Set and interpret spend caps
There are two limits on AI spend, and they work differently.
Your organization limit comes from your contract — trial, pilot, or subscription — not from a setting in the app. It covers the included usage for the current billing period. Admins see it on Admin → Usage as "Organization included usage", with the period dates and the next reset.
Per-user limits are the ones you configure. They cap what a single member can spend in a billing period. The most restrictive limit wins: a member can never exceed their per-user limit, and the organization can never exceed its contract allocation.
Turn on per-user limits
- Open Admin → Members.
- Switch on Spend limits and set a default per-user limit.
- Override the limit for specific people from their row in the members table, where current spend and limit status are also shown.
Limits reset on the billing-period boundary.
What happens as a limit is approached
- 75% of a per-user limit: the member sees a warning in the composer, with further warnings at 90% and 95%.
- 80% of the organization contract limit: admins see a banner. Admins are also warned when the contract is within three days of expiring, or when a period has no allocation.
- 100%: new AI work is blocked. The member sees a block message; system-initiated work such as document parsing is not attributed to a user and is not affected by per-user limits.
- In-flight runs continue. The limit is checked before work starts, not during, so a run already underway finishes rather than producing partial results. Actual spend can land slightly above the limit when a large run was in progress.
Requesting more headroom
Members who are approaching or over their limit open Settings → Usage and use Request increase. They can edit or withdraw a pending request while it is open; their limit does not change until an admin acts.
Requests land in Admin → Requests, where admins can approve or deny them individually or approve all pending spend-increase requests at once. Approving raises that member's limit to the requested amount.
If you need a hard stop mid-run, cancel it from the run's page; spend stops accruing within a few seconds.
Practical tips
- Set per-user limits that match the work — someone running drawing reviews needs more headroom than an occasional user.
- Use Admin → Analytics → Workflows to check whether one expensive workflow is driving most of the spend before you change limits.
- If several people hit their limit quickly, check whether they are indexing large files or running broad workflows before raising anything.