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Attribute AI spend ​

Know what every AI provider charges you, who the spend belongs to and which projects it went on. Finance can report it by team, export it to recharge, set monthly caps, and be told when spend jumps.

When you're done, the bills from the AI providers you pay for arrive in Flowstate on their own, matched to your people and teams and shown in your reporting currency.

Provider bills need nothing installed on anyone's computer. Splitting spend by project needs AI sessions from the Cloud Proxy.

A finance lead owns this checklist, with your Flowstate contact, a Flowstate administrator and whoever holds admin access at each AI provider.

Before you start ​

1. Switch on the modules ​

What: Ask for AI spend and Agents & copilots. Agents & copilots adds AI caps, My AI and the Copilots list. Who: Implementation lead. Where: Your Flowstate contact. Done when: Insights → Agent insights opens its Dashboard, instead of "Agent insights is not enabled".

AI caps sit under Finance → Budgets, so Budgets must be switched on too.

2. Set your reporting currency ​

What: Choose the currency every AI figure is shown in. Who: Finance lead. Where: Organisation basicsDone when: The reporting currency is set.

3. Check the first bills arrived ​

What: Confirm spend has arrived and is matched to people. Who: Finance lead. Where: Insights → Agent insights → Dashboard, then BreakdownDone when: Provider spend on the Dashboard shows each connected provider, and Breakdown with Aggregate by set to Team members shows your people's names rather than rows starting Unlinked —.

To fix an Unlinked row, add that person to Flowstate or correct their email. See Matching provider spend to people.

4. Give the right people access ​

What: Make sure the people who'll set caps and alerts have AI governance admin access, and the people who'll export spend can see detailed financial figures. Who: Flowstate administrator. Where: Settings → Users & Access → RolesDone when: Your finance lead can open Finance → Budgets → AI caps and Insights → Agent insights → Alerts, and sees Export on Breakdown.

5. Optional: split spend by project ​

What: Tie AI sessions to projects, so spend can be split by project, initiative and objective, not only by person and team. Who: Engineering or operations lead. Where: Track AI in your workflowsDone when: Breakdown with Aggregate by set to Projects lists your projects, and Spend accounted for on the Dashboard has risen.

Spend accounted for compares what providers billed with the cost of the sessions Flowstate saw. It rises as the Cloud Proxy reaches more Macs. See What "Spend accounted for" means.

6. Optional: set monthly caps ​

What: Give the organisation and each team a monthly AI budget. Who: Finance lead. Where: Finance → Budgets → AI caps. See AI caps. Done when: Every team you care about has a Monthly cap, and none of them shows NO CAP.

Caps suit teams that share a central AI budget. If teams pay for their own AI, export spend from Breakdown each month to recharge it instead. See Export the spend.

7. Optional: turn on spend alerts ​

What: Get told when daily AI spend spikes or drops. Who: Finance lead. Where: Insights → Agent insights → Alerts → New alert → Spend anomaly. See Alerts. Done when: A Spend anomaly alert is Active, with at least one person under Recipients.

An alert with nobody under Recipients notifies no one.

You're set up when ​

  • Provider spend shows every connected provider.
  • Providers that report per-person spend show your people, not Unlinked rows.
  • Your finance lead can answer "what did we spend on AI last month, by team?" from Breakdown.

If something's not right ​

Spend shows, but not against people. The provider only reports a total, or its users' emails don't match anyone in Flowstate. See What you can connect.

Projects, Initiatives and Objectives aren't available under Aggregate by. They need AI attribution and sessions tied to projects. See step 5.

Session costs don't add up to the bill. Session costs are estimates from the tokens used, and seat charges only appear in provider spend. See Seat-based and usage-based tools.

Next: day-to-day guides ​

Flowstate Documentation

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