{"id":2902,"date":"2022-12-01T15:23:11","date_gmt":"2022-12-01T07:23:11","guid":{"rendered":"https:\/\/blog.facilitybot.co\/blog\/?post_type=knowledgebase&#038;p=2902"},"modified":"2025-05-21T18:23:22","modified_gmt":"2025-05-21T10:23:22","slug":"automatically-send-emails-when-an-expenditure-budget-is-exceeded","status":"publish","type":"knowledgebase","link":"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/workflows\/automatically-send-emails-when-an-expenditure-budget-is-exceeded\/","title":{"rendered":"Automatically Send Emails when an Expenditure Budget is Exceeded"},"content":{"rendered":"\n<p>FacilityBot allows Facility Managers to track expenditures using the <a href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/expenditures\/\">Expenditure feature<\/a>. Expenditures may be linked to cost centres and locations.<\/p>\n\n\n\n<p>Facility Managers may set expenditure limits based on locations (e.g. each store has a monthly maintenance expenditure limit) or based on cost centres (e.g. the engineering department has an annual maintenance expenditure limit), and would like to be automatically alerted via email if these budgets have been exceeded.<\/p>\n\n\n\n<p>A <a href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/workflows\/configuring-workflows\/\">workflow <\/a>can be configured using FacilityBot\u2019s intuitive dropdown interface.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"automate sending of email when expenditure budget is exceeded\" width=\"1170\" height=\"658\" src=\"https:\/\/www.youtube.com\/embed\/wsYIZ7tbH6g?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Creating the Automated Workflow<\/h2>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"468\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25.png\" alt=\"\" class=\"wp-image-4435\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-300x137.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-768x351.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-920x420.png 920w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-230x105.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-350x160.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/10\/image-25-480x219.png 480w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Log in to FacilityBot Manager Portal<\/li>\n\n\n\n<li>Go to \u201cFeatures\u201d and select \u201cWorkflows\u201d.<\/li>\n\n\n\n<li>Click on the \u201c+ New Workflow\u201d button on the upper right.<\/li>\n\n\n\n<li>Select \u201cExpenditure Budget Exceeded\u201d from the \u201cEvent\u201d drop-down menu.<\/li>\n\n\n\n<li>Select the cost centre or location tag you want to create the automation for.<\/li>\n\n\n\n<li>Enter the monthly, annual, or total budget.<\/li>\n\n\n\n<li>Then select \u201cSend email\u201d from the actions menu.<\/li>\n\n\n\n<li>Enter the email address of the individuals you want to send the email to.<\/li>\n\n\n\n<li>Once entered, click on the \u201cSave\u201d button to save the changes.&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"293\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-1024x293.png\" alt=\"\" class=\"wp-image-3506\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-1024x293.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-300x86.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-768x220.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-1536x440.png 1536w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-920x263.png 920w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-230x66.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-350x100.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2-480x137.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-2.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Testing the Workflow<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>To test the workflow, go to Features then Expenditures.<\/li>\n\n\n\n<li>Create a new expenditure request.&nbsp;<\/li>\n\n\n\n<li>Set the amount to be higher than the expenditure limit.&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"630\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-1024x630.png\" alt=\"\" class=\"wp-image-3507\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-1024x630.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-300x185.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-768x473.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-1536x946.png 1536w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-920x566.png 920w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-230x142.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-350x215.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3-480x296.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-3.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Once created, FacilityBot will automatically send an email alert.&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"523\" src=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-1024x523.png\" alt=\"\" class=\"wp-image-3508\" srcset=\"https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-1024x523.png 1024w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-300x153.png 300w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-768x392.png 768w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-1536x784.png 1536w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-920x470.png 920w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-230x117.png 230w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-350x179.png 350w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4-480x245.png 480w, https:\/\/blog.facilitybot.co\/wp-content\/uploads\/2023\/02\/budget-exceeded-4.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>FacilityBot allows Facility Managers to track expenditures using the Expenditure feature. Expenditures may be linked to cost centres and locations. Facility Managers [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","template":"","knowledgebase_cat":[49],"class_list":["post-2902","knowledgebase","type-knowledgebase","status-publish","hentry","knowledgebase_cat-workflows"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Automatically Send Emails when an Expenditure Budget is Exceeded - FacilityBot - Facilities Management Software<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/workflows\/automatically-send-emails-when-an-expenditure-budget-is-exceeded\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Automatically Send Emails when an Expenditure Budget is Exceeded - FacilityBot - Facilities Management Software\" \/>\n<meta property=\"og:description\" content=\"FacilityBot allows Facility Managers to track expenditures using the Expenditure feature. 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