FINANCE
SaaS Spend Spike to Budget-Owner Approval
Detects when a SaaS vendor's monthly Stripe charge jumps beyond its historical baseline.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Stripe charge for a SaaS vendorStripe
- ActionFetch vendor 3-month average from BigQueryBigQuery
- LogicCharge exceeds baseline by threshold?
- ActionLook up budget owner in AirtableAirtable
- ActionSend approval card to owner in SlackSlack
- OutputRecord decision in Airtable spend ledgerAirtable
What it does
Watches incoming SaaS vendor charges in Stripe, compares each one against the vendor's rolling 3-month average pulled from BigQuery, and flags any charge that exceeds the baseline by a configurable threshold (default 25%). Each flagged overage is sent to the responsible budget owner in Slack with Approve and Dispute buttons, and the decision is written back to a ledger.
When to use it
When finance ops manages dozens of recurring SaaS subscriptions and silent seat-count creep or auto-renew price bumps keep slipping through. Use it to put a human approval gate on the spend that actually moved, without reviewing every line item.
How it works
- 1A new Stripe charge (or invoice) lands and triggers the flow.
- 2BigQuery returns the vendor's trailing 3-month average charge for the same product.
- 3A logic step computes the variance; charges within threshold are logged and exit quietly.
- 4For an overage, the flow looks up the budget owner mapping in Airtable.
- 5Slack delivers an interactive approval card to that owner.
- 6The approve/dispute response is appended to the Airtable spend ledger as the audit record.
Set it up
What you configure once, before turning it on.
- 1Connect StripeCustomers, subscriptions, payments.
- 2Connect BigQueryDatasets, queries, schemas.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Detect Mid-Cycle Plan Change Mischarges and Queue Credit Memos
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Draft and Send Proration Over-Billing Correction Emails
For each confirmed over-billing credit, an agent drafts a clear, customer-specific apology email explaining the proration error and the credit applied.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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