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Agency & Client Ops

Project Budget Burn Monitor

Tracks each project's budget burn so you never discover a blowout at month-end.

Saves about ~1 hr per week

What it does

  • Loads project budgets and logged time
  • Computes burn rate and % spent
  • Flags projects likely to overrun
  • Posts a weekly burn digest

How it works

  1. Budgets and time loaded
  2. Burn + ETA computed
  3. Overrun-likely projects flagged
  4. Weekly digest posted

What's included

  • Budget sheet
  • Burn + ETA math
  • Slack digest + flags

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Sheets, Slack.

Step 1: Load budgets and time

  1. Create a 'Project Budgets' sheet: Project, Budget Hours, Rate, Budget Cost, Start Date, End Date.
  2. Feed logged time from your time tracker (or the retainer hours log).
  3. Compute hours spent per project.
  4. Test the numbers.
  5. Keep it updated as change orders happen.

Watch out: Load change orders into the budget (or a separate column) — a budget that ignores approved changes will always 'look' overrun.

Step 2: Compute burn

  1. Burn % = hours spent ÷ budget hours.
  2. Time-based ETA: remaining hours ÷ average weekly rate.
  3. Projected overrun = (ETA end date > planned end) with margin.
  4. Store weekly burn history.
  5. Test against a finished project.

Watch out: Use both trackers — % spent alone misses the 'too slow, will run over even at current pace' case; the time-ETA catches it.

Step 3: Flag the overruns

  1. Flag 1: burn ≥ 80% with time left > 25%.
  2. Flag 2: ETA overrun > 1 week.
  3. Post flags to Slack with project, %, and the diff.
  4. Rate-limit to once per project per week.
  5. Test with a known runner.

Watch out: Rate-limit to weekly — a daily burn alert is noise, and the overrun conversation happens weekly anyway.

Step 4: Weekly digest

  1. Monday digest: per project — burn %, hours, ETA, flags.
  2. Sort by severity.
  3. Post to ops channel.
  4. Tie flagged projects to a Tuesday check-in.
  5. Review thresholds monthly.

Watch out: The digest is the trigger for the weekly 'what do we do about X' — without a slot to discuss, the flags are just anxiety.

Frequently asked questions

What does the Project Budget Burn Monitor automation do?

Tracks each project's budget burn so you never discover a blowout at month-end. Loads project budgets and logged time

How much time does Project Budget Burn Monitor save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Project Budget Burn Monitor use?

It works with Sheets and Slack.

What does Project Budget Burn Monitor include?

Budget sheet, Burn + ETA math, Slack digest + flags.

Can I set up Project Budget Burn Monitor myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.