Clockify project budget alerts in Slack | Daily risk check

PromptCreate

Every weekday at 7am, run a project budget early-warning check across my active Clockify projects and only alert my team in Slack when a project is genuinely at risk. On days when every project is healthy, stay completely silent and send nothing.

Start by pulling my active projects with Clockify's Get all projects on a workspace, requesting hydrated detail so I get each project's time estimate and budget estimate fields. Exclude archived projects, and let me optionally restrict to billable projects or a single client. When I need the full estimate detail for a specific project, follow up with Find a project by ID (hydrated). Then get the hours and cost tracked so far by running Generate a summary report grouped by project for the project's current period, falling back to month to date when a project has no defined period.

Compare tracked hours and tracked cost against each project's time estimate and budget estimate. Work out how far through the period we are, compute the burn rate, and flag any project that has already crossed the warning threshold (default 80 percent of budget or hours consumed) or is trending to blow past its estimate before the period ends based on the current run rate. For anything trending over, project the expected overage in hours and dollars.

Some projects will not have a time or budget estimate set. Do not skip those. Fall back to flagging on raw tracked hours and burn rate instead, for example a project whose logged hours are accelerating sharply week over week or that has already logged an unusually high number of uncapped hours.

When at least one project is at risk, post a single prioritized alert to my Slack channel using the Send a Message action so it posts as a bot. Order the projects worst first, and for each one give the project name, the percent of budget or hours consumed, and the projected overage. Keep it a tight, scannable summary rather than a full table, and note at the end that the other active projects are on track. If nothing is at risk, do not send a message at all.

Make the warning threshold and the target Slack channel configurable, defaulting to 80 percent and a channel I specify.

Example output

🚨 Project budget check: 2 projects at risk 1. *Acme Website Redesign* - 92% of budget used (138 / 150 hrs). On pace for ~172 hrs by period end, about 22 hrs / $2,750 over. 2. *Northwind Retainer* - 81% used with 9 days left; burn rate trending to about 115% of the monthly estimate. All other active projects are on track.

What does this prompt do?

Reviews every active project in Clockify each weekday morning and compares the hours and cost tracked so far against each project's estimate.
Projects the burn rate to catch projects that will blow past budget before the period ends, not just the ones already over.
Posts one prioritized Slack message listing only the at-risk projects, with percent of budget consumed and the projected overage.
Stays completely silent on days when every project is healthy, so an alert in your channel always means something needs attention.

What do I need to use this?

A Clockify account with your active projects set up. Budget or hours estimates make the alerts sharper, but they are not required.
A Slack workspace and a channel where the budget alert should be posted.

How can I customize it?

Change the warning threshold. By default it flags any project that has used 80 percent or more of its budgeted hours or dollars.
Pick which Slack channel receives the alert, and point different teams at different channels if you need to.
Limit the check to billable projects or a single client when you only care about certain work.
Adjust the schedule and time of day the check runs.

FAQs

What counts as an at-risk project?

By default, any project that has already used 80 percent or more of its budgeted hours or dollars, or that is on pace to go over its estimate before the period ends. You can raise or lower the threshold.

What happens when all my projects are on track?

Nothing is sent. The alert only fires when at least one project needs attention, so a message in your channel always means something real rather than a daily report you learn to ignore.

Does every project need a budget set in Clockify?

No. When a project has no estimate, we fall back to watching the raw hours logged and how fast time is being burned, so a fast-accelerating project still gets flagged.

How often does it run?

Every weekday morning at 7am by default. You can change the days and the time it runs.

Can I choose which channel it posts to?

Yes. You pick the Slack channel, and the alert is posted there as a bot so it is not tied to any one person's account.

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