Project Budget and Billings Notifications
Apex Business has a few key notifications setup to help Job Managers track spend on their jobs, and identify when that spend is nearing budget.
Alert Recipients
By default, all alerts are sent to the following recipients:
- Job Manager of the job
- Practice Lead for the practice the job is allocated to
- Co-CEOs
Project Threshold Notification
This alert will send a notification when a Project's Billings (billable timecards, expenses, milestones, miscellaneous adjustments) reaches, or goes above, a specific threshold of Bookings (budget). This alert is turned on by default when a project is created.
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When does this alert trigger?
Anytime a billable item (timecard, expense, milestone, miscellaneous adjustment) is approved for billing, the system will recalculate the total Billings for the project. If the total Billings are greater than, or equal to, the 'Alert Threshold' amount the alert will be sent.
How to configure this alert?
You can change the threshold amount for the alert by configuring the 'Alert Threshold' field on the Project under Details > Additional Fields > Project Threshold Alerts
Automatic Threshold Increase
To prevent this alert from being noisy when lots of billable items are submitted in quick succession, the system will automatically increase the Alert Threshold to the next 5% when the alert is triggered.
For example, if a project has timecards submitted that take the current spend to 91% of the budget, the threshold notification will be set to 95% and you'll receive the next alert when billings go over this new threshold.
Milestone Value Notification
This alert will send a notification when the value of work against a milestone reaches, or goes above, the 'Threshold Alert' percentage of the milestone's billable amount. This alert is turned on by default for all milestones.
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When does this alert trigger?
Anytime a timecard is approved for billing the system will recalculate the 'Proximity Value' of time spent for that milestone. If the 'Proximity Value' is greater than or equal to the 'Alert Threshold' of the 'Milestone Amount' the alert will be sent.
How to configure this alert?
You can change the threshold amount for the alert by configuring the 'Alert Threshold' field on the Milestone
Automatic Threshold Increase
To prevent this alert from being noisy when lots of billable items are submitted in quick succession, the system will automatically increase the Alert Threshold to the next 5% when the alert is triggered.
For example, if a milestone has timecards submitted that take the current spend to 91% of the milestone amount, the threshold notification will be set to 95% and you'll receive the next alert when the Proximity Value goes over this new threshold.