Creating alerts in Futrli
Alerts are automated monitoring that give you complete control, in app, via email and now with Xero HQ. With our daily syncing of your data, they will trigger the minute something changes in your business.
Written by Ross MacLeod
Futrli Alerts allow you to monitor your business data on auto-pilot. You can use them to create notifications for all of the key metrics and KPIs that matter to you, enabling you to always stay abreast of performance, good or bad. In this guide we’ll be walking through the basics of setting up a Current Account Alert for the first time.
First we need to navigate to the Alerts section of Futrli. This is where we can create new Current and Future Alerts, and where we can monitor those we’ve already created on our Alerts Dashboards. Select Add New to create a new Alert.
This will load the New Alert window. This is where we can select what type of Alert we wish to create and enter the details of when we wish it to trigger. To create a Current Alert we need to select either a Current Account Alert or a Current Formula Alert. In this example we’re going to be creating a Current Account Alert.
After selecting our Alert of choice it’s time to choose the Organisation we wish to create an Alert for. We then need to choose the Account Category or Line we wish to create a trigger for. In this example, we’re going to be creating an Alert to notify us if our Bank Accounts drop below £2000 at any point this month. We therefore will be selecting our Bank Accounts line and cumulative as our data option.
Transactional or Cumulative? Odd question perhaps, but this is really simple and doubles the effectiveness of the alerts. We bring in journals for Xero, and cumulate data from the beginning of time to give you your balance sheet data, but conversely if you want to cumulate P&L information you can, and if you want to monitor transactional data of a balance sheet account such as bank activity, you can.
In our next step we head to section 2. The alert parameters.
Do you want this to be a good or bad news alert? Remember you don’t always have to be the bearer of bad news! Let’s make it bad news.
Do you want the alert to monitor a value on a specific day? Or a value within a range – this week, this month etc? Let’s choose this month
Do you want to be alerted when the value is above or below the value set? Let’s choose below as we want our bank balance monitored.
Finally what is the value you want to be alerted about? In this instance let’s be alerted with the bad news if our bank account is below 2,000 this month.
The final piece of the puzzle is how you want to be alerted and if you would like anyone else with permission for this organisation to get alerted too. Here too you can also choose whether you want the alert to be sent to Xero HQ (accounting partners only)
- All users who have permission to view this client organisation will be listed here. Use the search and then choose each person – including yourself of course! To be clear here, you will always get an in-app notification in Futrli if an alert is triggered, but to receive an email, you must select the user.
- Xero HQ alerts mitigate a lot of the need for sending yourself emails, however we highly recommend that you do this for critical alerts for extra efficiency.
At the bottom of the page we’ll find a summary of the Alert we’re about to create. If we’re happy to continue all we need to do now is hit Save and our Alert will be created.
The report will be run straight away, and if the alert is triggered immediately you’ll be notified, it will be re-checked on every sync to ensure that you are being monitored daily.
This is where you can start getting creative over what you’d like to monitor. Remember that our formulas can be a combination of financial and non-financial data, so if you are uploading non-financial data to Futrli, make sure you are using us to help monitor things for you.
It’s the same process in step 1 but as you choose a current formula alert you’ll see the formula section appear.