Spend reconciliation

Reconcile the AI bill the same way you reconcile a bank statement. Each row that comes from your provider's billing API lands in an inbox. You confirm the matches Flowstate found, write off the orphans with a note, defer what isn't ready, and move on.

Provider invoices and on-device telemetry never agree to the cent. Trial seats, retainer drawdowns, shared keys, billing lag, currency rounding — every one of them produces a delta. The job of this page is to make the deltas explicit and ledger-able.

How a row gets here

Two pipes feed the queue:

1. Provider billing pulls. Connected from the Integrations marketplace at Settings → Integrations — see Usage providers. Flowstate pulls the daily-or-finer billing snapshot from each provider's admin API.
2. Observed sessions. Captured by the Flowstate Agent on developer machines, with per-call token counts.

The reconciler attempts to match each billing row to the observed sessions for the same provider, same employee, same usage date. Confidence is propagated as a status.

The five buckets

Every billing row sits in exactly one of these at any time:

Status	What it means	How you act
unreconciled	Billed, no matching sessions found yet	Investigate, or MARK it as write-off / defer
suggested	Auto-matched; awaiting confirm	CONFIRM if the match looks right
auto_matched	High-confidence auto-match (acts like suggested)	CONFIRM to finalise
confirmed	Explicit acceptance; counts toward the spend ledger	Locked unless you reopen
written_off	Billed but won't be matched, note required	Captured in the residual variance line
deferred	Kicked into the next period	Returns automatically next month

The page opens filtered to unreconciled only — that's the work queue. The filter chips on the toolbar widen the view.

Actions per row

Each row carries the buttons that make sense for its status:

• Match (suggested / auto-matched) — fires the CONFIRM action.
• Mark (unreconciled) — opens a dropdown: write off, or defer.
• Write off — opens a note-required dialog. The note is mandatory; it ends up on the audit trail.
• Defer — kicks the row to next month without a note.

The action mutation (CONFIRM / WRITE_OFF / DEFER) is atomic. After the mutation, the row re-renders with its new status, and the period summary at the bottom of the table recomputes.

Period summary

The bottom row of the table is a four-column dense summary for the selected month:

Column	Meaning
Billed	Sum of totalCostUsd across all provider-billing rows for the period
Observed	Sum of session costs Flowstate captured for the same period
Written off	Sum of rows you've explicitly marked as won't-match
Residual	Billed − Observed − Written off — the gap that's still unexplained

A healthy month has a small residual. A persistent residual above a few percent usually means a provider billing pull is misconfigured or a chunk of seat traffic isn't being captured (check Detected services for monitoring-gap rows).

Rows can come from any provider you've connected — your Cursor seats and Claude API line sit alongside your image-gen line (e.g. Midjourney, OpenAI Images), your video-gen line (e.g. Runway, Sora), and your sales-copilot or legal-research line for orgs that use them. Whatever the modality, the bucket model is the same. See Catalog for which providers are wired in today.

Service-account spend reconciles here too. Sessions owned by an AI service account sit beside person-owned copilot sessions in the observed side of the match. Agent actuals also reconcile against the planned Agent's forecast runs, so you can see plan versus actual per Agent as well as invoice versus observed per provider.

Period selector

The toolbar carries a month input — pick any past month or the current one. The default is the current month; rows for completed months can still be reopened by setting unreconciled back via the audit log.

What this isn't

This isn't the chart-of-accounts. It isn't a finance-grade ledger of every transaction. It's a reconciliation surface — the bridge between the provider's invoice and the workforce-attributed spend you actually want to plan against. Confirmed rows feed the official spend ledger downstream in Finance & Compliance.

Empty state

If a period has no billing rows in the buckets you've filtered to, the page shows a tick-icon empty state. Either you've actually cleared the queue (good) or the billing pull hasn't run yet (check the integration status in the marketplace at Settings → Integrations — see Usage providers).