Skip to main content

​
Foundation First

​
Complete Organization Setup

Spend 30 minutes on setup to save hours later. Every feature depends on proper configuration. Essential Checklist:
  • ✅ Business info (name, address, email, phone, logo)
  • ✅ Brand color
  • ✅ Default currency and payment terms (Net 30 recommended)
  • ✅ Sales tax rate and invoice note templates
Ask Every Agent: Let AI configure your entire organization setup:
  • “Set up my organization: Acme Consulting LLC, 123 Main Street Suite 100, [email protected], Net 30 payment terms, 8% sales tax”
  • “Update my organization settings with my logo and set brand color to #0066CC”
  • “What’s missing from my organization setup? Help me complete it”

​
Connect Stripe Early

Clients with online payment options pay 5-10x faster. Even if most pay by check, give them the option. Benefits: No waiting for checks, instant confirmation, reduces “forgot to pay” excuses, professional experience Setup Time: 10 minutes | Impact: Dramatically faster payment

​
Client Management

​
Use Smart Client Features

Client Enrichment - Auto-fill company logo, address, website, and industry info for business clients (click more options menu ⋮ → Enrich Client) CC Emails - Add accounting departments, project managers, and stakeholders to keep everyone informed Import Contacts - Use Google contact suggestions in the client form plus the Scan Contacts card on your Home dashboard to add recent contacts in minutes
Ask Every Agent: Instantly populate your client list:
  • “Scan my Google contacts and add the clients you find”
  • “Connect my Google Workspace and pull in my top business contacts”
  • “Show me Google contacts we’ve already imported and which ones are missing email addresses”

​
Invoicing Excellence

​
Create Offerings First

Set up service/product catalog with standard rates before invoicing. Benefits: 10x faster invoicing, consistent pricing, professional descriptions, automatic tax, rate history Investment: 30 minutes | Return: 5-10 minutes saved per invoice forever
Ask Every Agent: Create your service catalog in seconds:
  • “Create offerings for all my standard services: Strategy Consulting 200/hr,WebDevelopment200/hr, Web Development 150/hr, Project Management $175/hr”
  • “Set up product offerings for my digital products with standard pricing”
  • “Show me all my offerings and which ones generate the most revenue”

​
Use Detailed Line Items

Bad: “Consulting - $5,000” Good: “Brand Strategy Consultation - Competitive analysis, target audience research, brand positioning workshop, strategic roadmap development, and final presentation. Includes 3 rounds of revisions.” Why: Reduces disputes, justifies pricing, sets expectations, looks professional

​
Track Invoice Status

Monitor which invoices have been sent and are still unpaid to time your follow-ups effectively.
Ask Every Agent: Smart invoice tracking and follow-up:
  • “Show me all sent invoices that are still unpaid”
  • “Which invoices are overdue by more than 7 days?”
  • “Send payment reminders to all clients with invoices overdue by more than 15 days”

​
Time Tracking & Expenses

​
Use the Timer Widget

Real-time tracking beats guesswork. “I think I worked 4 hours” vs “I worked exactly 3.7 hours” Make it Habit: Open computer → Start timer → Work → Stop timer → Add description

​
Add Descriptions Immediately

“Website homepage design” typed now > “Something for ACME” typed later. Memory fades fast.

​
Log Expenses Immediately

Right after expense → Take photo → Upload to Every Why: Receipts get lost, details forgotten, tax deductions missed, billbacks forgotten
Ask Every Agent: Effortless expense management:
  • “Log this receipt” (upload photo) → Agent reads and creates expense entry
  • “Show me all my unbilled expenses for this month, organized by client”
  • “Create an expense report for Q4 2024 categorized by type”
  • “Which expenses over $100 don’t have receipts attached?”

​
Automation & Efficiency

​
Test Automations Thoroughly

Before activating:
  1. Enable test mode
  2. Generate test invoice
  3. Review amounts, line items, tax, formatting
  4. Disable test mode, then activate
Start with Drafts: Set automation to “Create as Draft” initially. Review first 2-3 months, then switch to “Send Immediately.”
Ask Every Agent: Set up and manage automations easily:
  • “Create a monthly automation for Acme Corp - $5000 retainer on the 1st of each month”
  • “Show me all my active automations and when they’ll run next”
  • “Pause the automation for Smith Industries until next quarter”
  • “Test run all my automations to make sure they’re working correctly”

​
Communication Strategy

​
Set Clear Payment Terms

Invoice notes should include:
  • Payment due date (clear and prominent)
  • Acceptable payment methods
  • Late payment policy
  • Contact for questions

​
Follow Up Strategically

Timeline:
  • Day 0: Invoice sent
  • Day 7: Friendly check-in if no response
  • Day 15: Payment reminder if unpaid
  • Day 25: Urgent reminder if overdue
  • Day 31+: Serious collection conversation
Tone Progression: Friendly → Reminder → Urgent
Ask Every Agent: Automate strategic follow-ups:
  • “Send friendly reminders to all clients with invoices due in the next 3 days”
  • “Which invoices are overdue by more than 30 days? Draft firm payment reminder emails”
  • “Show me payment patterns - which clients consistently pay late?”

​
Thank Clients for Payments

Simple but powerful: “Thank you for your payment! We appreciate your business.” Impact: 30 seconds, strengthens relationships, increases retention

​
Financial Health

​
Monitor Weekly & Review Monthly

Weekly Dashboard:
  • Outstanding amount
  • Overdue amount
  • This month’s revenue
  • Upcoming due dates
Monthly Metrics:
  • Days Sales Outstanding (DSO)
  • Payment conversion rate
  • Revenue per client
  • Profit margin per service
Ask Every Agent: Get instant financial insights:
  • “Show me my cash flow dashboard - total outstanding, overdue amounts, this month’s revenue”
  • “What’s my Days Sales Outstanding (DSO) and how has it trended over the last 6 months?”
  • “Who are my top 10 clients by total revenue? Show me year-over-year comparison”
  • “Calculate my payment conversion rate and average time to payment by client”

​
Leverage AI

​
Chat with Agent Regularly

Make Every Agent your assistant for:
  • “What should I focus on this week?”
  • “Which invoices are overdue?”
  • “Create an invoice for…”
  • “Send reminder to slow-paying clients”

​
Customize Business Context

Update organization prompt with your services, target clients, communication style, and pricing philosophy. Result: Agent responses perfectly aligned with your business
Ask Every Agent: Leverage AI for complete workflow automation:
  • “Review all my clients and suggest which ones might be good candidates for retainer agreements”
  • “Analyze my pricing strategy - am I charging market rates for my services?”
  • “Draft a proposal for Acme Corp for a 3-month consulting engagement, use my standard rates and format”
  • “What should I focus on this week to improve my cash flow?”

​
Upload Reference Files

Give Every Agent access to:
  • Standard service agreement
  • Rate card and pricing
  • Brand guidelines
  • Proposal templates
Benefit: Consistent terms, correct pricing, brand voice maintained

​
Growth Strategies

​
Analyze Your Best Clients

Identify patterns in revenue, payment speed, profitability, and repeat business. Double down on what works.
Ask Every Agent: Identify and replicate success patterns:
  • “Analyze my client base - who are my most profitable clients and what do they have in common?”
  • “Which clients have the best payment history? Help me find similar prospects”
  • “Compare my top 5 vs bottom 5 clients - what patterns should I look for?”

​
Track Service Performance

Optimize your offerings:
  • Promote high-margin services
  • Improve or drop low-margin services
  • Price based on value, not just cost
Ask Every Agent: Optimize your service portfolio:
  • “Rank all my services by profitability - which should I focus on selling more?”
  • “How much time am I spending on each service type? Is it worth the revenue?”
  • “Which offerings have I used most in the last 6 months and what’s the trend?”

​
Increase Rates Regularly

Annual rate review: Skills improve, experience accumulates, market rates change. How: Update offerings with new rates, grandfather existing clients (optional), new projects at new rates
Most service businesses should increase rates 5-10% annually to keep pace with inflation and skill growth!

​
Common Mistakes to Avoid

❌ Skipping organization setup → Unprofessional invoices ✅ Complete setup before first invoice ❌ Manual line items every time → Slow and error-prone ✅ Create offerings first ❌ Waiting to send invoices → Delayed payment, poor cash flow ✅ Send immediately after work complete ❌ Ignoring email tracking → Missed follow-up opportunities ✅ Monitor opens and follow up strategically ❌ Not recording payments → Confusion and inaccurate status ✅ Record immediately ❌ Deleting old clients → Lost history ✅ Archive inactive clients instead

​
The 80/20 Rule

20% of actions = 80% of results: Highest Impact Actions:
  1. Enable online payments (Stripe)
  2. Create offerings for all services
  3. Use automations for recurring billing
  4. Track email opens before following up
  5. Monitor cash flow weekly
Result: Faster payments, less manual work, better collection rates, healthier cash flow, less stress

​
Next Steps

Start Strong

Follow the quickstart guide

Learn Workflows

Master common business workflows

Get Help Anytime

Contact support

Join Community

Connect with other users
Remember: Success with Every is about building good habits. Start with the basics, add gradually, and soon it’s second nature!