The low-hours warning

When a client's hours run low, Timebun emails them a link to buy more, and emails your team so nobody is surprised.

Set the default

1. Go to Settings → Billing → Retainers.
2. Under Low-hours warning and statements, set Warn a client below to a number of hours. Set it to 0 to turn the warning off for every client who follows the default.
3. Click Save.

New workspaces start at 5 hours. Only the Owner (shown as Portal admin in the app for now) can change this.

Set it for one client

1. On the client page, Overview tab, find the bell line in the Hours card (for example Warned below 5 hours — the workspace default.).
2. Click Change.
3. Enter a number in Warn them below, or leave it empty to follow the workspace default. Enter 0 and this client is never warned.
4. Click Save.

When it's sent

Timebun checks a few minutes after a client's hours change: when time draws them down, when hours are added or adjusted, or when a balance expires. The warning goes out when the hours the client can use today fall to the threshold or below.

It's sent once per crossing. It won't be sent again until the client's hours go back above the threshold (for example after a top-up) and then fall again.

No warning is sent to:

• clients set to Hourly only
• archived clients
• clients who have never had any hours

Who receives it

• The client: everyone with portal access at that client, plus every invoice recipient who doesn't have portal access. The email says how many hours are left, or that they're out of hours, with a Buy hours button. See Top-ups. The button opens the portal, so an invoice recipient without portal access can't buy hours from it.
• Your team: every Admin and the Owner. Their email says whether the client was told too; if the client has no portal users and no invoice recipients, it says this is the only warning there is.

When hours reach zero, the emails say the client is out of hours and that new work will be billed as overage.

The Hours card shows when the last warning went out and to whom. The client page header also shows Low on hours or Out of hours.

The same section also holds Statements, a regular statement of hours for each retainer client. See Send clients a statement of their hours.

To set up invoice recipients, see Client contacts and invoice recipients.