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Overview

Clients are the customers you invoice for services. Manage contact information, track payment history, and organize customer relationships. Key capabilities:
  • Store contact info (email, phone, address)
  • Add multiple contacts per client with email routing roles
  • AI-powered company and contact enrichment
  • Pull contacts from Google Workspace (inline suggestions + Scan Contacts workflow)
  • Sync contacts with Google Contacts for easy lookup
  • Track payment history and invoices
  • View complete activity timeline
  • Manage social links (LinkedIn, website, etc.)

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Creating Clients

Go to Clients → Add Client → Fill name and email → Save Required: Client name Recommended: Email address (needed for invoicing) Optional: Phone, website, address
Ask Every Agent: Create new clients instantly with natural language:
  • “Create a client named ACME Corp with email [email protected]”
  • “Add a new client for TechStart Inc, email is [email protected], phone is 555-0123”
  • “Create a client called Sarah Johnson with email [email protected] and address 123 Main St, New York, NY 10001”

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Client Contacts

Every supports multiple contacts per client with role-based email routing - send invoices to billing while proposals go to the CEO. Contact Fields:
  • Name, email, phone, job title
  • Invoice role (Primary recipient, CC, or excluded)
  • Proposal role (Primary recipient, CC, or excluded)
  • Notes for context
How Roles Work:
  • Primary (TO): One contact receives the main email - required for each document type
  • CC: Additional contacts copied on emails - can have multiple
  • Excluded (None): Contact stored but not included in emails
Example Setup: 
ACME Corp Contacts:
├── John Smith (CEO)
│   └── Invoices: CC | Proposals: Primary
├── Sarah Johnson (CFO)
│   └── Invoices: Primary | Proposals: CC
└── Accounts Team
    └── Invoices: CC | Proposals: None
To Add Contacts:
  1. Open client → Edit → Add Contact
  2. Enter contact details
  3. Set invoice and proposal roles
  4. First contact defaults to Primary for both
You must have exactly one Primary contact per document type. Cannot have CC recipients without a Primary.
Ask Every Agent: Manage client contacts:
  • “Add a contact John Smith to ACME Corp with email [email protected]”
  • “Set Sarah as the primary invoice recipient for ACME Corp”
  • “Add [email protected] as a CC on invoices for ACME Corp”
  • “Show me all contacts for ACME Corp”
Add LinkedIn profiles, websites, and other social links to clients and contacts for quick reference. Supported Links: Website, LinkedIn, Twitter, Facebook, Instagram, YouTube, GitHub To Add: Open client → Links section → Add Link → Select type → Enter URL
Social links are often populated automatically during enrichment.

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Client Enrichment

AI-powered enrichment automatically finds and fills company and contact information from multiple sources. How it works: Open a client record → Click Enrich Client button → Choose enrichment mode → Every Agent queries Gmail, Calendar, web data, and Google Contacts to populate details. What gets enriched:
  • Company Data: Name, logo, website, address, industry, description
  • Contacts: Discovers additional contacts at the company domain from Gmail headers and Google Contacts
  • Social Links: LinkedIn, Twitter, and other social profiles
Enrichment Modes:
  • Fill Empty (default): Only adds data to blank fields, preserves your existing entries
  • Overwrite: Updates all fields with enriched data, replacing existing values
Contact Discovery: When enriching a business client, Every Agent can discover additional contacts:
  1. Scans your Gmail for emails from the company domain (last 180 days)
  2. Searches your Google Contacts for matching domain
  3. Creates new contacts with appropriate roles
Works best for established businesses with web presence. May not find data for small businesses or individuals.
Ask Every Agent: Trigger enrichment from chat:
  • “Create and enrich a client for Microsoft Corporation”
  • “Add XYZ Consulting as a client and pull their latest company information”
  • “Enrich the existing client Tesla Inc with updated company details”
  • “Find additional contacts for ACME Corp from my emails”

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Google Contacts Integration

Bring Google Workspace context directly into client creation and keep contacts synced. Setup: Settings → Integrations → Connect Google Account (grant Contacts plus Gmail/Calendar for best results)

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Adding Contacts from Google

Three ways to use it:
  • Email Autocomplete: When typing in the Email field on a contact form, suggestions from your Google Contacts appear. Select one to auto-fill name, phone, and other details.
  • Scan Contacts: On the Home dashboard → Import Data → Scan Contacts. Analyzes recent Gmail, Calendar, and Contacts activity to suggest contacts that look like business clients.
  • During Enrichment: When enriching a client, Every Agent searches your Google Contacts for additional contacts at the same company domain.
What gets imported: Name, email, phone, organization, notes

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Google Contacts Sync

Every tracks which of your contacts already exist in your team’s Google Contacts. How it works:
  • When a contact is created with an email, Every checks if that email exists in any team member’s Google Contacts
  • A sync indicator shows on contacts that match
  • Daily background sync keeps the status current
Benefits:
  • See at a glance which contacts are already in your Google ecosystem
  • Avoid duplicating contacts you already have
  • Know when colleagues have worked with a contact before
Scans are on-demand, not continuous sync. Re-run Scan Contacts or ask Every Agent again when you want a fresh batch of suggestions. Duplicate clients are prevented via email matching.
Ask Every Agent: Run the scan from chat:
  • “Scan my Google contacts and add likely clients”
  • “Review Google contacts tagged as clients and add them to Every”
  • “Show me Google contacts we haven’t added yet”

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Client Features

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Client History

View complete activity timeline per client:
  • Invoice history and status
  • Proposal history and approvals
  • Payment records
  • Email tracking (sends, opens, clicks)

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Client Pipeline (CRM View)

Every includes a visual pipeline for tracking client relationships, deals, and opportunities - like a lightweight CRM built directly into your invoicing platform. To access: Clients page → Toggle from Table view to Pipeline view

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Pipeline Views

Table View (Default):
  • Spreadsheet-style list of all clients
  • Sort and filter by name, revenue, status
  • Quick search
  • Bulk actions
Pipeline View:
  • Visual kanban board with client cards
  • Drag clients between status columns
  • See deal values and proposal status at a glance
  • Quick actions on each card

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Status Columns

Organize clients by where they are in your sales/relationship funnel: Default statuses:
  • Lead: Potential client, early conversation
  • Qualified: Interested, budget confirmed
  • Proposal Sent: Waiting for proposal approval
  • Active Client: Work in progress
  • Closed - Won: Successful engagement
  • Closed - Lost: Opportunity didn’t convert
Customize statuses: Create your own pipeline stages in Clients → Pipeline Settings

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Using the Pipeline

Drag & Drop:
  1. Grab a client card
  2. Drag to new status column
  3. Drop to update status
  4. Status change saves automatically
  5. Full history tracked
Client Cards Show:
  • Client name and logo (if enriched)
  • Current status
  • Total revenue (all invoices)
  • Outstanding balance
  • Proposal count and status
  • HubSpot badge (if synced from HubSpot)
  • Last activity date
Quick Actions (Click card):
  • Create invoice
  • Create proposal
  • Log time entry
  • Add expense
  • Set up automation
  • View full client details

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Pipeline Workflows

Lead Qualification:
  1. Create client as “Lead”
  2. Initial conversation → Move to “Qualified”
  3. Send proposal → Move to “Proposal Sent”
  4. Proposal approved → Move to “Active Client”
  5. Complete work → Move to “Closed - Won”
Ongoing Client Management:
  • Active clients stay in “Active Client” column
  • Filter by status to focus on specific segments
  • Track revenue per status
  • Identify stuck deals (long time in one status)
Sales Pipeline Tracking: 
Lead (10 clients, $50K potential)
  ↓ (qualify)
Qualified (5 clients, $30K potential)
  ↓ (send proposal)
Proposal Sent (3 clients, $20K potential)
  ↓ (approved)
Active Client (15 clients, $100K in progress)

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Integration with HubSpot

If you sync clients from HubSpot:
  • HubSpot deal badge appears on client cards
  • Shows HubSpot deal stage
  • Indicates CRM is source of truth
  • Updates flow from HubSpot to Every
Use case: Track deals in HubSpot, invoice and manage payments in Every
Ask Every Agent: Manage pipeline:
  • “Move ACME Corp to Active Client status”
  • “Show me all clients in the Proposal Sent stage”
  • “Update the status for TechStart Inc to Qualified”
  • “List all leads from this month”

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Pipeline Best Practices

Keep status current - Update as relationships progress so pipeline reflects reality
Review weekly - Check pipeline for stuck deals and follow-up opportunities
Track conversion rates - Monitor how many leads become active clients
Use for prioritization - Focus on high-value proposals and qualified leads

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Search & Filtering

Search by: Name, email, company, phone Filter by: Active/archived, outstanding/overdue invoices, revenue Sort by: Alphabetical, recent, revenue, invoice count
Ask Every Agent: Find and filter clients easily:
  • “Show me all clients with overdue invoices”
  • “Find clients with outstanding balances”
  • “List all archived clients”
  • “Show me clients I added this month”
  • “Find the client ACME Corp”

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Managing Clients

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Editing Client Information

Open client → Edit Client → Update fields → Save Changes
Changes don’t affect existing invoices, only new ones.
Ask Every Agent: Update client details quickly:
  • “Update ACME Corp’s email to [email protected]”
  • “Change the phone number for TechStart Inc to 555-9999”
  • “Update the address for client XYZ Company to 456 Oak Ave, San Francisco, CA 94102”
  • “Add website www.newsite.com to the client Beta Solutions”

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Archiving Clients

Archive inactive clients to hide them while preserving data. To archive: Open client → Archive Client → Confirm Benefits: Preserves history, maintains invoice integrity, can restore anytime
Ask Every Agent: Archive inactive clients:
  • “Archive the client ABC Inc”
  • “Mark TechStart Inc as archived”
  • “Archive all clients with no invoices in the last 12 months”
  • “Hide the client Old Company from my active list”
To restore: Filter archived → Open client → Restore Client
Ask Every Agent: Restore previously archived clients:
  • “Restore the archived client ABC Inc”
  • “Unarchive TechStart Inc”
  • “Reactivate the client Old Company”

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Deleting Clients

Deleting permanently removes client. Only possible if no issued invoices exist.
Requirements: No issued invoices or outstanding payments Recommendation: Archive instead to preserve history
Ask Every Agent: Delete clients (use with caution):
  • “Delete the draft client Test Company”
  • “Remove the client XYZ Corp that has no invoices”
  • “Permanently delete the client Sample Inc”

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Client Dependencies

Understanding what requires clients: 
Clients (Required For:)
├── Invoices
│   ├── All invoices must have a client
│   ├── Client info appears on invoice
│   └── Invoice sent to client email
│
├── Proposals
│   ├── Proposals sent to clients
│   └── Approved proposals convert to client invoices
│
├── Time Tracking
│   ├── Track time per client
│   └── Client-specific billing rates
│
├── Expense Billback
│   ├── Bill expenses to clients
│   └── Add expenses to client invoices
│
└── Automations
    ├── Recurring invoices per client
    └── Client-specific automation settings

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Best Practices

Add complete info for professional invoices • Use enrichment to save time • Set up contact roles for proper email routing • Archive instead of deleting

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Troubleshooting

Enrichment not finding data: Try name variations, add website, or enter manually Can’t delete client: Archive instead (client has issued invoices) Duplicate imports: System checks by email, merge manually if needed Contact emails not receiving: Verify contact has correct role (Primary or CC), check spam, ensure document was sent Can’t remove Primary contact: Set another contact as Primary first, or the system will prevent orphan CC recipients

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Next Steps

Create Invoices

Start billing your clients with professional invoices

Set Up Offerings

Create service templates for faster invoicing

Track Time

Track billable hours per client

Create Proposals

Send proposals before invoicing
Need help? Contact support at [email protected]