ceven

Clientary

Syncs your clients, projects, and billing data into automated workflows to handle everything from lead capture to final payment collection.

Try Clientary in Ceven

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Standard

Why use Ceven?

  1. AI native Clientary integration

    • Describe the outcome and Ceven picks the right Clientary calls, fills the parameters, and checks the result.
    • Structured, agent friendly tool schemas so each call runs reliably instead of by guesswork.
    • Rich coverage for reading, writing, and querying your Clientary data, across all 57 of its actions.

  2. Managed auth

    • Built in OAuth with automatic token refresh and rotation.
    • One place to manage, scope, and revoke Clientary access.
    • Per user and per environment credentials instead of shared keys.

  3. Agent optimized design

    • Actions are tuned from real success and error rates so reliability climbs over time.
    • Full execution logs so you always know what ran in Clientary, when, and on whose behalf.
    • The agent pauses and asks when Clientary is unclear instead of plowing ahead.

  4. Enterprise grade security

    • Fine grained access so you control which agents and people can reach Clientary.
    • Least privilege by default, read scopes first and only the writes a workflow needs.
    • A full audit trail of every Clientary action to support review and sign off.

Supported tools

Every action Ceven's agents can run on Clientary, and when to use it.

Create Client
Use this when you need to add a new client record with company details and contact information.
Create Lead
Use this to add a new lead to the system to track potential business opportunities.
Create Project
Use this to set up a new project for tracking time, expenses, or managing client work.
Create Task
Use this to create a new task, optionally linking it to a project and an assignee.
Create Expense
Use this to record a new expenditure and assign it to a specific client or project.
Get Invoice
Pull detailed information for a specific invoice including line items and payment status.
List Project Hours
Pull all time tracking entries for a project, filtered by billed or unbilled status.
List Client Invoices
Retrieve all invoices associated with a specific client using pagination.
Send Invoice Message
Email an invoice to a client with a custom subject and message body.
Update Client
Modify existing client details such as address, name, or custom fields.
Update Hour Entry
Change the hours, rate, or billing status of a logged time entry.
List Clients
Search and retrieve a list of all clients with optional sorting by modification date.
Create Contact
Tool to create a new contact within a specified client. Use when you need to add a contact to a client account with name and email as required fields.
Delete Client
Tool to remove a client and all associated projects, invoices, estimates, and contacts. Use when you need to permanently delete a client from Clientary. WARNING: Deletions are permanent and not reversible.
Delete Lead
Tool to permanently delete a lead and all associated Estimates and Contacts. Use when you need to remove a lead that is no longer needed. Warning: This action is irreversible.
Delete Payment
Tool to remove an existing payment from an invoice. Use when you need to permanently delete a payment record. WARNING: Deletions are permanent and not reversible.
Delete Payment Profile
Tool to remove a specific payment profile from a client's account. Use when you need to delete a payment profile. Note: Client must have an active payment integration with Stripe to manage payment profiles.
Delete Recurring Schedule
Tool to remove a recurring schedule by its identifier. Use when you need to permanently delete a recurring schedule from Clientary. Once deleted, the recurring schedule will no longer generate periodic invoices.
Get Client
Tool to fetch details for a specific client using its ID. Use when you need to retrieve complete information about a client from Clientary.
Get Contact
Tool to retrieve a single contact by its ID. Use when you need to fetch detailed information about a specific contact from Clientary.
Get Estimate
Tool to retrieve details for a single estimate by ID. Use when you need to obtain comprehensive estimate information including line items, tax details, and financial data.
Get Expense
Tool to retrieve details for a single expense record in Clientary. Use when you need to get specific information about an expense by its unique identifier.
Get Hour Entry
Tool to obtain details about a specific time entry in Clientary. Use when you need to retrieve information about a logged hour entry by its unique identifier.
Get Lead
Tool to retrieve a single lead by its ID. Use when you need to fetch detailed information about a specific lead from Clientary.
Get Project
Tool to retrieve a single project by its identifier. Use when you need to fetch detailed information about a specific project in Clientary.
Get Staff
Tool to retrieve a single staff member by their ID. Use when you need to fetch detailed information about a specific staff member from Clientary.
Get Task
Tool to retrieve a specific task by its ID. Use when you need to fetch detailed information about a task from Clientary.
List Client Contacts
Tool to retrieve all contacts for a specific client with pagination support. Use when you need to fetch the list of contacts associated with a particular client in Clientary.
List Client Expenses
Tool to retrieve all expenses for a specific client within an optional date range. Use when you need to fetch expense records associated with a particular client from Clientary.
List Client Projects
Tool to retrieve all projects associated with a specific client with pagination support (10 results per page). Use when you need to fetch projects for a particular client from Clientary.

30 actions · scroll to see them all

Frequently asked questions

Ceven manages Clientary pagination automatically in the background. When you ask for a list of clients or invoices, the agent checks the total count and the results per page. If your request requires data beyond the first page, the agent makes sequential calls to the Clientary API to gather all necessary records before presenting the final answer. This ensures you get a complete view of your business data without having to manually request page two or three. For very large datasets, the agent may summarize the findings or ask if you want the full list exported to a file to maintain performance and avoid timeout errors during the retrieval process.
Yes, Ceven can orchestrate the full cycle from time tracking to payment. The agent can pull all unbilled hour entries for a project, create a corresponding invoice in Clientary, and then use the send invoice message tool to email the client. It can then be scheduled to check the invoice status every few days and send follow up messages if the status remains unpaid. This removes the need for a human to manually review hours and click send each month. You can set specific rules for when an invoice is considered overdue, allowing the agent to handle the polite chasing of payments while you focus on the actual project work.
Ceven adheres to the standard Clientary API rate limits to ensure service stability. A specific quirk of the Clientary API is that heavy bursts of write requests, such as bulk importing hundreds of tasks or contacts, can trigger temporary rate limiting which may pause a workflow for a few seconds. To mitigate this, Ceven implements an exponential backoff strategy. If the agent hits a rate limit, it will wait a brief period before retrying the request automatically. You will see a notification in the workflow logs if a significant delay occurs, but the agent will ensure every single record is processed without data loss.
Ceven can read and update hour entries for any staff member you have permission to manage. Use this to audit time logs or fix entry errors across your team. For example, you can tell the agent to find all hour entries from last week that lack a description and flag them for the staff member to update. The agent can also calculate total hours worked per contractor and compare them against a project budget to alert you when a project is nearing its hour limit. This provides a layer of oversight that prevents project overruns before they become a financial problem for your agency.
Ceven treats lead conversion as a multi step workflow. When you signal that a lead is won, the agent first pulls the lead details to create a permanent client record. It then creates the initial project and associates it with that client. If you have a standard onboarding checklist, the agent can automatically create a series of tasks in Clientary for your team to complete. This ensures that no step is missed during the transition from sales to delivery. All original lead data is preserved, and the link between the lead and the client is maintained for your historical reporting and sales tracking.
Absolutely. The agent can create expense records and link them directly to a project or a client. You can use this to track software licenses, travel, or subcontractor costs. Because the agent has access to the list project expenses tool, it can generate real time profitability reports by subtracting these expenses and the cost of staff hours from the total project fee. If an expense is marked as billable, the agent ensures it is included in the next invoice generated for that client, so you never forget to charge for out of pocket costs incurred during a project.
Deleting a client is a destructive action in Clientary that removes all associated projects, invoices, and contacts. Because of this, Ceven is configured with a safety confirmation step for any delete command. The agent will list exactly what is about to be deleted and ask for your explicit approval before executing the call. Once the deletion is confirmed and processed by Clientary, the data cannot be recovered. We recommend using the update client tool to mark a client as inactive or archived if you want to keep their financial history for tax purposes while removing them from your active view.
Ceven can manage complex client hierarchies by creating multiple contacts under a single client record. This is useful for agencies that deal with different stakeholders like a billing contact and a project manager. The agent can search for a specific contact by name or email and update their details without affecting other contacts in the account. If you import a new list of contacts from another tool, Ceven can deduplicate them by checking existing emails in Clientary before creating new records, ensuring your client database remains clean and organized without duplicate entries for the same person.

Alternatives to Clientary

Other tools that solve a similar problem. Ceven supports these too, so you can switch or run more than one at once.

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