See a project in action
One owner. No staff. Every hat. One agent that wears them all.
A small business owner uses Virgil to manage his entire operation. Vendor relationships, customer follow-ups, inventory decisions, bookkeeping prep, and marketing. All in one project with an AI agent that knows the whole business.
Step 1 · Set up the business project
Create the project. Add the people.
Marcus creates a "Riverside Coffee Co." project in Virgil. He runs a specialty coffee shop in downtown Orlando. Then he adds the people who matter: himself, his accountant, and his wholesale supplier.
Everyone who touches this business, in one place.
Marcus Bell
internalOwner · Riverside Coffee Co.
32 entries in dossier
Amy Chen
externalAccountant · Chen Bookkeeping
14 entries in dossier
Carlos Duarte
externalWholesale Rep · Oaxaca Coffee Importers
9 entries in dossier
Step 2 · Build the operations file
Paste emails. Add notes. Drop context. Build the memory.
Every vendor email, every financial flag, every operational note goes into the project. Marcus builds the business memory over time. Virgil reads all of it.
Riverside Coffee Co. est. 2024. Single location, downtown Orlando. Revenue: $28K/month average. 6 employees (3 full-time, 3 part-time). Busiest hours: 7-9am, 12-1pm. Lease renews March 2027. Landlord: Park Avenue Properties.
Added by Marcus Bell
From Carlos Duarte, Oaxaca Imports: 'Marcus, heads up. Our Chiapas single-origin is going up 12% next month due to shipping costs. Want to lock in the current rate with a 6-month prepay? That would be $4,200 vs $4,704 at the new price.'
Amy flagged that Q4 food cost ratio crept to 34%. Target is 30%. Main driver: almond milk price increase and new pastry supplier charging more than the old one. Need to evaluate whether to absorb, raise prices, or switch suppliers.
Added by Marcus Bell
From Amy Chen: 'Marcus, your Q4 P&L is attached. Revenue up 8% YoY but margins are tighter. We should talk about the pastry supplier before tax season. Also, your estimated quarterly tax payment is due April 15. Amount: $3,200.'
Top sellers: house blend drip ($4.50, 40% of sales), oat milk latte ($6.25, 22%), cold brew ($5.50, 15%). Pastries are 12% of revenue but 20% of food cost. The new pastry supplier (Sweet Flour Bakery) charges 18% more than the previous one (Sunrise Baking) but quality is better and customers have noticed.
Added by Marcus Bell
Considering a loyalty program. Saw that the coffee shop two blocks down started one and their regulars are posting about it. Need to figure out cost and whether Square supports it natively.
Added by Marcus Bell
Step 3 · Connect QuickBooks and Square
Financial and sales data flow in automatically.
Marcus connects QuickBooks and Square to the project. His P&L, tax deadlines, daily sales, and customer patterns sync automatically. Virgil reads it the same way it reads his emails and notes, so the agent has the full financial picture.
QuickBooks
Connected · Riverside Coffee Co.
Synced
Monthly P&L
4 tracked
Tax deadlines
History
Vendor payments
Square
Connected · Riverside Coffee Co.
Reports
Daily sales
By revenue
Top items
Tracked
Visit frequency
Scoped to this project only. Other projects cannot see these connections.
Step 4 · Monthly expense tracking
Every cost category, tracked and trended.
Marcus uses the Table tool to track monthly expenses by category. Virgil reads this table alongside the vendor emails and the QuickBooks data, so it can spot trends and flag problems before they become emergencies.
| Category | Monthly avg | % of revenue | Trend | Notes |
| Coffee beans | $3,800 | 13.6% | Stable | Oaxaca contract |
| Milk + alternatives | $1,200 | 4.3% | Up 15% | Almond milk increase |
| Pastries | $2,400 | 8.6% | Up 18% | Sweet Flour premium |
| Labor | $9,500 | 33.9% | Stable | 6 employees |
| Rent | $3,200 | 11.4% | Stable | Lease through Mar 2027 |
Step 5 · Weekly priorities board
Every week, one board. Every task, in context.
Marcus manages his week on a simple board. Because the board lives in the same project as the expense table, the vendor emails, and the QuickBooks data, Virgil can suggest priorities based on what is actually happening in the business.
Lock in Oaxaca 6-month rate
Update spring menu board
Call Sunrise Baking for pastry re-quote
Review Square loyalty program options
Prep docs for Amy (Q1 taxes)
Interview barista candidate
Plan summer cold brew promo
Step 6 · The payoff
A vendor offer lands. Marcus needs a decision in five minutes. Virgil has the answer.
Carlos offers a prepay deal to lock in coffee prices before the increase. Marcus does not have a CFO to call. He asks Virgil.
The business is the project.
Marcus does not have a CFO, a marketing team, or an operations manager. He has a project with every vendor email, every expense trend, every customer insight, and every weekly priority in one place.
The expense table talks to the vendor emails talks to the weekly board. Every tool sees every other tool. Nothing is siloed. Nothing is lost.
This is not business software. It is a workspace where the whole operation lives and an AI agent that understands every part of it.
This is one shop. The owner runs it like a company.
Every vendor, every expense, every decision. One workspace. Virgil is available now.