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Catch Teamwork.com budgets burning faster than the timeline
For project managers who want each budget on a Teamwork.com project checked against time elapsed by asking their AI assistant.
On this page
Connector
Connect Teamwork.com, pick your AI tool and paste the prompt.
The problem
A budget can look fine while burning far too fast
A Teamwork.com budget total says little about whether it is being spent faster than the project timeline allows. Working out used share against elapsed share, plus the recent pace, takes a calculator and several screens.
Without PopdockAI
- Open each budget on the project one by one
- Work out used share and elapsed time with a calculator
- Pull recent logged hours from timesheets
- Notice the overrun only when the money is gone
With PopdockAI
- Every budget on the project is read in one pass
- Used share is set against time passed and rated
- The last four weeks of logged hours show the recent pace
- It is read-only and keeps the units the budget uses
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Check whether the budgets on the Teamwork project matching {project-name} are being used faster than planned.
**Step 1: Identify the project**
Call `teamwork-get-projects` with `name.contains` set to {project-name}. If nothing matches, say so and stop. If more than one project matches, list them with `project-name`, `company-name` and `status`, ask which one is meant, and stop. Keep the `project-id` for every later call.
**Step 2: Read the budgets**
Call `teamwork-get-budgets` filtered by `project-id`. If there are none, say the project has no budget set and stop.
**Step 3: Work out the burn for each budget**
* Used share = `capacity-used` / `capacity`.
* Elapsed share = days from `start-date` to today / days from `start-date` to `end-date`, capped at 100%.
* For a repeating budget (`is-repeating` true), the dates describe the whole arrangement, not the current period. Say that the elapsed share is approximate and name the `repeat-unit`.
* Classify: **Over** when the used share is above 100%. **Burning fast** when the used share exceeds the elapsed share by more than 15 points. **Underused** when it trails by more than 30 points. Otherwise **On pace**.
**Step 4: Recent pace**
Call `teamwork-get-time` filtered by `project-id` with `time-logged.from` set to 28 days ago. Report hours per week and, for context, `billable-total` per week. Only project a run-out date when the budget is a time budget and its units plainly match the logged minutes; otherwise leave the projection out and say why.
**Step 5: Report**
* A table: budget `type`, `budget-category`, capacity, used, used share, elapsed share, classification, `currency-code` where there is one.
* The recent weekly pace.
* One or two sentences on what the project manager should do, for example agree more budget, slow the burn, or re-baseline.
**Rules & Guidelines:**
* This prompt is read-only. Do not call any tool whose name begins with teamwork-create-, teamwork-update-, teamwork-complete-, teamwork-uncomplete-, teamwork-assign-, teamwork-move-, teamwork-copy-, teamwork-clone-, teamwork-reorder-, teamwork-archive-, teamwork-unarchive-, teamwork-lock- or teamwork-unlock-, and do not call `teamwork-get-file-shared-link`.
* Keep capacity in the units the budget returns. Do not convert money to hours or the reverse.
**Validation:**
* When a budget has no `end-date` or no `capacity`, report its usage and say the burn cannot be classified.Who it's for
One answer, three teams that use it
Project managers
See whether your budget will last the project
Check burn against the timeline before a review, so you can slow down or ask for more while there is still room to act.
Check the budget burn on the Northwind Traders portal project in Teamwork.com.
Delivery directors
Find the projects that need a budget talk
A rating per budget tells you which projects are burning fast or over, so you spend your time on the ones that need attention.
Is the Fabrikam data migration in Teamwork.com over budget for where it is in its timeline?
Project accountants
Check pace before the client is billed
See used share, elapsed share and recent hours side by side, so budget questions are raised before invoicing rather than after.
How fast has the Contoso support retainer budget in Teamwork.com been used over the last four weeks?
How it works
What PopdockAI does when you ask
You name the project and your AI assistant reads its budgets and logged time in Teamwork.com. It rates each budget and suggests an action, without changing anything.
01
Ask
You name the project.
02
Read
It finds the project, listing candidates if the name is ambiguous, and reads every budget.
03
Compare
It sets each budget's used share against the share of time passed.
04
Report
You get a rating per budget, recent pace and a suggested action, read-only.
What PopdockAI provides
The tools behind the answer
Ready made tools for Teamwork.com and one secure connection to your AI tool. No code, no exports.
teamwork-com-get-projects
teamwork-com-get-budgets
teamwork-com-get-time
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Fast burning budgets caught while there is still time
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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