Skip to main content

Budgets

The System Admin Budgets tab contains three groups of settings. It is important to distinguish the monthly controls that are enforced from configuration fields that are currently stored but not consumed by runtime AI calls.

For the user-facing explanation, see Token budgets and usage.

1. Company budgets master switch​

Enable company token budgets is the effective platform-wide switch for monthly per-user/company budget enforcement.

When enabled:

  • AI-spending services check month-to-date usage before a request;
  • the effective limit is the user override, then the selected company default, then the platform fallback;
  • input and output budgets are checked;
  • users can see the in-session budget indicator once input usage reaches 50%.

When disabled:

  • the shared pre-request monthly budget gate is skipped;
  • the in-session budget indicator is hidden.

The setting defaults to enabled if its configuration is missing or unreadable, so a configuration problem does not silently remove the cap.

Platform-wide impact

Turning this switch off removes the normal monthly AI budget gate for all companies. Use it only for a deliberate operational reason and monitor provider usage separately.

2. System-wide daily token budget​

The tab displays an enable switch and token limit for a System-wide daily token budget.

At present, Navaid saves this configuration, but the production AI request path does not read or enforce it. Enabling it does not reliably stop daily usage at that value.

Treat this section as reserved configuration, not an active cost control. Use the enforced monthly company/user budgets and provider-side safeguards instead.

3. Alert thresholds​

The tab stores warning and critical percentages for user and system alerts. The current user indicator does not read these values:

  • it becomes visible above 50%;
  • it uses a hard-coded warning state at 80%;
  • it uses a hard-coded critical state at 95%;
  • it displays input-token remaining capacity.

No runtime system-wide alerting workflow currently consumes the configured system thresholds. Saving the fields persists them for future implementation; it does not create email alerts or change the current indicator thresholds.

Save a budget configuration​

  1. Open System Admin → Budgets.
  2. Review the current company-budget master switch.
  3. Change only settings whose operational effect you understand.
  4. Select Save Budget Configuration.
  5. Wait for the success message.
  6. Test a representative session if you changed the master switch.

The save writes all three groups together.

Effective monthly budget order​

For an AI request associated with a company, Navaid determines the effective input and output limit in this order:

  1. an explicit user budget, if present;
  2. the selected company’s default user budget;
  3. the platform fallback.

System Admins can review or change company defaults from Company → Settings while the intended company is selected. The current UI does not provide a general per-user budget editor.

What happens at the monthly limit​

Before an AI-spending request, Navaid compares month-to-date input and output usage with the effective limits. If either limit has been reached, the request is declined.

The shared gate is used across AI features, not just session chat. Depending on the feature, the user may see a budget-limit error instead of a generated answer, summary, competitor analysis, Aida response, speech operation or other AI output.

Usage already incurred is not removed by later reducing a limit. Increasing a limit can allow requests again.

Monitoring workflow​

  1. Use System Admin Overview for lifetime platform scale.
  2. Switch to the company under investigation.
  3. Open Company → Usage.
  4. Compare the monthly ledger and per-member usage.
  5. Review recent sessions and other AI-heavy workflows.
  6. Confirm the effective company defaults.
  7. Check the provider dashboard for financial reconciliation.

Navaid’s estimated cost is informational. Provider billing remains authoritative.

Operational recommendations​

  • Keep the company-budget master switch enabled.
  • Set company defaults according to expected usage and review them periodically.
  • Investigate sustained increases rather than reacting to one long session.
  • Treat the stored daily and alert settings as non-enforcing until the product implements runtime consumers.
  • Do not use estimated-cost text as a contractual price.
  • Communicate before materially reducing limits.

Troubleshooting​

A user is blocked below the visible input limit​

The server checks both input and output budgets, while the indicator currently displays input capacity only. The output budget may have been reached.

A user has no budget indicator​

The indicator is hidden below 50% input usage and whenever the company-budget master switch is off. It may also be waiting for current usage data.

The daily budget was exceeded​

This is expected with the current implementation: the setting is stored but not runtime-enforced. Re-enable or tighten monthly limits and use provider controls while daily enforcement is developed.

Changed alert percentages have no effect​

The current indicator uses fixed 80% and 95% thresholds. Stored alert values are not yet connected to it.

Last updated on