Get daily alerts when project deadlines or budgets run low

Every weekday morning the system checks your Kimai projects and emails you only when a deadline or budget needs attention.

How the work actually flows

It branches. Exactly one path is taken; runs once per each billable project.

Pattern: Multiple Instances with a priori Design-Time Knowledge (13) · Exclusive Choice (4)

flowchart TD trig(["weekday morning schedule"]):::trigtime s0[["check billable projects"]]:::mi s1["compare hours to budget and deadline"]:::task s2["flag at-risk projects"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"× any projects at risk"}:::gate s2 --> gx p00["no email sent"]:::task gx -->|"nothing flagged"| p00 p10["send report email"]:::task gx -->|"projects flagged"| p10 p00 --> out p10 --> out out[/"at-risk project alert email"/]:::out pay{{"catches budget and deadline risk early"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemOne path onlyResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationMessaging & NotificationsFinance & Accounting
Connects
Kimai
Featured in

The problem it solves

You are juggling several billable projects at once, and it is easy to lose track of which ones are close to their deadline or about to blow through their hour budget. By the time you notice, you are already scrambling to renegotiate scope or catch up on invoicing.

Who it fits

Agencies and freelancers tracking billable hours in Kimai across multiple client projects.

How it works

  1. Every weekday morning, the system checks all your billable Kimai projects
  2. It compares logged hours against each project's budget and end date
  3. Projects within 10 days of their deadline or over 80 percent of budget are flagged
  4. A formatted email report is sent, but only if something needs attention
What you get

Projects flagged before they run over

You get a morning email only when a project's deadline or budget actually needs your attention.

What you get

A concise HTML email listing only the projects at risk, with urgency levels and a visual budget progress bar.

What you need

A Kimai instance with API access and an SMTP account for sending email.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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