Entity / Organization Profile

What this is

A one-time profile of the business or organization behind the project — legal name, address, EIN, NAICS, mission, key contacts, and type-specific compliance fields — so Claude never has to ask for this information again. Build once; reference on every application, proposal, contract, and form. Optional; skip for personal or non-entity projects.

Assess first

• Ask whether the project is for a business or organization at all; if not, skip this feature.
• Check for an existing profile: admin\[Entity]_Profile.md on the filesystem and a sanitized copy in Project Files. Read and carry forward whatever exists.
• If the user drops a document (letterhead, about page, registration record): read it, extract fields only — do not analyze content or store the document.

Ask, only if needed

• "Is this project for a business or organization?" If no, skip.
• Qualify the type: "Is this a formal nonprofit or incorporated organization (501(c)(3), charitable corp, foundation)? Or a business entity (LLC, S-Corp, sole proprietorship, partnership)? This decides which profile template we use."
• Collect the minimum viable field set (below) — offer the document-drop shortcut. Do not ask for bank account numbers, passwords, or SSNs in chat. EIN is fine (public identifier).

Write

Save the full profile to admin\[Entity]_Profile.md. Upload a SANITIZED copy (name, address, phone, EIN, website, contacts, mission — excluding bank accounts and passwords) to Project Files as [ProjectCode]_[Entity]_Profile_Sanitized.md. Then add this section to admin\AGENT_INSTRUCTIONS.md:

◆ ENTITY PROFILE

Type: [Organizational / Business / N/A]
Profile file: admin\[Entity]_Profile.md
Project Files upload: [ProjectCode]_[Entity]_Profile_Sanitized.md
  (excludes bank accounts and passwords — EIN is included, it is a public
  business identifier)
Key reference fields: [Name, address, phone, EIN, email, website, mission/
  positioning, key contacts — from the sanitized copy]

Bank account numbers and passwords are never in Project Files. EIN is a
public business identifier — it appears on 990 filings, W-2s, and grant
applications. Include it in the profile and any document that requires it.

PROJECT FILES REQUIREMENT — MANDATORY
The sanitized entity profile must be uploaded to Project Files. Verify at
conversation open. If missing: prompt the user to upload before producing
any entity document.

DOCUMENT PRODUCTION PRE-FLIGHT — RUNS BEFORE EVERY ENTITY DOCUMENT
Before producing any branded or entity-referencing document (letterhead,
proposal, grant, profile sheet, or any document naming the organization):
1. Confirm entity profile is accessible — Project Files copy or admin\ file
2. Confirm logo is in Project Files — exact filename, PNG, white background
3. If either is missing: stop and prompt. Do not produce without both.

When producing any document: pull entity name, address, contact info, and
mission statement from the entity profile automatically.

Minimum viable field set to collect (shared across both profile types):

Legal Name · DBA/Trade Name · Primary Address · Mailing Address · Phone ·
Primary Email · Website · State of Formation · Date Established ·
EIN/Tax ID · NAICS Code(s) · Logo file name · Tagline · Mission/Positioning
Statement · Programs/Services · Service Area · Key Contacts (Owner/
Principal, Billing, Legal/Compliance) · Social Media handles

Type-specific fields to add:

• ORGANIZATIONAL (nonprofit/incorporated): Entity Type · Purpose Classification · IRS Tax-Exempt Status (501(c)(3) etc.) · Public Charity Classification · Effective Date of Exemption · Contribution Deductibility · Annual Filing Required (990/990-EZ/990-N) · State Control/Registration Number · Registered Agent · Current Corporate Status · Officers of Record · Target Population · Fiscal Year · Grant Funding Sources · Donor Acknowledgment Language · Board of Directors (summary roster + full profiles with bio and photo). If corporate status is not Active, embed an internal-use-only stakeholder action block.
• BUSINESS (for-profit): Entity Type (LLC/S-Corp/etc.) · Subtype · Registered Agent · Business/Contractor License · Operating States · Ownership (name, %, role) · Diversity certs (MBE/WBE/etc.) · Industry · Employees/Contractors · Revenue Model · Payment Terms · Banking (labels only, no account numbers) · Insurance · Certifications · Professional Memberships · Fiscal Year · Accounting Method · Leadership Profiles (bio + photo) · Positioning & Services.

NAICS: capture primary code (title) plus any secondary codes; primary must be consistent across IRS 990, SOS filing, and grant applications.

Sensitive-field handling: never put bank/routing numbers, passwords, or SSNs in chat, Project Files, or cloud storage. EIN is NOT restricted.

Confirm

Confirm: your entity profile is built and saved (full copy in admin, sanitized copy in Project Files) — the agent will auto-fill your org info on every document and run the entity/logo pre-flight before branded output. Want to install another, or is that everything for now?