Ottili HQ

Tasks and follow-ups

How Ottili HQ handles tasks and follow-ups around the lead-to-cash flow: a prioritized task list, reminders, linked records, AI assistance and files from Ottili Files — company-scoped and approval-controlled.

Overview

In Ottili HQ, the daily tasks* and follow-ups* around your business operations come together in one place. Tasks accompany the entire lead-to-cash flow: from first contact through quote and order to invoice and payment. They remind you and your team what to do next, so nothing slips through the cracks of day-to-day work.

Tasks are part of the Ottili HQ offering (status: available) and, like every HQ record, are company-scoped. What you create stays inside the boundary of your company.

What tasks are in Ottili HQ

A task* is a concrete piece of work in Ottili HQ: something that needs to be done — from a personal reminder to an action generated by a workflow. Tasks are their own records and can be linked to the other lead-to-cash records.

Typical tasks in Ottili HQ:

Reply to an inquiry about a business contact before a deal expires.
Chase a [quote](/docs/convert-quotes-to-orders) that has not come back yet.
Remind about an [open invoice](/docs/open-items-and-overdue-invoices) before it becomes overdue.
Coordinate a delivery date with a supplier.
Work through a follow-up created by your team or a workflow.

All tasks land in a single, prioritized task list — whether they were created manually, from a record, or generated by a flow.

Tasks around the lead-to-cash flow

Tasks are not an island: they sit around the lead-to-cash flow and keep the context intact. In Ottili HQ these records are available and can each carry their own tasks:

Customers* and contacts* ([Companies and contacts](/docs/companies-and-contacts))
Leads* and deals*
Quotes* and orders* ([Convert quotes to orders](/docs/convert-quotes-to-orders))
Invoices* and open items* ([Open items and overdue invoices](/docs/open-items-and-overdue-invoices))
Payments*

A task attached to a deal, order or invoice keeps that link: you can see at a glance what the reminder is for, without switching between tables.

Create and link follow-ups

How you work with tasks in Ottili HQ:

1. Create a task*: Add a task directly in the task list, or from a record (for example a deal or an invoice).

2. Link it*: Attach the task to the right record — customer, lead, deal, quote, order, invoice or open item.

3. Prioritize*: Set a priority so the most important follow-up sits at the top of the list.

4. Assign*: Hand the task to a team member if it does not need to stay with you.

Linked tasks follow the same company context as their record. Whoever can access the record also sees its related tasks — controlled by your company's [permissions](/docs/shared-permissions-and-entitlements).

Reminders and due dates

Tasks can carry a due date. When a date is due, the task appears at the right time in the prioritized list. This helps especially with recurring follow-ups in daily operations:

Follow up before a quote expires.
Remind before an invoice becomes overdue.
Prompt before a delivery date passes.

Critical steps stay approval-controlled: customer replies, purchases and publications go through the [approval queue](/docs/approval-queue) before they are executed.

AI-assisted follow-ups (approval first)

Ottili HQ works with Ottili AI* as the operator. The AI can suggest follow-up tasks and draft replies — always approval-first and only within your company context:

The AI summarizes a record's history and suggests the next sensible follow-up.
Drafts are not executed automatically; they wait for your approval.
The AI reaches HQ data only with your permission and only within the selected company.

This way the AI supports the flow without anything unexpected leaving your company.

Tasks and files in Ottili Files

Documents belonging to a task are stored through Ottili Files* and attached to the related record. A document stored once is available to Ottili AI, Ottili Flows and Ottili LD3 in the same company context — no copies, no separate storage. More in [Files across products](/docs/files-across-products).

Status and maturity

Tasks and follow-ups are available in Ottili HQ (status: AVAILABLE). The lead-to-cash flow they accompany is also available; the surrounding operations (files, AI operation) carry their own maturity status. Where Ottili ONE labels maturity publicly — from *Concept* through *Beta* to *Live* — is explained in [Understand feature status labels](/docs/understand-feature-status-labels).

[Companies and contacts](/docs/companies-and-contacts)
[Convert quotes to orders](/docs/convert-quotes-to-orders)
[Leads and qualification](/docs/leads-and-qualification)
[Open items and overdue invoices](/docs/open-items-and-overdue-invoices)
[Business Hub overview](/docs/business-hub-overview)
[Files across products](/docs/files-across-products)
[Approval queue](/docs/approval-queue)
[Understand feature status labels](/docs/understand-feature-status-labels)
[What is Ottili ONE?](/docs/what-is-ottili-one)
[Shared permissions and entitlements](/docs/shared-permissions-and-entitlements)

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