Budget & Usage

Monitor AI usage costs, set a company-wide monthly budget, and control per-employee spend limits.

Kasimir tracks an estimated euro cost for every answered chat request and rolls them up on the Usage & Billing page. There you can see at a glance how much your company has spent on AI this month, how costs have developed over the past twelve months, and who is consuming what. On top of that you can set two kinds of limit: a soft monthly budget for the whole company and hard spend limits per employee.

ℹ️

This page is visible only to owners (owner) and administrators (admin). You reach it under Administration → Usage & Billing. Regular members see neither the company costs nor other people's limits.

The overview at a glance

Three metric cards sit at the top:

Card	Meaning
`This month`	Estimated AI cost for the current calendar month. If a budget is set, a progress bar appears below it with `X of Y` (spend of budget).
`Answers this month`	Number of AI answers in the current month, with the consumed `Tokens` shown below.
`Last 12 months`	Total cost and total answers over the trailing twelve months.

The progress bar changes colour with utilisation: green below 90 %, amber from 90 %, and red from 100 % of the budget.

The overview shows current cost, the budget as a progress bar, and the cost trend over the last 12 months.

Directly below, the Cost trend (12 months) bar chart shows monthly cost as columns. Hover over a column to see the exact amount and the number of answers for that month. Until any usage has been recorded, you see the note No usage recorded yet.

ℹ️

All amounts are based on a per-answer cost estimate. Only the AI's chat answers are counted (the dominant cost component); the value is shown in euros in German formatting (e.g. 1.234,56 €).

Setting a monthly budget

In the Monthly budget section you define an upper limit for the whole company.

Enter the desired amount in euros in the field (€ / month).
Click Save. A brief Saved confirmation appears.
To remove the budget again, click Remove limit — after that no budget applies.

The monthly budget is a soft limit: it blocks nobody and serves visibility only. Once the company reaches 90 % of the budget, an amber warning appears for all employees right above the chat input box; from 100 % it turns red and reports that the monthly budget has been reached.

💡

Use the monthly budget to stay informed without interrupting anyone's work. If you really want a hard cap on spend, also set per-member limits (see below) — only those actually block further usage.

Usage & limits per employee

In the Usage & limits per employee section you see each person's current monthly spend and number of answers, and you can assign a personal spend limit.

Default limit for everyone

The Default limit per employee field applies to everyone who does not have an individual limit.

An amount (e.g. 50) means: every employee without their own limit may spend at most this amount per month.
Leave the field empty (unlimited) for no default cap.
Save with Save, remove with Remove limit.

Personal limit per person

In the member list, each row has its own input field on the right:

A number sets a personal monthly limit for that person (overrides the default limit).
0 means blocked — that person can no longer use the AI.
Leaving it empty means Default — the company default limit applies again (or unlimited if none is set).

Confirm with the Save button in each row. The small progress bar and the percentage (or unlimited / blocked) show how close the person is to their limit.

Per person you can see spend and set a hard monthly limit; 0 blocks, empty inherits the default.

How the effective limit is determined

For each person, Kasimir resolves the effective limit in this order:

Personal limit, if set.
Otherwise the company default limit.
Otherwise unlimited.

Configuration	Effect
Personal limit = `30`	At most 30 € per month for this person.
Personal limit empty, default = `50`	50 € per month.
Personal limit = `0`	Fully blocked.
Personal limit empty, no default	Unlimited.

⚠️

Per-member limits are hard limits. When someone reaches their monthly limit, the next AI request is rejected — in chat the person sees a note that their monthly AI budget is used up (or, with limit 0, that AI usage is blocked) and that they should contact their administrator. Existing conversations remain readable; new answers are possible again only after you raise the limit or the new calendar month begins.

How and when figures reset

All limits and spend refer to the calendar month. On the first day of the new month, counting restarts at zero.
Spend is calculated continuously from the actual AI answers; after a conversation it may take a brief moment for the cost to appear in the overview.
The member-limit check runs at the start of each request. It is deliberately fault-tolerant: if the limit check is technically impossible, Kasimir lets the request through rather than blocking chat for everyone.

Subscription & invoices: On the same page, the cards below cover your booked plan and your company's billing details.
Analytics: A more detailed breakdown by model and by feature (chat vs. assistants) is available under Administration → Analytics.

BackAI Models NextChat Settings & Branding