Streamtime Automated Retainer Hours Balance Alerts
Every Monday, WebRun opens Streamtime, reads how many hours each retainer client has used against their monthly allotment, logs the running balance to a Google Sheet, and posts your team a Slack alert for any client on track to run out before the month ends.
How do I track retainer hours before a client goes over their allotment?
Every Monday, WebRun checks Streamtime for how many hours each retainer client has used against their monthly allotment, logs the running balance to a Google Sheet, and posts your team a Slack alert for any client past 80 percent of their hours with days still left in the month, so nobody discovers an overage at invoicing.
- Overages get caught mid-month instead of at invoicing
- Account managers see every retainer balance in one weekly Slack alert
- Add-on hours conversations happen while there's still time in the month
Built for design studios · web design agencies · branding retainers · creative account managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
streamtime.netin a real browser with your saved login - no setup, no API keys. -
1
Streamtime - read hours used against each retainer
streamtime.net
WebRun opens Streamtime to read hours used against each retainer. - Open Streamtime and pull logged hours for each retainer client this month
- Compare hours used against the client's monthly allotment
- Calculate the pace needed to stay within the remaining days of the month
Done when Every retainer client has a current hours-used and hours-remaining figure.
-
2
Google Sheets - log the running balance
google.com
WebRun opens Google Sheets to log the running balance. - Add this week's hours used and remaining balance for each retainer client
- Keep a running row per client so the trend is visible month to month
- Highlight any client now past 80 percent of their allotment
Done when This week's retainer balances are logged in the Sheet.
-
3
Slack - alert the team before a client goes over
slack.com
WebRun opens Slack to alert the team before a client goes over. - Post the team any retainer client now past 80 percent of their monthly hours
- Name the client, hours used, hours remaining, and days left in the month
- Suggest a scope check-in or an add-on hours conversation for anyone likely to go over
Done when Your team has this week's at-risk retainer list 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 bill the client for extra hours automatically?
No. WebRun only tracks the balance and alerts your team. Any conversation about extra hours or a scope change is one your account manager has directly with the client.
How is the balance calculated?
It reads hours actually logged against each retainer client in Streamtime and compares them to the monthly allotment on file, so the balance always matches your real time tracking.
Can I change the alert threshold?
Yes. It defaults to flagging clients past 80 percent of their monthly hours, but you can move that threshold earlier or later to match how much runway your team likes to have.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.