Function Point Automated Retainer Hours Alerts
Every Monday, WebRun opens Function Point, adds up logged hours against each retainer client's monthly cap, checks the billed rate in QuickBooks, and posts your account leads a Slack summary of who is on pace, over, or close to their limit.
How do I know when a retainer client is about to go over their hours?
WebRun totals each retainer client's logged hours in Function Point every Monday, checks the billed rate in QuickBooks, and calculates what percentage of the monthly cap has been used. It posts your account leads a Slack summary flagging anyone over 80 percent, so scope conversations happen before hours run out, not after the invoice surprises the client.
- Account leads see hours used percentage for every retainer client each Monday
- Overage gets caught before the invoice, not after
- Scope conversations start with data, not guesswork
Built for advertising agencies · creative agencies with retainers · account leads · agency resourcing managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
hosted.functionpoint.comin a real browser with your saved login - no setup, no API keys. -
1
Function Point - total hours used per retainer
functionpoint.com
WebRun opens Function Point to total hours used per retainer. - Open Function Point and pull logged time for each retainer client this month
- Sum hours used against the contracted monthly cap
- Calculate the percentage of the cap used so far
Done when Every retainer client has a current hours used percentage.
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2
QuickBooks - check the billed retainer rate
- Look up the billed retainer rate and fee for each client
- Note any client already invoiced for overage last month
Done when Each retainer's billed rate is matched to its hours used total.
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3
Slack - warn account leads before hours run out
slack.com
WebRun opens Slack to warn account leads before hours run out. - Post account leads a table of every retainer client's usage percentage
- Flag anyone over 80 percent of their monthly cap
- List clients already over, so a scope conversation can happen before more hours are logged
Done when Account leads have this week's retainer usage summary in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it stop staff from logging more hours once a client is over?
No. WebRun only reports the usage percentage, it never blocks time entry. That decision stays with your account lead.
Will it bill the client for overage automatically?
No. It flags who is over their cap in Slack so a person can start the scope or overage conversation. It never creates or sends an invoice on its own.
How current is the hours total?
It reads logged time directly from Function Point each Monday, so the percentage reflects everything entered through the previous week.
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