---
title: "Email Agent"
description: "Use email to send tasks and get them done with your Email Agent."
url: https://help.juan.ac/en/articles/9994123-email-agent
collection: "AI Agents"
updated: 2026-08-16
language: en
---

# Email Agent

Use email to send tasks and get them done with your Email Agent.

## Q1. What is the Email Agent?

-   The Email Agent works through email: send a task to your agent's email address, and it performs that task in the organization the agent is assigned to.
    
-   Each agent is set up for one organization, so the tasks sent to it are always applied to that organization's books.
    
-   Your agent is shared across the organization. Other users and whitelisted external senders can send it tasks, and each action follows the permissions of the person who sent the email.
    
-   All actions are recorded in Juan under the user who sent the email.
    

## **Q2. How do I set up my AI Agent?**

-   Head over to **Settings** **→** **Email Agent** and set the following according to your preferences:
    
    -   Name
        
    -   Email
        
        -   Create an agent's email using letters (a-z), numbers (0-9), and the plus (+) symbol.
            
        -   Using the plus (+) symbol is a good way to differentiate agents per organization, for example: myagent+greengrocery@sendjuan.com
            
    -   Tone
        
        -   Friendly
            
        -   Formal
            
        -   Focused
            
    -   Skill Level
        
        -   Assistant
            
        -   Analyst (Growth Plan only)
            
        -   Associate (Coming soon)
            
    -   Memory
        
        -   Predefined
            
        -   Progressive (Growth Plan only)
            
    -   Preferred Language
        

![](https://staticfiles.gleap.io/gattachments/OneFVp7jHelDlxP6ZhQAbu9P75hatOSLpYG0WD1q7Kl9Ngv20TEoVVOvSZ5fJud9L7BDsydj5PA.png)

## Q3. What tasks can the Email Agent perform?

-   The Email Agent supports 20 workflows. Go to **Settings → Email Agent → Workflows** to review them and turn each one on or off:
    
    -   **Bank Reconciliation**: match bank records to transactions using rules and Magic Match.
        
    -   **Bookmarks**: create, review, and manage bookmarks.
        
    -   **Capsules**: create and manage capsules for prepaid expenses, deferred revenue, leases, and other advanced entries.
        
    -   **Chart of Accounts**: set up your chart of accounts and account types.
        
    -   **Contacts**: organize contacts and contact groups.
        
    -   **Currency Management**: add, edit, and look up currencies and exchange rates.
        
    -   **Direct Cash Transactions**: record cash in, cash out, and transfers.
        
    -   **Fixed Assets**: register, depreciate, transfer, and dispose of fixed assets.
        
    -   **Import Bank Statements**: import bank records from statement attachments.
        
    -   **Invoices, Bills & Credit Notes**: create and manage invoices, bills, and credit notes.
        
    -   **Items & Inventory**: create and edit items and manage stock levels.
        
    -   **Journals**: create and manage journal entries.
        
    -   **Juan Magic**: create and autofill draft invoices, bills, and credit notes from email details or file attachments.
        
    -   **Payments**: record, apply, and reverse invoice and bill payments.
        
    -   **Reports & Data Exports**: generate balance sheets, P&L, cash flow, trial balance, and other reports and data exports.
        
    -   **Sales & Purchase Orders**: create, track, and convert sales and purchase orders.
        
    -   **Scheduled & Recurring**: schedule recurring invoices, bills, journals, and subscriptions.
        
    -   **Tags, Classifiers & Custom Fields**: create and manage tracking tags, classifiers, and custom fields.
        
    -   **Tax Profiles**: configure tax profiles and rates.
        
    -   **User Management**: invite, update, and remove organization users.
        

![](https://staticfiles.gleap.io/gattachments/47SoPDVlRmRB5a0IwuAIlC3mOxRyM3HNzyNjsn00YVs0gyd5ZQuQSi2Yr7DKBz7HPM2y0roO4EP.png)

## Q4. How does the Email Agent receive instructions?

-   Send tasks by email to your agent's assigned email address.
    
-   Use the **To** field for direct actions and replies.
    
-   Use **Cc** to keep your agent informed.
    
-   Only users in your organization and addresses added to the External Email Whitelist can instruct your agent.
    

![](https://staticfiles.gleap.io/ghelparticle/KG3wMDxD02biuwFItqm9RLtdbmSjVIfDq8eNpLKrxp3l7ziXVwyRL2F4na4QoJSot1EMze1YlHJ.png)

## Q5. Can other members of my organization use the Email Agent?

-   Yes. Any user in your organization can send tasks to your agent using their own email address in Juan.
    
-   Actions follow the permissions of the user who sent the email, so each user can only invoke the workflows they already have access to in Juan.
    
-   The workflow must also be enabled under **Settings → Email Agent → Workflows**. If a workflow is turned off, no one can invoke it, regardless of their permissions.
    
-   Example: a staff member with access to Bills only can invoke Bills-related workflows, and only while that workflow is enabled.
    
-   The same applies to whitelisted external senders. [See Q11](https://help.juan.ac/en/articles/9994123-email-agent.md#heading-10-q11-can-i-whitelist-external-email-addresses-for-my-email-agent).
    

## Q6. Can the Email Agent reply to emails with other recipients?

-   Your agent replies to the sender's email address.
    
-   It can also reply to external senders and recipients added to the External Email Whitelist. [See Q11](https://help.juan.ac/en/articles/9994123-email-agent.md#heading-10-q11-can-i-whitelist-external-email-addresses-for-my-email-agent).
    
-   Emails from addresses that are neither organization users nor whitelisted are ignored for security reasons.
    

## Q7. Where can I see what my Email Agent did?

-   Go to **Agent Suite →** [**Judgement**](https://help.juan.ac/en/articles/9994240-ai-connectors-claude-chatgpt-and-more.md#heading-4-q5-what-are-the-tabs-in-jots) in the main sidebar to review your agent's activity.
    

## Q8. What happens when I update my agent's email?

-   Updating your agent's email cancels all ongoing actions, and the previous email will be unavailable for up to 72 hours.
    

## Q9. What happens if I cancel or downgrade my organization plan?

-   Your agent will be deactivated and its email will be released.
    

## Q10. Why am I not receiving responses from my agent?

-   Make sure you included instructions in the **To** field and in the email body.
    
-   Make sure your agent's email is saved in your email contacts.
    
-   Whitelist **@**[**sendjuan.com**](https://sendjuan.com), then check your spam and other folders.
    
-   Make sure the workflow you are trying to use is enabled under **Settings → Email Agent → Workflows**.
    
-   Make sure your user permissions cover the task you are requesting.
    
-   If you are emailing from an address outside the organization, make sure it is added to the External Email Whitelist.
    

## Q11. Why can't I add new instructions to my Email Agent?

-   Only organizations under the Growth Plan can add new instructions and turn off specific workflows.
    

## Q12. Can I whitelist external email addresses for my Email Agent?

-   Yes. Go to **Settings → Email Agent→ External Email Whitelist** and add specific email addresses or domains.
    
-   Whitelisted senders can interact with your agent, receive replies, and perform actions on your behalf.
    
-   Whitelisting is the only way an external sender can instruct your agent, so this is how you let clients send documents such as receipts directly to your agent.
    
-   Actions requested by whitelisted senders follow your user permissions and are recorded as your own in Juan.
    

## Q13. How many email agents can I create?

-   Only one per organization.