AI usage providers

Connect each AI tool or model API your company pays for, so its bill appears in Flowstate. Where the provider says who used it, the cost lands on that person.

You need access to connect AI providers — ask your Flowstate admin. You’ll also need someone with admin access at the provider.

Connect a provider

Six providers connect from Organisation: Claude Platform (Anthropic API (Console) in the table below), Claude Enterprise, OpenAI Platform (OpenAI Platform API), GitHub Copilot, Cursor and Windsurf. The others connect from Settings.

1. Go to Organisation → Organisation → Integrations and select the provider.
2. In the window that opens, follow What you need to create a credential at the provider.
3. Select Connect, or Add another account if the provider already has one connected.
4. Enter the credential and select Verify and connect.

If your organisation doesn’t use Organisation yet, or the provider isn’t one of the six, open Settings → Integrations → Integrations and select Browse catalog. Under Filter by capability, choose AI spend, then select the provider. Under How to connect, select Use this route on the route marked Recommended. Follow the steps to create a credential at the provider, enter it in Flowstate and select Verify and connect.

Flowstate then imports your history. Until the first sync has run, the key’s status reads Waiting for first sync. To watch the import stage by stage, follow the import on the provider’s page in Settings → Integrations.

Each provider’s own page has the detailed steps — see the table below.

Follow the first import

A first import isn’t instant. Flowstate has to fetch your history, match the provider’s users to your people, and work out who spent what. While that happens, the provider’s page in Settings → Integrations shows Importing your history with a percentage and these stages:

Each stage only ticks when the data is really there, not after a set time. When every stage is done, the import is complete and the progress panel is removed from the provider’s page.

If your organisation has Flowstate Helm and Flowstate finds people in this provider, the second stage is Finding your people instead, straight after Key verified, and Matching provider users to your people isn’t shown. Finding your people is done once Flowstate has imported the people in the provider account. It shows a line for each key: People in and the provider’s name, then how many people were imported and Review people, which opens Users & teams. If they can’t be imported, the line says why, with the fix beside it.

If the import stops

Import stopped means the provider is refusing the key for every connection you have with it, so nothing is arriving. The bar turns red. Create a new key at the provider and select Replace key on the connection. The import starts again.

What each provider brings

Providers that only give a total can’t say who used them, so that cost stays with the organisation.

Keep a connection working

In the provider’s window in Organisation, and on its page in Settings, each connection shows how far its data reaches — Data through a date, or No data yet — with these actions:

• Sync now — fetch the latest data.
• Replace key — swap in a new credential and keep the history. Use it when a key expires or the person who made it leaves.
• Rename connection — helpful if you connect several accounts at one provider.
• Disconnect — remove the connection. The usage, spend and seat history imported with it are deleted. It doesn’t revoke the key at the provider, so revoke it there if you no longer need it. If your organisation has Flowstate Helm, people already added to Users & teams stay. In Organisation it asks you to confirm first.

If something’s not right

“That key was refused. Check you copied the whole thing, and that it is the key type this route asks for.” — The provider looked at the key and said no. Select Show what the provider said for its reason, and check you created the key type the route asks for. What you pasted stays in the box, so you can correct it.

“We could not verify that key. Nothing has been saved, so you can correct it and try again.” — Flowstate didn’t get a clear answer about the key from the provider, for example because it was busy or unavailable. Wait a few minutes and try again. If Show what the provider said is there, it may say why. If it keeps happening, contact Flowstate support.

Connect is greyed out, with “Ask an admin for Manage AI Telemetry Keys” beside it — Your role doesn’t include Manage AI Telemetry Keys. Ask your Flowstate admin to connect the provider for you, or to add it to your role. See Roles and permissions.

The import says Import stopped — The provider is refusing the key. Create a new one and select Replace key.

The import is stuck on Matching provider users to your people — Nobody at the provider matches a person in Flowstate by email yet. Add your people with the email they use at the provider.

The import is stuck on Attributing spend to teams — No spend has arrived yet, for example because nobody has used the provider recently.

Spend shows, but not against people — Either the provider only gives a total, or the email someone uses at the provider doesn’t match their email in Flowstate. Add or correct the person in Flowstate; they’re matched on the next import.

Spend has stopped arriving — Check the Data through date. If the key has expired, use Replace key.