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Automatic here means traceable

Eleven rules that follow up, remind and set statuses. You set the deadline, the text and the trigger; after every run the log says what was checked and what was sent.

Available from late 2026

One email at launch, nothing else. You confirm with a click, you can unsubscribe at any time, and the list is deleted after launch. Details in the privacy policy.

How it looks

Eleven rules, three triggers

A deadline triggers: follow up on the unanswered quote, chase the unchecked supplier invoice, warn before a signature link expires, remind the employee themselves about missing hours. A status change on the project triggers: mail to the customer, reminder to the firm, assign the people involved, request files from the customer. And an appointment triggers: a reminder to the person scheduled, a reminder to the customer, a project status set. You switch on every rule individually and set every deadline yourself.

See pricing

The eleven automations, one by one

Each runs on a fixed rule, each can be switched off on its own, and each comes with what it cannot do.

  • Follow up on a quote

    Zirko sends the customer a follow-up email 7 days after it was sent, if by then they have neither accepted nor declined the quote.

    7 days by default, adjustable from 1 to 90.

    Your own wording possible.

    The limit: Zirko only sees what is in Zirko: if the customer agreed on the phone and you did not record it, the automation follows up all the same.

  • Unchecked incoming invoice

    Zirko reminds the business when an incoming invoice has been lying there for 3 days without being checked.

    3 days by default, adjustable from 1 to 60.

    The limit: Counting starts from the arrival in Zirko. The automation knows nothing of invoices lying on paper in a folder.

  • Signature link expires

    Zirko tells the business 3 days before expiry that a signature link is running out — then you can send a new one in time.

    3 days by default, adjustable from 1 to 30.

    The limit: Zirko does not send a new link on its own. It gives notice; the extending is up to you.

  • Missing hours

    Zirko reminds the employee when a working day has stayed unrecorded for 3 days.

    3 days by default, adjustable from 1 to 30.

    The limit: The basis is the working time model on file. Without a model Zirko does not know on which days somebody should be working, and does not remind them.

  • Inform the customer when the status changes

    When a project changes its status, Zirko sends the customer your message for exactly that status.

    Adjustable per project status.

    The limit: Per project and status the message goes out exactly once — even if the project reaches the same status again later. Only the status set last counts: anyone who misclicks and corrects it straight away triggers nothing.

  • Project reminder to the company

    When a project changes its status, your company gets a short message at its own address.

    Adjustable per project status.

    The limit: The message goes to the company's email address, not to individual employees. Whoever is to read it sets up a forward.

  • Assign people

    When a project changes its status, Zirko puts the people stored for that status onto the project.

    Adjustable per project status.

    The limit: Zirko assigns and sends nothing while doing so — whoever is to be told also switches on the project reminder. Nobody is removed: anyone already on the project stays there. Employees who have left are skipped.

  • Ask the customer for files

    When a project changes its status, the customer gets a mail with a personal link. Whatever they upload lands in the project folder. The link is valid for 14 days.

    14 days by default, adjustable from 1 to 90.

    Adjustable per project status.

    The limit: The link accepts images and PDFs up to 20 MB, at most 20 files. Per project only the link sent last is valid — an older one from a forwarded email no longer works. Zirko tells you about every file that comes in.

  • Reminder to the employee

    Zirko reminds the assigned person by email 1 days before their assignment — the person themselves, not management.

    1 days before the appointment by default — several stages possible.

    The limit: The reminder gives the plan as it stood on the morning it was sent. If things are replanned afterwards it no longer applies; the new one goes out the next morning, because the appointment or the person has changed. A canceled appointment does not call back a mail that has already gone out. And: it goes to the person concerned — management gets no copy. The log shows only when it went out, for which appointment and to which address.

  • Reminder to the customer

    Zirko reminds the project's customer by email 7 + 1 days before the appointment — in their language.

    7 + 1 days before the appointment by default — several stages possible.

    Your own wording possible.

    The limit: This mail leaves the company. It gives the date, the time and the name of the appointment — expressly NOT who is coming: an employee's name is none of the customer's business and would often be someone else by the day before anyway. Zirko also cannot see whether an appointment is canceled after the mail has gone out; nobody can call a sent mail back. A short lead time is therefore the safer one. Projects without a customer on file stay silent.

  • Project status at the first appointment

    As soon as the first assignment is created for a project, Zirko sets its status to “In progress”.

    The limit: The change happens ONCE per project, at the first assignment. Later assignments leave the status as it is — a project that someone moved on by hand is never pulled back. Archived projects stay untouched. And: the change counts like any other; if you have switched on reactions to the project status, they fire here too.

What comes with it

  • No model, no exception

    Neither the decision nor the wording comes from a language model. There is no model provider in the product and none in the background. What Zirko writes stands as a template in your settings — you can read it before it goes out.

  • Dry first, then real

    The dry run goes through the same functions as the real one but sends nothing and writes into the same log. So on a real day you see what would have happened, before the first mail reaches a customer.

  • Nothing goes out twice

    For every case it is recorded what went out: type, trigger with deadline and reference day, document, moment, recipient. The same thing cannot be triggered a second time — not even if the run starts twice. After a status change Zirko waits a quarter of an hour so a misclick sets off no customer mail.

  • Thirty days forward and back

    The log runs thirty days deep, and anything older than thirty days is no longer caught up. The day begins in your firm’s time zone, not in ours. Only the owner and the office management may see and change the automation.

Automation is an add-on at €9.90 per firm and month — not per person, and regardless of how many of the eleven rules you switch on.

Eleven rules, not a rule builder

You set switches, deadlines, texts, statuses and people — but you do not build your own if-then rules. The run sees the day exactly once, which is why there are whole days of lead time and expressly no “one hour before”. Sending is by e-mail; we use no SMS and no messaging services.

What else belongs here

Before you decide

  • Hosting

    Database and files are held in Frankfurt am Main — including for businesses outside Europe.

  • How to get started

    No data migration project, no sales call in between. You sign up yourself and get going.

Be there at launch

Zirko launches late 2026. Sign up and we'll let you know the moment it goes live — one email, nothing more.

Available from late 2026

One email at launch, nothing else. You confirm with a click, you can unsubscribe at any time, and the list is deleted after launch. Details in the privacy policy.