Connections” (and optionally “Messages” for AI summaries) and click “Request archive”
  4. Wait for the email - LinkedIn often sends two exports over 24-48 hours. The second, larger one is the one you want
  5. Download the ZIP and extract it - find Connections.csv (and optionally Messages.csv)
LinkedIn Data privacy settings with Download your data highlighted

On LinkedIn: Settings → Data privacy → Download your data

How to import:
  1. Go to Contacts → Import dropdown → LinkedIn
  2. Upload your Connections.csv file
  3. Preview new contacts (duplicates are auto-filtered)
  4. Click Import
What gets imported: Name, email (if available), job title, company (in notes), LinkedIn profile URL
After importing contacts, upload your LinkedIn Messages.csv to generate AI-powered relationship timelines.
  1. After contact import completes, click “Upload Messages.csv”
  2. Every matches your message history to imported contacts via LinkedIn profile URLs
  3. AI analyzes your conversations and generates concise summaries
  4. Summaries appear in each contact’s notes section
Example AI summary:
Relationship summaries help Every Agent understand your history with each contact, enabling better personalized communication suggestions.

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Google Contacts Import

Import your entire Google Contacts library with one click. How to import:
  1. Go to Contacts → Import dropdown → Google Contacts
  2. Authorize Google Contacts access if not already connected
  3. Preview new vs. existing contacts
  4. Click Import
What gets imported: Name, email, phone, organization, social URLs (LinkedIn, Twitter, etc.)
Google Contacts Import builds your full contact pool. Scan Contacts on the Contacts page is a separate AI-assisted import workflow that suggests people who may be business contacts. Warm Leads evaluates eligible contacts for people who match what you sell.

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Scan Contacts (AI-powered)

  1. Open Contacts and choose Let Every import your contacts.
  2. Every reviews available Gmail, Calendar, and Google Contacts relationship context.
  3. Review the suggested people and select the ones you want to add.
  4. Every creates the selected contact records with available interaction context.

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Find warm leads from imported contacts

After importing contacts, open Deals → Find warm leads. Describe who you want to reach and how many matches you want. Every ranks eligible contacts using professional fit and available relationship evidence, then puts qualified matches in Pending for review. Importing or scanning contacts does not turn every person into a client or deal. The prospecting review and your approval determine who enters the sales pipeline.

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File Processing with Every Agent

Beyond direct imports, Every Agent can extract contact data from files you upload to chat. Supported formats: CSV, Excel (XLSX, XLS), Word (DOCX), PDF, Images (JPG, PNG) Upload your file and describe what you need - the agent reads and processes the data conversationally.
Ask Every Agent:
  • “Import these contacts from my spreadsheet” (attach CSV or Excel)
  • “Extract the client list from Sheet 2 of this Excel file”
  • “Read this Word document and pull out all the contact names and emails”

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Migrating from another CRM

Use a spreadsheet export when you are moving historical records from another CRM or invoicing tool.
  1. Export the source data as CSV, XLSX, or XLS.
  2. Open Data → Import and upload one representative file.
  3. Review the Import Agent’s proposed mapping, especially contact-versus-client identity, dates, currencies, status values, and relationships between records.
  4. Correct the mapping before the final import.
  5. After completion, compare record counts and spot-check several contacts, clients, invoices, and balances.
The Import Agent can map connected business records such as clients, contacts, invoices, line items, payments, services, expenses, and time entries. Imports support undo receipts, but source exports are still your rollback reference—keep an untouched copy until you have verified the result.
Importing data into Every is different from connecting HubSpot or Xero for live agent access. Use import for records that should live in Every; use an integration when the external system remains the source of truth.

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Linking Contacts to Clients

Contacts exist independently but can be linked to one or more clients with role-based email routing. This means the same contact can be associated with multiple client companies.

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How Linking Works

Contact-client links carry invoice and proposal recipient roles. In the client form, one Primary, Copied, or None choice sets both roles together. Every Agent can manage document-specific roles when needed: Invoice Role:
  • Primary (TO): Receives the main invoice email - exactly one required per client
  • CC: Copied on invoice emails - can have multiple
  • None: Not included in invoice emails
Proposal Role:
  • Primary (TO): Receives the main proposal email
  • CC: Copied on proposal emails
  • None: Not included
Example Setup:

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Linking from Client Page

  1. Open a client → Edit → Add Contact
  2. Search for an existing contact or create a new one
  3. Choose Primary, Copied, or None. The client form applies the choice to both invoices and proposals.
  4. The first contact defaults to Primary; additional contacts default to Copied.

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Linking via Agent

Ask Every Agent: Manage contact-client links:
  • “Link John Smith to ACME Corp as the primary invoice contact”
  • “Add Sarah as a CC on proposals for TechStart Inc”
  • “Show me all contacts linked to ACME Corp”
  • “Set the billing team contact as CC on invoices for all enterprise clients”
You must have exactly one Primary (TO) contact per document type on each client. You cannot have CC recipients without a Primary.

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Contact Enrichment

AI-powered enrichment helps fill in contact details automatically. During client enrichment: When you enrich a client, Every Agent can discover additional contacts at the company by scanning Gmail headers and Google Contacts for matching email domains. Google Contacts sync: Every tracks which of your contacts exist in team members’ Google Contacts. A sync indicator shows on matching contacts.

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Managing Contacts

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Viewing & Filtering

Go to Contacts to see all contacts with:
  • Search by name, email, company, phone
  • Filter by linked clients
  • Sort by name, date added, or recent activity
Ask Every Agent: Find contacts:
  • “Find the contact John Smith”
  • “Show me all contacts at acme.com”
  • “List contacts I added this month”
  • “Who are the contacts linked to ACME Corp?”

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Editing Contacts

Open contact → Edit → Update fields → Save
Ask Every Agent: Update contact details:
  • “Update John Smith’s email to john.smith@newcompany.com”
  • “Change Sarah’s job title to VP of Finance”
  • “Add phone number 555-1234 to the contact Mike Chen”

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Archiving & Deleting

Archive: Hides contact from active list while preserving data and links. Can be restored anytime. Delete: Permanently removes the contact. Only possible if not linked as a Primary recipient on any client.
Ask Every Agent: Archive or delete:
  • “Archive the contact Old Contact Name”
  • “Delete the test contact I just created”
Add LinkedIn profiles, websites, and other social links to contacts for quick reference. Supported Links: Website, LinkedIn, Twitter, Facebook, Instagram, YouTube, GitHub
Social links are often populated automatically during import (LinkedIn URLs) or enrichment.

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Contacts vs. Clients

Understanding the distinction:

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Best Practices

Import early - Bring in your LinkedIn and Google contacts to build your network in Every from day one.
Set roles carefully - Ensure each client has exactly one Primary invoice contact for reliable email delivery.
Keep contacts updated - When people change roles or companies, update their contact info and client links.
Use AI summaries - Upload LinkedIn Messages.csv after import for valuable relationship context.

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Frequently asked questions

A contact is a person. A client is the billing account used for proposals, invoices, expenses, and time. One contact can be linked to more than one client with separate invoice and proposal recipient roles.
No. Import creates contact records. Warm Leads separately evaluates eligible contacts, and each match stays in Pending until you approve it.
Yes. Use Data → Import with a CSV or Excel export. The Import Agent can map multiple related Every record types; review its proposed relationships and status mapping before the write.
Direct imports use email and source identity to skip or match obvious duplicates. No automatic rule can resolve every messy CRM export, so review the preview and spot-check people who share names, emails, or companies.

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Troubleshooting

Contact not receiving invoices: Verify the contact is linked to the client with a Primary or CC invoice role. Check email address is correct. Duplicate contacts after import: Open Review duplicates on the Contacts page. Every groups likely matches by confidence; review uncertain pairs before merging. Recent merges can be undone from that workflow. Can’t delete contact: Contact may be set as Primary recipient on a client. Set another contact as Primary first. LinkedIn import missing emails: Many LinkedIn users don’t share email addresses. Contacts are still imported by name - enrich later to find contact details.

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Next Steps

Manage Clients

Link contacts to client companies

Create Invoices

Send invoices to your contacts

Create Proposals

Send proposals to contacts at client companies

Every Agent

Learn more about what the agent can do
Need help? Contact support at hello@every.ai