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Zap Data Hub – Set up alerts

Use predefined alert templates in Zap Data Hub to automate notifications such as cash flow or gross margin monitoring

Zap Data Hub includes a range of pre‑packaged alert templates designed to help firms automate internal notifications or provide proactive insights to clients.
Alerts can be scheduled, customised and emailed based on trigger conditions such as cash flow position or gross margin percentage.

A downloadable PDF version of this article is also available Zap Data Hub Introducing Alert Template.

Available alert types

Zap Data Hub includes several Accountant Solution Alerts. Below are two common examples:

Negative Cash Flow Alert

This alert notifies you when Accounts Payable (AP) exceeds Accounts Receivable (AR), indicating negative cash flow. The report subtracts AP from AR and triggers the alert if the result is negative.

Gross Margin % Alert

This alert notifies you when a client's Gross Margin % falls below a threshold you define. The report includes both the Gross Margin value and percentage.

How to set up an alert

1. Open Zap Data Hub in Designer view

Open the system in Designer view to access folders, alert templates and configuration options.

2. Copy the alert to your personal folder (optional)

If you want to customise an alert:

  1. Copy the folder containing the alert

  2. Paste it into your Personal folder

This ensures the original alert remains unchanged.

3. Configure the alert schedule

  1. Select the alert folder (e.g., Job Budget Alert)

  2. Click Daily Schedule Event

  3. Set the time and frequency for alert emails

  4. Click Save

4. Configure the alert email

  1. In the alert folder, click email

  2. Specify the From address and Recipients

  3. Customise any email content fields as needed

  4. Click Save

5. Set the alert trigger

  1. Click Budget % of Total Event (or other trigger event depending on the alert type)

  2. Enter the threshold or percentage value

  3. Click Save

How to import an alert (if required)

Alerts are pre‑installed in Zap Data Hub and usually do not need to be imported.
However, if an import is required, follow the steps below.

1. Open Designer view

  1. Open Designer view

  2. In Resource Explorer, select the folder where you want to import the alert

2. Import the alert file

  1. From the Folder menu, click Import

  2. Select the alert file (e.g., Job Budget.zap)

  3. Click Open

3. Map connections

  • For HandiSoft, complete the mapping using the required data source

  • For Accountant Solution Alerts (Gross Margin %, Negative Cash Flow), map the connections according to the Accountant Solution setup

4. Complete the import

  1. Click Next

  2. If no members are missing, click Next again

  3. When all resources validate, click Close

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