From 7809b1269934dbf9d1b995450dee32e6d9f9f648 Mon Sep 17 00:00:00 2001 From: "Yuwen Memon (via MelvinBot)" Date: Mon, 15 Jun 2026 18:19:22 +0000 Subject: [PATCH 1/7] Add Create and Use Custom Agents help article The Agents settings page links Learn more to ai-agents/Create-and-Use-Custom-Agents, but that article did not exist. Add it so the in-product link resolves, using the orphaned ExpensiHelp-CustomAgents-1.png asset. Co-authored-by: Yuwen Memon --- .../ai-agents/Create-and-Use-Custom-Agents.md | 109 ++++++++++++++++++ 1 file changed, 109 insertions(+) create mode 100644 docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md new file mode 100644 index 000000000000..747ce5e15115 --- /dev/null +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -0,0 +1,109 @@ +--- +title: Create and Use Custom Agents +description: Create personal Custom Agents in New Expensify to handle your workflow, then chat with them, Copilot into them, edit, or delete them. +keywords: [custom agents, agents, new agent, ai agent, agent instructions, copilot into account, new expensify] +internalScope: Audience is individual New Expensify users. Covers creating, configuring, and managing personal Custom Agents from the Agents page in Account settings. Does not cover Agent Rules, RuleBot, or workspace-level automation. +--- + +# Create and Use Custom Agents + +Custom Agents are personal AI agents you create to handle parts of your workflow, so you can skip manual work and get hours back in your day. You write natural-language instructions that tell an agent what to do, and you can chat with an agent or Copilot into its account at any time. + +Custom Agents are currently in **Beta**, so they may not be available on every account yet. + +--- + +## Who can use Custom Agents + +Custom Agents are a personal, account-level feature. When the feature is available to you, an **Agents** option appears in your **Account** settings with a **Beta** badge. + +If you don't see **Agents** in your **Account** settings, the Beta isn't enabled on your account yet. + +--- + +## How to create a Custom Agent + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +2. Click **New agent**. +3. In the **Agent name** field, enter a name for the agent. +4. Click **Write custom instructions** and describe what you want the agent to do. +5. (Optional) Click **Edit avatar** to set an image for the agent. +6. Click **Create agent**. + + + +![The Agents page in Account settings, showing the New agent button and a list of created agents]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-1.png){:width="100%"} + +--- + +## How to write instructions for a Custom Agent + +Instructions are written in natural language. Describe the behavior you want, and the agent follows those instructions when handling your work. Clear, specific instructions produce more predictable results. + +For example, your instructions might tell an agent to: + +- Reject expenses that are for gambling, movies, or other obvious non-business reasons. +- Remind you to always include a receipt image that makes the tip clear. +- Approve a report if it's very similar to previous reports from the same user. +- Reject reports with more than $500 in travel expenses. + +You can update an agent's instructions at any time. See [how to edit a Custom Agent](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents#how-to-edit-a-custom-agent). + +--- + +## How to chat with a Custom Agent + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +2. Find the agent you want to message, then click the chat icon on the agent's row. + +You can also open an agent and click **Chat with agent**. + +--- + +## How to Copilot into a Custom Agent's account + +Copiloting into an agent lets you act on its behalf. + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +2. Find the agent you want to act as, then click **Copilot** on the agent's row. + +You can also open an agent and click **Copilot into account**. + +--- + +## How to edit a Custom Agent + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +2. Find the agent you want to change, then click **Edit**. +3. Update the **Agent name**, **Write custom instructions**, or avatar as needed. + +--- + +## How to delete a Custom Agent + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +2. Find the agent you want to remove, then click **Edit**. +3. Click **Delete agent**. +4. Click **Delete agent** again to confirm. + +Deleting an agent can't be undone. + +--- + +# FAQ + +## Why can't I see Agents in my Account settings? + +Custom Agents are in **Beta** and may not be enabled on your account yet. When the feature is available, an **Agents** option appears in your **Account** settings with a **Beta** badge. + +## Can a Custom Agent make mistakes? + +Yes. Custom Agents follow natural-language instructions and are powered by AI, so they may occasionally behave unexpectedly. Write clear, specific instructions and review what an agent does. + +## How do I stop a Custom Agent from handling my workflow? + +Delete the agent. See [how to delete a Custom Agent](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents#how-to-delete-a-custom-agent). From 0237763dc4e87db8b9f28083bcd4edeb4ca9bd10 Mon Sep 17 00:00:00 2001 From: "Yuwen Memon (via MelvinBot)" Date: Mon, 15 Jun 2026 23:29:45 +0000 Subject: [PATCH 2/7] Apply review fix: use unified navigation tabs phrasing Co-authored-by: Yuwen Memon --- .../ai-agents/Create-and-Use-Custom-Agents.md | 10 +++++----- 1 file changed, 5 insertions(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md index 747ce5e15115..766ba1fc01d0 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -23,7 +23,7 @@ If you don't see **Agents** in your **Account** settings, the Beta isn't enabled ## How to create a Custom Agent -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. 2. Click **New agent**. 3. In the **Agent name** field, enter a name for the agent. 4. Click **Write custom instructions** and describe what you want the agent to do. @@ -57,7 +57,7 @@ You can update an agent's instructions at any time. See [how to edit a Custom Ag ## How to chat with a Custom Agent -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. 2. Find the agent you want to message, then click the chat icon on the agent's row. You can also open an agent and click **Chat with agent**. @@ -68,7 +68,7 @@ You can also open an agent and click **Chat with agent**. Copiloting into an agent lets you act on its behalf. -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. 2. Find the agent you want to act as, then click **Copilot** on the agent's row. You can also open an agent and click **Copilot into account**. @@ -77,7 +77,7 @@ You can also open an agent and click **Copilot into account**. ## How to edit a Custom Agent -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. 2. Find the agent you want to change, then click **Edit**. 3. Update the **Agent name**, **Write custom instructions**, or avatar as needed. @@ -85,7 +85,7 @@ You can also open an agent and click **Copilot into account**. ## How to delete a Custom Agent -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Account > Agents**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. 2. Find the agent you want to remove, then click **Edit**. 3. Click **Delete agent**. 4. Click **Delete agent** again to confirm. From 2d1f3ac38dba5132d690fd12b92352a7e36ec931 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 16 Jun 2026 15:10:15 -1000 Subject: [PATCH 3/7] Update Create-and-Use-Custom-Agents.md --- .../ai-agents/Create-and-Use-Custom-Agents.md | 141 +++++++++++++----- 1 file changed, 101 insertions(+), 40 deletions(-) diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md index 766ba1fc01d0..e6064df0a569 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -7,15 +7,19 @@ internalScope: Audience is individual New Expensify users. Covers creating, conf # Create and Use Custom Agents -Custom Agents are personal AI agents you create to handle parts of your workflow, so you can skip manual work and get hours back in your day. You write natural-language instructions that tell an agent what to do, and you can chat with an agent or Copilot into its account at any time. +Custom Agents are AI-powered virtual members of your Expensify account that can take actions based on instructions you provide. You write natural-language instructions that tell an agent what to do, and you can chat with an agent or Copilot into its account at any time. -Custom Agents are currently in **Beta**, so they may not be available on every account yet. +Each Custom Agent has its own Expensify account with a profile, display name, and instructions you control. + +Expensify also supports Agent Rules, which are workspace-level AI automations enforced by RuleBot. [Learn how to Create Agent Rules](/articles/new-expensify/ai-agents/Create-Agent-Rules). --- -## Who can use Custom Agents +## Who can use Agents + +Custom Agents are currently available through an open beta program. If you’d like to try Custom Agents and provide feedback, contact Concierge to request access. -Custom Agents are a personal, account-level feature. When the feature is available to you, an **Agents** option appears in your **Account** settings with a **Beta** badge. +If the beta is enabled on your account, you can create a Custom Agent. When the feature is available to you, an **Agents** option appears in your **Account** settings with a **Beta** badge. If you don't see **Agents** in your **Account** settings, the Beta isn't enabled on your account yet. @@ -23,87 +27,144 @@ If you don't see **Agents** in your **Account** settings, the Beta isn't enabled ## How to create a Custom Agent -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. -2. Click **New agent**. -3. In the **Agent name** field, enter a name for the agent. -4. Click **Write custom instructions** and describe what you want the agent to do. -5. (Optional) Click **Edit avatar** to set an image for the agent. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. +2. Click **Agents**. +3. Click **New agent**. +4. Review the auto-generated profile image and display name. If needed, you can edit these later. +5. Click **Write custom instructions** and describe what you want the agent to do. 6. Click **Create agent**. - +After saving, the new agent appears in your **Agents** list with **Edit**, **Chat**, and **Copilot** buttons. ![The Agents page in Account settings, showing the New agent button and a list of created agents]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-1.png){:width="100%"} --- -## How to write instructions for a Custom Agent +## What happens after you create a Custom Agent -Instructions are written in natural language. Describe the behavior you want, and the agent follows those instructions when handling your work. Clear, specific instructions produce more predictable results. +After you create a Custom Agent: -For example, your instructions might tell an agent to: +- A new Expensify account is created for the agent. +- You become the agent's owner. +- You're automatically added as a full-access Copilot on the agent's account. +- The agent appears in your **Agents** list, where you can chat with it, edit its instructions, or Copilot into its account. +- The agent can be added to workspaces as a member and selected anywhere a workspace member can be chosen, such as approval workflows. -- Reject expenses that are for gambling, movies, or other obvious non-business reasons. -- Remind you to always include a receipt image that makes the tip clear. -- Approve a report if it's very similar to previous reports from the same user. -- Reject reports with more than $500 in travel expenses. +--- -You can update an agent's instructions at any time. See [how to edit a Custom Agent](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents#how-to-edit-a-custom-agent). +## How to write instructions for a Custom Agent + +Agent instructions are written in natural language. Describe the role, responsibilities, and decisions you want the agent to make. Clear, specific instructions generally produce more predictable results than broad or ambiguous instructions. + +If you’re unsure how to write instructions, you can chat with the agent and describe the outcome you want. The agent can ask clarifying questions, help draft instructions, and explain how it would behave in a specific situation based on the instructions. + +Custom Agent instructions use the same natural-language prompting concepts as Agent Rules. For guidance, examples, and prompt-writing best practices, [learn how to write Agent Rules](/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules). --- ## How to chat with a Custom Agent -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. -2. Find the agent you want to message, then click the chat icon on the agent's row. +To open a direct conversation with a Custom Agent: -You can also open an agent and click **Chat with agent**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. +2. Click **Agents**. +3. Find the agent you want to message, then click the chat icon on the agent's row. --- ## How to Copilot into a Custom Agent's account -Copiloting into an agent lets you act on its behalf. +Each Custom Agent is its own Expensify account with a profile, inbox, chats, and activity history. When you create a Custom Agent, you become its owner and are automatically added as a full-access Copilot. + +Use Copilot to see what the agent has done, review its activity, and inspect any actions it has taken on reports. -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. -2. Find the agent you want to act as, then click **Copilot** on the agent's row. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. +2. Click **Agents**. +3. Find the agent in the list and click **Copilot**. -You can also open an agent and click **Copilot into account**. +[Learn more about Copilot](/articles/new-expensify/settings/Copilot-Access). --- -## How to edit a Custom Agent +## How to edit a Custom Agent's instructions -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. -2. Find the agent you want to change, then click **Edit**. -3. Update the **Agent name**, **Write custom instructions**, or avatar as needed. +You can edit a Custom Agent's instructions at any time. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. +2. Click **Agents**. +3. Find the agent you want to change, then click **Edit**. +4. Click the **Write custom instructions** section. +5. Enter the new instructions you want the agent to follow. +6. Click **Save**. --- ## How to delete a Custom Agent -1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account > Agents**. -2. Find the agent you want to remove, then click **Edit**. -3. Click **Delete agent**. -4. Click **Delete agent** again to confirm. +Deleting a Custom Agent closes its Expensify account. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Account**. +2. Click **Agents**. +3. Find the agent you want to remove, then click **Edit**. +4. Click **Delete agent**. +5. Confirm the deletion. Deleting an agent can't be undone. --- +## How to use a Custom Agent as a workspace approver + +Before you can select a Custom Agent as an approver, the agent must be added to the workspace as a member. Once added, the agent can be selected anywhere an approver can be selected. + +[Learn how to add a new Workspace member](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Workspaces > [Workspace name]**. +2. Click **Workflows**. +3. Open the workflow you want to edit, or click **Add approval workflow** to create a new one. +4. Click **Approver**. +5. Choose the agent from the list of workspace members. +6. Click **Save**. + +The agent will receive each report submitted through the workflow and determine whether to approve or reject it based on its instructions. + +For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). + +--- + # FAQ ## Why can't I see Agents in my Account settings? Custom Agents are in **Beta** and may not be enabled on your account yet. When the feature is available, an **Agents** option appears in your **Account** settings with a **Beta** badge. +## Who can edit or delete a Custom Agent? + +Only the agent's owner can edit its instructions or delete it. The owner is the account that created the agent. + +## Does a Custom Agent have its own Expensify account? + +Yes. Each Custom Agent is created as a separate Expensify account with its own profile, inbox, chats, and activity history. The account that creates the agent becomes its owner and is automatically added as a full-access Copilot. + +## Are Custom Agents billed? + +An agent is a member of any workspace it's added to and is billed as a workspace member like any other member. Usage-based billing for agent activity is not yet in effect at this release. + +## Can I remove myself as a Copilot from a Custom Agent I created? + +No. The owner is permanently added as a full-access Copilot on the agent's account so you always retain access to review and update the agent. + +## Can a Custom Agent be added to multiple workspaces? + +Yes. An agent is a member like any other and can be added to as many workspaces as you'd like, and selected as an approver in each of their workflows. + +## Can I use a Custom Agent in multi-step approval workflows? + +Yes. On Control plans, Custom Agents can be used anywhere an approver can be selected, including multi-step approval workflows. + +On Collect plans, workspaces support a single approver. A Custom Agent can be used as that approver. + ## Can a Custom Agent make mistakes? Yes. Custom Agents follow natural-language instructions and are powered by AI, so they may occasionally behave unexpectedly. Write clear, specific instructions and review what an agent does. -## How do I stop a Custom Agent from handling my workflow? - -Delete the agent. See [how to delete a Custom Agent](/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents#how-to-delete-a-custom-agent). From db2b6cb37d81b6d09306f5b9c5a309604c5ee276 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 16 Jun 2026 15:12:12 -1000 Subject: [PATCH 4/7] Update Create-Agent-Rules.md --- docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md b/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md index fb84b08ba8e1..fef51ce2e11b 100644 --- a/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md +++ b/docs/articles/new-expensify/ai-agents/Create-Agent-Rules.md @@ -89,10 +89,10 @@ For example, RuleBot might: - Approve certain reports automatically --- -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [Your Workspace]**. + ## How to delete an Agent Rule -1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [Your Workspace]** +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [Workspace name]** 2. Click **Rules**. 3. In the **Agent Rules** section, select the AI rule you want to remove. 4. Click **Delete**. From 733cd10be6edf7f1b12b128637a34ad8b6d3cd89 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 16 Jun 2026 15:13:46 -1000 Subject: [PATCH 5/7] Update _routes.yml --- docs/_data/_routes.yml | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 8d9a3e034a5b..5a06f29e3d3a 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -229,7 +229,7 @@ platforms: - href: ai-agents title: AI Agents icon: /assets/images/simple-illustration__ai-bot.svg - description: Learn about Custom Agents and what they can do. + description: Learn about AI Agents and what they can do. - href: workspaces title: Workspaces From 04b13f367b4fb2f9645d49a50c2aadc84fde5770 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 16 Jun 2026 15:16:56 -1000 Subject: [PATCH 6/7] Update Create-and-Use-Custom-Agents.md --- .../new-expensify/ai-agents/Create-and-Use-Custom-Agents.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md index e6064df0a569..cf86d1c592fc 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -130,6 +130,8 @@ The agent will receive each report submitted through the workflow and determine For details on configuring approval workflows generally, see [Learn how to add approvals to a workspace](/articles/new-expensify/workspaces/Add-Approvals). +![Add a Custom Agent as a workspace approver]({{site.url}}/assets/images/ExpensiHelp-CustomAgents-2.png){:width="100%"} + --- # FAQ From b69353a2904127fbe1824ec7a95bd5fd34c5f8f1 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 16 Jun 2026 15:17:13 -1000 Subject: [PATCH 7/7] Update Create-and-Use-Custom-Agents.md --- .../new-expensify/ai-agents/Create-and-Use-Custom-Agents.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md index cf86d1c592fc..b930628a01bb 100644 --- a/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md +++ b/docs/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents.md @@ -15,7 +15,7 @@ Expensify also supports Agent Rules, which are workspace-level AI automations en --- -## Who can use Agents +## Who can use Custom Agents Custom Agents are currently available through an open beta program. If you’d like to try Custom Agents and provide feedback, contact Concierge to request access.