Question

How do I set up budget threshold alerts to warn users before budgets run out?

Answer

Budget thresholds let you configure warnings when budget consumption reaches a certain level. This is an admin function.

What are Budget Thresholds?

Thresholds trigger alerts when a budget reaches a specified percentage of consumption. For example:

  • Set threshold at 80%
  • When Reserved + Committed + Spent reaches 80% of budget
  • Alert emails are sent to designated recipients

Configuring Thresholds

Step 1: Access Organisation Settings

  1. Go to Organisation Settings
  2. Find the Budget section

Step 2: Set Threshold Percentage

SettingDescriptionRecommended
Budget ThresholdPercentage at which to trigger alerts80%

Enter the percentage (e.g., 80) to trigger warnings.

Step 3: Configure Threshold Status Inclusion

Choose which statuses count toward the threshold:

OptionIncludesUse Case
Reserved + Committed + SpentAll stagesStricter control
Committed + Spent onlyExcludes pending PRsMore lenient

Recommended: Include all statuses for earlier warning.

Step 4: Set Up Alert Recipients

Configure who receives threshold alerts:

  • Budget owners
  • Finance team
  • Department heads

Threshold vs. Budget Blocking

FeatureThresholdBudget Blocking
PercentageConfigurable (e.g., 80%)Always 100%
ActionWarning/AlertBlock or Allow
SettingBudget ThresholdAllow Budget Overrun

Note: Thresholds warn early. Blocking happens at 100% (if enabled).

Configuring Budget Blocking

Separate from thresholds, you can block over-budget purchases:

  1. Go to Organisation Settings > Budget
  2. Find Allow Budget Overrun
  3. Set to:
    • Yes - Allow over-budget with warning
    • No - Block submission if budget exceeded

Best Practices

  1. Set thresholds at 80% - Gives time to react before 100%
  2. Include appropriate recipients - Finance team + budget owners
  3. Review alerts weekly - Don't let warnings pile up
  4. Combine with blocking - Warn at 80%, block at 100%