AutomationsThe busywork already happened while you slept.
Kayan doesn't just record what you did — it does the follow-up work. Journals post themselves, stock reaches your channels, payments match to orders, and about thirty scheduled jobs keep the whole picture current without anyone logging in.
What are Automations in Kayan?
Kayan's automations are the follow-up work the platform does on its own: every business event posts its accounting and pushes stock to connected channels as it happens, and about thirty scheduled jobs run daily — low-stock sweeps, invoice and overdue reminders, MRP and demand-forecast recomputes, depreciation, loan interest, attendance close, Amazon polling, Shopify reconciliation and payment settlement matching. On top of that, you can add your own rules: when something happens, if your conditions hold, Kayan notifies people, WhatsApps the customer, tags the order, creates a task, drafts a purchase order or calls your webhook.
Every event posts its own accounting
There is no month-end batch that turns operations into books. The moment you record a sale, a purchase, a payment, a stock movement or a pay run, Kayan writes the matching balanced journal entry — with COGS, fees, VAT and clearing accounts already in the right place.
- Sales, COGS, courier and gateway fees, refunds and transfers, each posted as they happen
- Reversals and corrections that never orphan the history behind them
- Fixed-asset depreciation and loan interest accrue on their own daily schedule
| Accounts receivable | 12,312 | |
| Sales revenue | 10,800 | |
| VAT payable (14%) | 1,512 |
EGP · posted from Order #1042
Your channels stay in sync on their own
Stock changes push to Shopify in real time, with a reconciliation pass behind them so a transient outage never leaves your storefront overselling. Amazon Vendor and Seller purchase orders and settlements poll in on a schedule, and Kashier card payments match to orders, then get enriched with their real settlement dates and fees.
- Realtime ERP-to-Shopify stock push, with a reconcile sweep every 30 minutes
- Amazon purchase orders polled every 15 minutes into procurement
- Card payments auto-matched to orders, then topped up with real fees and settlement dates
- 08:00 dailylow-stock-dailySweeps every variant against its reorder point and raises low-stock alerts.
- 09:00 dailyinvoice-due-dailyEmails customers 3 and 1 days before a B2B invoice falls due.
- 09:00 dailyar-overdue-dailyEscalates receivables that stay past due, on a rising schedule.
- hourlymrp-recomputeRe-runs demand forecasting and MRP so the Run Rate report is never stale.
- every 15 minamazon-vendor-po-pollPulls new Amazon Vendor purchase orders into procurement.
- every 30 minstock-push-reconcileReconciles any stock level Shopify didn't accept on the realtime push.
- hourlykashier-enrich-hourlyBackfills real settlement dates and fees onto matched card payments.
- 04:00 dailyfixed-asset-depreciation-dailyPosts the day's depreciation journal entries for every fixed asset.
- 03:15 dailyattendance-close-day-dailyCloses yesterday's attendance and posts late/early-leave deductions.
- Sundays 03:00data-retention-weeklyApplies your data-retention policy across the workspace.
Alerts find you before the number hurts
Thirty notification types cover the moments that actually need a person: stock below its reorder point, receivables sliding past due, a purchase order that missed its date, an MRP shortage, an integration that needs reauthorizing. They arrive by in-app bell, email and mobile push.
- Low stock, overdue POs, credit limits, MRP shortages and failed syncs, all covered
- Customer-facing reminders too: invoice-due and escalating overdue emails
- Every alert has an organization default you can switch off, plus personal overrides
Your own rules, without writing code
Pick a trigger — an order comes in, a courier marks a delivery failed, stock drops below its reorder point, an expense is recorded, a B2B invoice goes overdue — add conditions, and choose what happens. Start from a recipe or build your own, test it on your recent orders before switching it on, and read the log of every time it ran.
- Notify people in Kayan, by push or email; WhatsApp the customer an approved template
- Tag orders, create tasks linked to what triggered them, draft a PO to the cheapest supplier, call your webhook
- Rules run with their owner's permissions, never post to the books, and pause themselves if something looks wrong
- 08:00 dailylow-stock-dailySweeps every variant against its reorder point and raises low-stock alerts.
- 09:00 dailyinvoice-due-dailyEmails customers 3 and 1 days before a B2B invoice falls due.
- 09:00 dailyar-overdue-dailyEscalates receivables that stay past due, on a rising schedule.
- hourlymrp-recomputeRe-runs demand forecasting and MRP so the Run Rate report is never stale.
- every 15 minamazon-vendor-po-pollPulls new Amazon Vendor purchase orders into procurement.
- every 30 minstock-push-reconcileReconciles any stock level Shopify didn't accept on the realtime push.
- hourlykashier-enrich-hourlyBackfills real settlement dates and fees onto matched card payments.
- 04:00 dailyfixed-asset-depreciation-dailyPosts the day's depreciation journal entries for every fixed asset.
- 03:15 dailyattendance-close-day-dailyCloses yesterday's attendance and posts late/early-leave deductions.
- Sundays 03:00data-retention-weeklyApplies your data-retention policy across the workspace.
Roughly thirty jobs on the clock, every day
Behind the app, a scheduler runs the recurring work: MRP and demand forecasts recompute hourly so the Run Rate report is never stale, attendance closes the previous day and posts its deductions, holidays sync, retention policy applies, and outbox drains recover anything a transient failure left behind.
- MRP and demand forecast recomputed hourly, at your organization's chosen frequency
- Attendance daily close posts late and early-leave deductions without a manager touching it
- Self-healing sweeps re-drive anything a failed run left behind, so nothing goes quietly missing
Common questions
What runs automatically without me doing anything?
Two categories. Event-driven work fires the instant you record something — journal entries, stock pushes to your channels, payment matching, fulfillment accounting. Scheduled work runs on a clock: about thirty jobs covering low-stock sweeps, invoice and overdue reminders, MRP recomputes, depreciation, loan interest, attendance close, channel polling, settlement enrichment and retention.
Can I turn automations off?
Alerts, yes — every notification type has an organization-wide default you can switch off, and people can override most of them personally. The accounting automations are not optional by design: they are what keeps the books correct and balanced.
Can I create my own automations?
Yes, on Growth and Scale. Under Automations you build when/if/then rules — or start from a recipe such as "WhatsApp the customer when delivery fails" or "Draft a PO when stock drops below the reorder point". Every rule is tested on your recent orders before it can run, acts with its owner's permissions, and never changes an order's status or posts to the books.
What happens if an integration is down?
The work is retried rather than dropped. Realtime pushes get immediate retries, and reconciliation sweeps run every 15 to 30 minutes to re-drive anything still outstanding — so a Shopify blip or a deploy window doesn't leave your stock stale.
Do automations respect my accounting periods?
Yes. Scheduled postings honour period locks and organization suspension the same way a person's entry would — an automation cannot write into a closed period.
How is this different from the AI layer?
Automations are deterministic: defined work, on a defined trigger, with a defined result. The AI layer is advisory — it forecasts, spots anomalies and recommends. Automations do the work; intelligence tells you what to do next.
Let the routine work run itself.
Connect your stack once, and the postings, syncs and alerts keep going without you.