The moment it happens

Flag expenses over $1,000

Any big purchase recorded in QuickBooks is posted to Slack with the vendor, amount and account.

Runs: The moment it happens
Apps: QuickBooks
AI: Not needed
Access: accounting

Send this to your assistant

Create a ClickRuntime automation: when an expense over $1,000 is recorded in QuickBooks, send me a Slack message with the vendor, amount and expense account.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A team card, a vendor bill and a reimbursement all end up as expenses in QuickBooks, and most are routine. The one that is not, such as a $4,200 charge from an unknown supplier or a subscription renewed at ten times the usual price, is easy to miss in a list. By the time the bank statement is reconciled, the money has been gone for weeks.

When a new expense is created in QuickBooks, ClickRuntime receives the notification, fetches the purchase, checks the amount against your threshold, and posts to Slack when it is over, for example $1,000. The message includes the vendor, the amount, the account it was coded to and who entered it.

Owners and finance leads at companies where several people can spend or enter expenses get the clearest value.

What you get out of it

Unexpected spending is questioned early
A large charge raised the same day can be disputed with a card issuer or cancelled with the vendor. Waiting until month-end often means the window for a refund has closed.
Fraud and mistakes are caught faster
A stolen card number or a duplicate entry shows as a large unfamiliar amount. Immediate visibility is the difference between a quick chargeback and a long dispute. Quick action protects your refund rights.
Spending authority has a light check
You do not need approval workflows for every purchase. A single alert above a threshold gives leaders awareness of big commitments without slowing down small, routine spending. Big commitments still get seen.
Coding errors surface sooner
The message shows the account an expense was coded to. A $3,000 purchase booked as office supplies instead of equipment is spotted while it can still be corrected before reports go out. Fixing it early keeps your reports honest.
Budget owners stay informed
Department leads watching a channel see large costs as they happen. That helps them spot overspend during the month, when they can still change plans, not in a review afterward.

How it works

What happens, step by step

When an expense is recorded in QuickBooks, QuickBooks tells ClickRuntime straight away.
ClickRuntime looks up the expense and checks whether it is over $1,000.
If it is, a message goes to your #finance Slack channel with the amount, the vendor and the account it was booked to.

Before it runs live

Connect QuickBooks
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Flag expenses over $1,000just nowSucceeded

Slack · #financeLarge expense: $2,480.00 to Contoso Hardware (Computer equipment)

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other QuickBooks steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

large_expense_alert.pyexample

from clickruntime import on_event, credentials, http, notify

REALM_ID = "1234567890"
API = f"https://quickbooks.api.intuit.com/v3/company/{REALM_ID}"

def qb(method, path, **kw):
    headers = {"Authorization": f"Bearer {credentials.connection('quickbooks', 'company')}", "Accept": "application/json"}
    resp = http.request(method, f"{API}{path}", headers=headers, params={"minorversion": 73, **kw.pop("params", {})}, **kw)
    resp.raise_for_status()
    return resp.json()

def query(sql):
    return qb("GET", "/query", params={"query": sql})["QueryResponse"]

THRESHOLD = 1000

@on_event
def handle(event):
    posted = 0
    for note in event.json.get("eventNotifications", []):
        for entity in note["dataChangeEvent"]["entities"]:
            if entity["name"] != "Purchase" or entity["operation"] != "Create":
                continue
            p = qb("GET", f"/purchase/{entity['id']}")["Purchase"]
            if p["TotalAmt"] <= THRESHOLD:
                continue
            vendor = (p.get("EntityRef") or {}).get("name", "unknown vendor")
            account = p["Line"][0].get("AccountBasedExpenseLineDetail", {}).get("AccountRef", {}).get("name", "")
            notify.slack(f"Large expense: ${p['TotalAmt']:,.2f} to {vendor} ({account})", channel="#finance")
            posted += 1
    return {"posted": posted}

FAQ

Common questions

Is the $1,000 threshold fixed?

No. The threshold is whatever you choose, and it can differ by account or vendor type. Some companies set a low limit for software subscriptions and a higher one for inventory purchases, so each alert is meaningful.

Does it cover bills as well as card expenses?

The alert follows purchases, which cover checks, cash and card expenses entered in QuickBooks. Vendor bills are a separate record type. If large bills also need attention, a second alert on bills can be added with its own threshold.

Who sees the Slack message?

Whoever is in the channel you choose. Many teams use a private finance channel so vendor and amount information stays among the people responsible for approving spending, rather than being broadcast to the entire company workspace.

What permissions does it need?

accounting. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens