How to manage Ad Budget Change Request

Purpose

This SOP details the precise steps for modifying a client's ad budget. Its core purpose is to ensure all ad budget changes are handled accurately across our internal systems and advertising platforms, communicated clearly to all involved parties, and reflected correctly on client invoices. This guarantees precise financial records and effective ad spend management.

Scope

This SOP applies to all SWEAT Digital clients when an ad budget adjustment is required. This process is initiated by a Marketing Specialist and executed by the Support Specialist.

Definitions

Term	Definition
Ad Budget Form	An internal form used by Marketing Specialist to request changes to a client's ad budget.
#Support Chat	A communication channel via Google Chat used to notify the Support team of new ad budget change requests.
Ad Budget Change Board	An internal project management board via Monday.com where new ad budget change requests are tracked as items.
Ignition	Our primary platform for managing client agreements, automating weekly billing, and processing payments, where ad spend billing is configured.
Meta Business Suite	The platform used to manage and adjust actual ad spend amounts for campaigns running on Facebook and Instagram.
Client Bible	An internal board via Monday.com where client-specific information, including current budget amounts, is maintained for reference.

Roles & Responsibilities

Role	Responsibility
Marketing Specialist	Initiates the ad budget change by filling the Ad Budget Form. Responsible for updating ad spend in Meta Business Suite on the invoice date.
Support Specialist	Processes the ad budget change in Ignition, notifies relevant parties, sends reminders, and updates the Client Bible.

Prerequisites

Before initiating this SOP, the following must be in place:

A confirmed client request or internal decision for an ad budget change.
Access to the Ad Budget Form.
Access to #Support chat.
Access to the Ad Budget Change Board.
Access to Ignition with the necessary permissions to edit client billing.
Access to Meta Business Suite with permissions to adjust ad campaign budgets.
Access to the Client Bible for updating budget records.

Triggers

This process is triggered by:

A Marketing Specialist filling up the Ad Budget Form.

Step-by-Step Process

1. Marketing Specialist Fills Ad Budget Form

The Marketing Specialist completes the Ad Budget Form with the old and new ad budget details.
#Support chat will be automatically notified of the new request.
A new item is automatically added to the Ad Budget Change Board for tracking.

2. Support Changes Billing in Ignition

The Support Specialist navigates to the client's account in Ignition.
Locates the relevant service or billing entry for the Facebook Ad spend.
Adjusts the billing amount in Ignition according to the new ad budget requested in the form. This amount should be multiplied by 7 to correspond to 1 week of billing.

Note: The new ad spend billing will apply on the next invoice or billing schedule.

3. Send Reminder on Invoice Date to Change Ad Spend in Meta Business Suite

On the effective invoice date, the Support Specialist sends a reminder to the Marketing Specialist.
The reminder prompts them to change the actual ad spend amount in Meta Business Suite to reflect the new budget.

Note: The notification clearly states the change, specifying the client name, old and new budget amount.

4. On Invoice Date, Support Updates Client Bible

On the effective invoice date, the Support Specialist accesses the Client Bible.
Updates the client's record in the Client Bible with the new, correct ad budget (AUD and local currency) amount to ensure all internal records are accurate.

Update the Ad Budget Change Board

Notes

Timely Updates: Ensure that all changes in Ignition and notifications are done promptly upon receiving the Ad Budget Form.
Next Invoice Application: Always communicate that the billing change in Ignition will only take effect on the next invoice date, not immediately.
Coordination: Emphasize the importance of the Marketing Specialist updating Meta Business Suite in sync with the new invoice to avoid discrepancies.
Accuracy: Double-check all amounts and dates when updating Ignition and the Client Bible.

Tools Used

Tool	Purpose
Ad Budget Form	Initiating and documenting ad budget change requests.
#Support chat	Real-time notification of ad budget change requests to the Support team.
Ad Budget Change Board	Tracking the status and progress of ad budget change requests.
Ignition	Managing client billing and updating ad spend amounts for invoicing.
Meta Business Suite	Adjusting actual ad campaign budgets.
Client Bible	Maintaining accurate client records for ad budget amounts.

Templates

Template Name	Sent By	Location	Description
Meta Business Suite Update Reminder	Support Specialist	Google Chat	Reminder sent on invoice or change date for Marketing Specialist to update ad spend in Meta Business Suite.