Imagine telling your assistant: remind me about the invoices on Friday. Or: alert me when my inbox overflows. With CallMerlin you can, via voice or chat.
Every business owner dreams of a personal assistant who thinks along, remembers and acts. Someone who reminds you of deadlines, warns you when numbers deviate, and handles recurring processes automatically. With CallMerlin you have that assistant now, reachable via voice, chat, your desktop app, Slack or Teams.
In this article we show how you can use CallMerlin as your personal AI PA. No code, no configuration screens. You simply say what you need.
Tasks: say it, and it is remembered
Creating tasks is as simple as talking. You don't need to open an app or fill in a form. Say what needs to happen, when, and for whom.
- 'Remind me every Friday to close the week in Moneybird.' Merlin creates a recurring task and reminds you every Friday.
- 'Check every morning whether there are new leads in HubSpot.' A daily task that automatically queries your CRM and reports back.
- 'Create a task for the whole team: update CRM notes daily.' Merlin assigns the task to all PIN users.
- 'Remind me tomorrow to send the quote to client X.' A one-time task with a deadline.
- 'Pause the task about the weekly report.' Change the status instantly by voice.
Tasks are visible in the dashboard, the desktop app, the widget and the Android app. You don't need to remember what you said, Merlin keeps track.
Alerts: you are warned before things go wrong
Instead of manually checking your tools daily, you set up an alert. Merlin monitors the data and warns you the moment a condition is met.
- 'Notify me if my inbox has more than 10 unread emails.' A threshold alert that prevents emails from sitting for days.
- 'Warn me if invoices are outstanding for more than 60 days.' Merlin checks your accounting daily and reports overdue payments.
- 'Alert me if the number of deals drops by more than 20%.' A trend change in your pipeline, before it becomes a problem.
- 'Let me know if there are unpaid invoices above 1,000 euros.' An amount filter on your open items.
You can set up alerts via voice or chat. Merlin sends notifications via email, Slack, or in your next conversation. You choose the channel and frequency.
Workflows: complex processes in one sentence
Some tasks consist of multiple steps across multiple systems. Instead of performing those steps manually every time, you describe the process once. Merlin then executes it automatically.
- 'When a new client comes in: create a contact in HubSpot, send a welcome email and schedule a call.' Three systems, zero manual steps.
- 'Deal closed? Create an invoice in Moneybird and send a confirmation to Slack.' Automatic, every time.
- 'Set up a workflow: new client becomes a CRM contact, receives a welcome email and a calendar item.' Onboarding in one sentence.
You can combine workflows with Alerts and Tasks. For example: an alert triggers when an invoice is overdue, and starts a workflow that sends a reminder email and creates a task for the account manager.
Cross-app orchestration: infinitely combinable
The real power of workflows lies in combining multiple tools in a single command. Where other platforms require visual flowcharts, CallMerlin lets you simply describe what you want. Merlin automatically activates the right tools in the right order.
- 'Daily morning summary: read Gmail and Slack, summarize, create tasks in Asana and send overview to Slack.' Five tools, zero manual steps.
- 'Weekly financial monitor: check Moneybird invoices, update deals in HubSpot, create reminder tasks in Asana for overdue items.' Cross-app reporting.
- 'New lead found? Add to HubSpot, schedule follow-up in Google Calendar and create Asana task.' From prospect to pipeline in one sentence.
- 'Payment received via Stripe? Log in accounting, update customer record and send confirmation via Gmail.' Financial flow automated.
- 'Every Monday: combine Moneybird revenue, HubSpot deals and Asana tasks into a week report in Slack.' Executive summary without effort.
CallMerlin supports 900+ integrations. Any combination can be automated: CRM to accounting, email to project management, marketing to Slack. And most importantly: no flowcharts to draw. Say it, and it runs.
Voice-first: no laptop needed
What makes CallMerlin unique compared to chat-only automation platforms: you can create, activate and monitor workflows via a phone call. Call on the go, ask about the status of your workflows, or create a new one while driving. No screen, no keyboard, same power.
Use cases by role
The business owner
- Remind me every Friday to close the week in Moneybird.
- Notify me if my inbox has more than 10 unread emails.
- Check every morning whether there are new leads in HubSpot.
The sales team
- Alert the sales team if the deal pipeline drops below 5 deals.
- When a deal is closed: create an invoice, send a welcome email and schedule a follow-up.
- Send a summary of weekly revenue to Slack every Monday.
Finance
- Warn me if invoices are outstanding for more than 60 days.
- Check daily whether there are new purchase invoices in Moneybird.
- When a payment comes in, send a confirmation to the client by email.
Admin and office
- Create a task for the whole team: update CRM notes daily.
- Set up a workflow: new client becomes a CRM contact, receives a welcome email and a calendar item.
How to get started
- Open CallMerlin via voice, chat, desktop app or Slack/Teams.
- Say your PIN and ask: 'Create a task' or 'Set up an alert.'
- Merlin asks follow-up questions if details are missing (deadline, frequency, channel).
- Done. Your task or alert is active and visible in the dashboard.
Permissions are managed per PIN. The owner decides which PIN users may create tasks, alerts and workflows. This way control always stays with management.
Availability
Tasks, Alerts and Workflows are available from the Professional plan. On all channels: phone, webcall widget, desktop app, Slack, Teams and the Android app. Try it free for 7 days.
