Zircon CRM / Administration
Runs in the browser · HU / EN / DECRM automation that keeps working after hours
Zircon CRM sends payment and expiry reminders, creates recurring invoices and tasks, and reads your mailboxes even when nobody is logged in. A single scheduled job (cron) on your server drives all of this CRM automation. You decide, area by area, what runs and at what hour.
One scheduler, 30+ automationsYour own hour for each areaWarns you if the cron stops
In short
What does Zircon CRM automation do in the background?
CRM automation means the system does routine work on a schedule, without anyone clicking a button. In Zircon CRM, a scheduled job (cron) on your server wakes the system every few minutes: invoice and contract reminders go out, recurring invoices and tasks are created, and integrations refresh. It is built for finance, sales and support teams in service businesses.
Sound familiar?
A reminder only goes out when someone remembers it.
If two of these ring true, your automation still lives in somebody's calendar.
- 01
Overdue invoices surface at month end
The finance review reveals that several invoices have been overdue for weeks. Then someone writes to each client by hand, each in a slightly different tone.
- 02
The recurring invoice depends on a calendar entry
At the start of every month the same invoices are rebuilt with the same lines. If the calendar entry slips, so does the invoice.
- 03
The contract runs out and nobody said a word
On the end date it turns out nobody discussed the renewal with the client. Nobody chased the contract that came back unsigned either.
- 04
Someone sorts the mailbox by hand every morning
Messages to support@ are copied into tickets one at a time. Miss one morning and the reply is late too.
What it does
This is what the scheduler does for you.
Every automation has its own switch, threshold or hour.
Recurring invoices
A recurring invoice works as a template: on its next date the scheduler creates the new invoice with the same customer, items, taxes and payment modes. You choose whether it goes to the client straight away, is created as unpaid, or as a draft. You can also require the previous invoice to be paid before the next one is created.
Payment reminders before and after the due date
You set how many days before the due date the client gets a reminder, and how many days after it the overdue notice goes out. Both can repeat, by e-mail and by SMS, and individual invoices can opt out of overdue notices.
Estimates, proposals, contracts
Clients get a reminder before an estimate or proposal expires, and an expired estimate moves to the expired status. Before a contract ends, its creator, the administrators and the client are notified, and an unsigned contract is re-sent at the interval you set until it is signed.
Tasks and time tracking
Recurring tasks are copied with their assignees, followers and checklist. Assignees are warned before the deadline, and a timer left running stops after the number of hours you set. Selected staff get an e-mail on chosen weekdays about completed billable tasks that have not been invoiced yet.
Mailbox imports
E-mails in support departments' IMAP mailboxes become tickets or replies; e-mails to the sales mailbox become leads. Imported messages are marked as read or deleted, so nothing comes in twice.
Integrations in the background
The Számlázz.hu integration pulls invoices issued in Számlázz.hu, payments, reversals and the official PDF at the interval you set. Social Manager refreshes its RSS feeds and picks up the status of posts sent to Buffer.
Hosting and domain renewals
Renewal rules run every hour: reminders to staff and clients, overdue marking for unpaid renewals, and, once a renewal is paid, moving Zircon CRM's own record into the next period. Nothing is renewed at the hosting provider.
Housekeeping
The scheduler deletes activity log entries older than your limit and temporary files, and empties the media library trash after the number of days you set.
How it works
One line on the server, the rest in the settings.
- 01
Switch on the scheduler
Your server or hosting control panel calls the command shown in the settings on a regular basis, as often as every minute. A full run starts at most every five minutes; calls in between are ignored.
- 02
Set the hour and the days per area
For invoices, estimates, proposals, expenses, contracts and tasks you set separately at what hour the daily jobs run, and how many days before or after a date each reminder goes out.
- 03
Runs in the background
Every run delivers due staff reminders, queued e-mails and new mailbox messages. Once a day, at your chosen hour, the invoice, contract and task jobs follow. A lock makes sure two runs never work at the same time.
- 04
A summary at the end
After recurring invoices and expenses are created, the creator and the administrators get a summary e-mail with links to the original and the new document.
Control
You see when the scheduler has stopped.
A warning when it is not running
If you use a feature that needs the scheduler but the scheduler has never run, administrators see a list of the affected features. After 48 hours without a run a warning appears, and it clears by itself once runs resume.
No double reminders
Every reminder records when it was sent. However often you call the scheduler, the same reminder never goes out twice.
Manual runs, logged
Administrators can start a run by hand; due daily jobs are then processed regardless of the hour setting. A manual run is written to the activity log.
Who can change what
The scheduler settings require the settings permission, and only administrators see the manual run link. Module automations follow the permissions of their module.
Works with
Where the scheduler's work shows up.
- Invoicingrecurring invoices, payment reminders and invoices sent at a scheduled time.
- Contractsexpiry reminders for the owner and the client, signature reminders until the contract is signed.
- Recurring taskstask copies are made at the tasks hour, and paused tasks are skipped.
- Számlázz.hu integrationinvoices, payments and reversals come across at the interval you set.
- Hosting and domain renewalshourly renewal rules, reminders and renewal tasks.
- E-mail templates and notificationsthe wording and language of every automatic message come from the templates.
Honestly
Good to know before you start.
Every automation needs the scheduled job (cron) configured on your server. Until it is, no reminders, recurring invoices or mailbox imports run.
Invoices created automatically, such as recurring invoices, are not issued in Számlázz.hu on their own. The official, NAV-reported Hungarian invoice is issued through the Számlázz.hu integration.
Daily jobs run at the hour you set, not at the exact minute of a deadline.
SMS reminders need a Twilio or Clickatell account; real-time in-app notifications need a Pusher account.
Before you write
Fair questions. Straight answers.
- 01
What is a cron job, and why does Zircon CRM need one?
A cron job is the server's timer: it runs a command at fixed intervals. Zircon CRM uses it to wake up every few minutes and send reminders, create recurring invoices and read mailboxes. The system shows the exact command in its settings.
- 02
At what time does Zircon CRM send payment reminders?
At the hour you set for automatic invoice operations, in 24-hour format, for example 9. Estimates, contracts and tasks can each have their own hour. Staff reminders and calendar events go out on every run, independently of that hour.
- 03
Can a client get the same reminder twice if the scheduler runs more often?
No. Zircon CRM records when each reminder was sent and for which period, so more frequent runs do not duplicate messages. Repeat reminders are something you switch on, with the number of days between them.
- 04
What happens if the cron job on the server stops?
While it is not running, the automations do not run either. Zircon CRM shows administrators a warning after 48 hours without a run. When runs resume, the warning disappears and any stuck lock is released automatically.
- 05
Can I run the daily automations immediately?
Yes. An administrator can start a run by hand in the Zircon CRM settings, and due daily jobs are then processed straight away, regardless of the hour setting. The manual run is recorded in the activity log.
Let's talk.
The first call costs nothing
A human replies — not a bot
Bring a list of the reminders and recurring invoices you send by hand today. In the demo we go through the scheduler settings and show which automation runs at which hour.
- hello@zircon.hu
- Phone
- +36 30 487 7979
- Hours
- Weekdays 9–17
- Support
- support@zircon.hu (existing clients)