Set AI budgets with wallets
A wallet is a monthly AI spending limit that covers every AI service at once. Give each person a limit, share a pool across a team, or fund a project’s AI work separately from the people doing it.
You need access to manage AI budgets. Ask your Flowstate admin.
Choose a kind of wallet
| Wallet type | What it does |
|---|---|
| User | One limit per person, across all their AI providers. Applies to every team or the teams you choose. |
| Team | One shared pool for everyone in a team. You can also set a limit for each person within it. |
| Project | Funds a project’s AI work, or watches its maximum spend. |
Create a wallet
- Go to Wallets and select Create wallet.
- Type a Wallet name and choose the Wallet type.
- Under Monthly limit, type the amount.
- Under Applies to, choose Every team, or search for the teams or project it covers.
- For a Team wallet, add a Per-person limit (optional) if you want one. Tick Allow members to donate unused quota to teammates to let people pass on what they won’t use.
- For a Project wallet, choose how it works under How this project wallet works:
- Additive: project work draws from this wallet first, and the project’s share goes back to the person’s own limit. Matching work to the project can take up to 24 hours.
- Limiting: Flowstate watches a maximum spend for the project and warns you when it’s close or over. It reports, but doesn’t stop spending at the provider.
- Select Save wallet.
To change a wallet, select it in the list. Edit wallet opens with the same fields.
Set one person’s limit
To give someone a limit of their own, go to Spend → By person, open their row’s menu and select Set limit. See Set someone’s monthly limit.
Set alerts
Alerts tell people by email when spending needs attention. They apply to everyone and every wallet.
- Go to Settings → Alerts.
- For each alert, tick who should hear about it: User, Team manager or Admin.
- 80% of limit used
- 100% of limit used
- 30% of spend has no project
- Irregular increase in usage
- F.AI score drops more than 30 points
- Select Save alerts.
Irregular increase in usage needs an established usage pattern, so someone who has just started using AI won’t trigger it.
Handle an alert
Select an alert in its email or in your Inbox to open Alerts. From there:
- Select Acknowledge once you’ve dealt with it.
- Select Snooze for a day or Snooze for a week to hide it for now.
- Select Assign to me, or Assign… to hand it to someone else.
Budget alerts close by themselves once spending is back under the threshold. Use Open, Mine, Budgets and Spikes to filter the list.
Read a budget’s status
Each budget shows whether it’s On track, At risk or Over, based on where the month’s spend is heading. For each tool, it shows whether Flowstate stops spending at the limit (Hard stop) or only alerts you (Alert only). A hard stop needs a service that lets Flowstate set limits, or the Flowstate Agent.
If something’s not right
- “No matching results.” A project wallet needs your project tool connected. See Connect your project tool.
- “This wallet changed while you were editing.” Someone else saved it. Close it and open it again to see their changes.
- A project’s spend hasn’t moved to its wallet. Matching work to a project can take up to 24 hours.
- Someone needs more this month. They can ask for it. See Ask for and answer AI requests.