Automations: Scheduling recurrent tasks

What are Automations?

Automations allow recurring accounting and finance tasks to be carried out automatically by Arcarius.

Instead of manually starting the same task in One-on-One on a regular basis, you create the task once and let Arcarius run it daily, weekly, monthly, quarterly, semi-annually or annually. Each run appears directly in the chat. Answers, tables, files and follow-up questions remain exactly where your team already works.

Automations are especially useful for tasks that occur regularly, such as:

• identifying missing receipts and preparing them as an Excel list
• detecting incorrectly posted transactions and preparing rebooking suggestions
• monitoring overdue receivables and creating a prioritised list
• calculating KPIs, explaining changes and creating a management update
• preparing weekly overviews with open receivables, due payables and liquidity
• preparing emails or follow-up questions for customers or clients
• creating recurring reports, Excel files, Word documents or PDFs

You can find a large selection of templates directly in the Automation module.

How do Automations work?

You can find Automations as a module in the left sidebar, directly below One-on-One.

Choose one of the available templates or create a new Automation by clicking “New”. You will then be asked to fill in the following fields:

• Automation name: Enter a name.
• Trigger: Choose when and how often the task should be executed.
• Attachments (optional): Upload relevant attachments, for example if you want Arcarius to fill in an Excel file or create a document in a specific style.
• Prompt: Explain the task to Arcarius.
• Notifications (optional): Choose whether you and, if needed, other users should be notified by email after each execution.
• Memory (optional): Memory allows you to give additional instructions to existing Automations, for example: “Please create a PDF for me this time.

Arcarius then executes your task at the selected time and, if you wish, notifies you by email once it is completed. In addition to your prompt, attachments and any Memory comments, Arcarius also sees the previous run.

Tips

• If you want Arcarius to create documents in a specific format or with specific content, it is helpful to add an attachment and ask Arcarius to fill in that template.
• For a good prompt, imagine that Arcarius is an expert in its field, but new to your company. This means you should give clear instructions on what needs to be done, what is specific to your company and what the result should look like. You should also narrow down the task, for example to specific accounts or time periods.
• Create a separate Automation for each task and avoid mixing different topics.

Updated on: 26/04/2026