How do I make reminders and follow-ups happen by themselves without an outside tool?

2026-11-04 | Intagya ERP

A salesperson sends a quotation on Sunday and tells himself he will call the customer on Wednesday. On Wednesday another customer walks in, then a meeting, then the week is gone.

Ten days later he hears the customer bought from a competitor. Nobody turned the offer down. Nobody asked about it.

Why do follow-ups get lost even in an organised company?

Because they live in someone's head. A follow-up needs no brains, it needs a date nobody forgets. The busier the team, the sooner the quiet things drop first: a reminder, a call, a thank-you message.

The fix is not one more person checking spreadsheets. It is writing the rule once and letting the system carry it out every time.

What can I make run by itself inside the system?

Every rule in the Automations app has three parts: when it starts, what it checks or waits for, and what it does. The start is one of six:

• A new record: an invoice, a quotation, an opportunity, an employee.
• A changed field: a delivery turns to done, an opportunity moves stage.
• A set time: every day or every week at an hour you pick, or a number of days after a date on the record, such as the due date.
• An incoming WhatsApp message, or an incoming e-mail on a mailbox in the system.
• A receiving link: a form on your website or another system sends its data to it.

Then an If with a yes and a no path, or a Wait of hours or days that can stop early when something changes, such as the customer confirming. Then the action: a WhatsApp message, an e-mail from a template or in your own words with the document attached as PDF, a notification in the system, a task for someone, a change to a record, a new record, or an approval request.

Do I need an outside connector tool for this?

No. The canvas is inside the system and a rule reads your data directly: the customer's name, the amount still due, the salesperson in charge, the link to the document. No second subscription, no copying data to a third place, no single person who alone knows how it was all wired.

A limit to know: Gmail and Google Sheets, and requests to other systems, are on the canvas but locked as Soon. What you need from inside the system works today.

How do I start without drawing everything from scratch?

From Ready recipes. There are nine, in Arabic and English; you open one on the canvas, change what you want and switch it on. A few of them:

• Quotation follow-up: if the customer does not answer within 3 days, an e-mail reminder goes out and the salesperson gets a follow-up task. If the customer confirms first, it stops.
• Lead from your website: the website form becomes an opportunity, the salesperson gets an alert and the visitor a welcome e-mail.
• Welcome a new employee: a task to prepare the first day, one for the manager, and a welcome e-mail.
• Weekly summary for the manager: every Sunday morning, sales, collections and late payments by e-mail and WhatsApp.

If you have the intagya AI add-on, type what you want in one sentence, for example: when a customer is late paying, send a WhatsApp message. It draws a draft on the canvas for you to check before switching it on.

How do I make sure it will not send my customers something wrong?

With Try it on a record. The rule walks its whole path on a real record from your data, but nothing leaves the system: every step writes what it would have done, such as would send this text to this number. Waits are skipped in a try-out so you see the end at once.

A new rule does nothing until you switch it on. If something is missing, such as a start step joined to nothing, the system tells you what in plain words.

Try each rule on two records before switching it on: one that meets the condition and one that does not. That way you see both paths.

How do I know it is really working?

From Run history. Every time a rule ran there is a line, and under it each step: what happened, when, and why it stopped if it stopped. If a customer has no mobile number, for example, the WhatsApp step fails and the reason sits next to it.

My automations shows all your rules in one place: which are on, how many runs this month, and the time saved, roughly. That figure is an estimate from the minutes each step would take by hand, and the screen says so.

Who in my company can build these rules?

Managers only, and system administrators are managers by default. A rule acts for the whole company, so not every employee should build one. Each rule runs with the rights of a chosen user, so it never reaches data that user cannot reach.

Tomorrow morning open Ready recipes and pick the one for the follow-up your company forgets most. Try it on a record, switch it on, and look at the run history a week later.

In Intagya ERP these rules live next to your data, so there is no other tool to learn, pay for and maintain.

Open the user guide