See what AI costs

Flowstate Helm brings the bills from every connected AI service into one place. Use it to see what your organisation spends, who spends it, and where spending is heading before the month ends.

You need access to AI usage. To see amounts, you also need to see money in Flowstate Helm. Ask your Flowstate admin.

Check the Overview

Go to Overview. It shows:

• Usage spend: what the providers billed for the period.
• Month-end forecast: where this month’s spend is heading.
• Unrealised savings and Captured savings: what you could save, and what you’ve saved through Flowstate. See Track tools, contracts and savings.
• Spend by provider: each AI service’s share.
• Work attribution: how much AI work is tied to a project.

Each figure links to the page behind it, such as Explore spend, Review requests → and Manage wallets →.

Read spend by team and by person

1. Go to Spend.
2. On Overview, read Total spend, split into Seat cost and Usage cost, and Change in spend against the previous period. Spend by team and Spend by task show where it went.
3. Select By person to see what each person spent against their limit.

By person lists each person’s spend for the period, their limit, and what they drew from their team’s pool. Select a person to open their page, with their tools, seats, budgets and sessions.

Every page opens on month to date. Change the period with the period control at the top.

Set someone’s monthly limit

1. Go to Spend → By person.
2. Open the row’s menu and select Set limit.
3. Under Monthly limit from, type the amount, then select Set limit.

The limit starts from the date shown. To put the person back on their team’s limit, open Set limit again and select Use the team’s limit.

You need permission to edit budgets, and your organisation needs a wallet first. See Set AI budgets with wallets.

Check spending by service accounts

Service accounts are keys used by systems, not people, such as a support bot calling a model.

1. Go to Spend → Service accounts.
2. Read each account’s cost, owner, purpose and project. Flags show accounts that are Unowned, whose Owner left, that are Idle, or whose spend jumped (Spike).
3. To fix one, open the row’s menu and select Assign owner, Set purpose, Map to project or Set limit.

Service account overview shows the same spend as figures and a chart.

Export the figures

1. Open the table’s Display menu.
2. Select Export.

Flowstate downloads the table as a CSV file with the figures on screen.

If something’s not right

• The page says “Connect a usage API to see” it. Connect an AI service first. Select Connect, or see Connect your AI providers.
• Some spend isn’t against a person. Flowstate matches spend to people by their work email in each service. See Find anyone and move them between teams.
• “That’s more than their team’s pool.” A person’s limit can’t be more than their team’s pool. Lower it, or raise the team’s wallet.
• “This month has started; the limit can start next month.” Choose next month as the start.
• Today’s spend looks low. Providers report on their own schedules. See How AI data arrives in Flowstate.