Usages & Limits
Track AI spend across your organization, set monthly spend limits, and get alerted before limits are reached.
Every LLM request the platform makes is recorded with its cost. Costs are summed per calendar month for the organization and for each workspace, member, document source, and workflow. You can review these totals on the Usage page, cap them with monthly spend limits, and get email alerts when they reach a threshold.
All amounts are in USD and calculated from the model provider's official price list, without any markup.
Usage Page
Go to Admin → Usage. The Usage page is available to organization owners and organization admins.
Use the month picker in the header to switch between months. Months follow the organization's time zone, so everyone sees the same totals regardless of their own time zone setting.
Organization Summary
The cards at the top show:
- Total cost — Everything the organization spent in the selected month
- Monthly spend limit — The organization limit and how much of it is used, or "No limit"
- Cost breakdown — The total split by cost category
| Cost Category | Description |
|---|---|
| Chat | Chat conversations, API chats, workflow runs, and chat title generation |
| Embeddings | Vector embeddings for documents and search queries |
| Contextual chunks | Context generated for document chunks during ingestion |
| Metadata | Document metadata generated during ingestion |
| Translation | Document translation during ingestion |
| Transcriptions | Voice input transcription |
Breakdown Tabs
The tabs below the summary list costs per Workflow, Workspace, User, and Document Source. Each row shows the total cost for the month and the row's spend limit with the percentage used.
- Click a name, email, or URL to open its details page (shown only if you can view that record)
- Click the pencil icon next to a spend limit to edit it in place (shown only if you can edit that record)
- Records that were deleted still appear as Deleted workflow, Deleted workspace, and so on, so their spend is not lost
A cost is only counted against the records it belongs to. For example, a transcription made outside a workspace counts towards the organization total but not towards any workspace, so the tabs do not always add up to the organization total.
Spend is recorded when it happens and is kept even if the related chats are later deleted, for example by a data retention policy.
Spend Limits
A monthly spend limit caps how much AI usage a record can consume in a calendar month. Limits can be set on:
| Record | Where to Set It |
|---|---|
| Organization | Set by the platform administrator. Contact support to change it. |
| Workspace | Workspace edit form → Monthly spend limit (USD) |
| Member | User edit form → Monthly spend limit (USD) |
| Document Source | Document source edit form → Monthly spend limit (USD) |
| Workflow | Workflow edit form → Monthly spend limit (USD) |
Anyone who can edit a record can change its spend limit. Leave the field empty for no limit. The current month's spend and limit usage is shown in the Monthly spend block on each record's details page.
What Happens When a Limit Is Reached
Once a record's spend for the month reaches its limit, new AI work involving that record is blocked until the start of the next month or until the limit is raised:
- Chat — The user sees a message that the monthly AI usage limit has been reached
- Running conversations — A conversation that is using tools stops before its next step
- Chat API — Requests return
402 Payment Requiredwith the same message - Workflows — New runs fail with the limit message and are not retried
- Voice input — Transcription requests are rejected
- Document ingestion — Documents are marked as failed with the limit message, and scheduled crawls of the document source are skipped
A request is blocked if any of the records it involves has reached its limit. For example, a chat in a workspace is blocked when either the workspace, the member, or the organization limit is reached.
Limits are checked before work starts and between agent steps, so requests that are already running are allowed to finish. Spend can therefore slightly exceed a limit.
Limits reset automatically at the start of each calendar month in the organization's time zone. Unused amounts do not carry over.
Limit Notifications
When a limit is reached, an email is sent once per month to:
- Organization — Organization owners and admins
- Workspace — Workspace owners
- Member — The member
- Document Source — Document source owners
- Workflow — The workflow owner
Additional recipients configured on the record's spend alerts are notified as well.
Spend Alerts
Spend alerts send an email when a record's monthly spend reaches a threshold, giving you time to react before a limit is reached.
Spend Alerts Tab
Workspaces, members, document sources, and workflows have a Spend alerts tab on their page. It lists the alerts for that record and shows how many there are.
Anyone who can edit a record can see and manage its spend alerts from this tab; the tab is hidden for everyone else. For example, a workspace owner can add alerts to their workspace, and a workflow's creator can add alerts to their workflow. An alert created from the tab always monitors that record. Alerts on the organization itself can only be managed by organization owners and organization admins.
All Spend Alerts
Organization owners and organization admins can see and manage every alert in the organization. Go to Admin → Usage and click Spend alerts.
Creating an Alert
To create an alert, click New spend alert and fill in:
- Subject — The organization, workspace, member, document source, or workflow to monitor
- Threshold amount (USD) — The monthly spend that triggers the alert
- Additional recipients — Optional email addresses to notify, one per line or separated by commas. They are notified in addition to the subject's default recipients listed in Limit Notifications.
Each alert is sent at most once per month. Changing an alert's threshold re-arms it for the current month. The Last sent column shows when an alert was last sent.
You can create several alerts for the same record, for example at 50% and 80% of its limit.
User Limit
The platform administrator can cap the number of users in an organization. When the cap is reached, inviting new users fails with a message stating the maximum number of users. Contact support to change it.