Availability: every plan. ROI, which sets the value of time saved against these costs, is on Pro, and every trial.
Record what each AI tool costs so Reports can show what it's worth. With it, Reports can show what each tool costs a month and what unused seats are costing; on Pro, it also shows whether the hours saved are worth what you pay.
Where to enter itLink to this section
Open the tool under Governance → AI tools, choose Edit details and fill in Billing: how the tool is charged, then the amount and the billing period, monthly or annual.
What to enter for a per-seat toolLink to this section
Enter the price on your invoice for one seat for one month, in your organisation's currency (set under Settings → Organisation). For example, a plan billed at A$30 a seat a month → enter 30.
For a tool billed as one flat fee (say an annual team plan of A$5,000 covering the organisation), choose Flat fee, enter 5000 and choose Annual: we work out the monthly figure.
If you're not sure of the exact number, a figure you can explain is fine. The size matters more than the cents, and you can update it any time.
How seats are countedLink to this section
We don't ask for a separate "seats paid" number. Instead, on a per-seat tool, seats are the people you've assigned to the tool in The GAiGE. Assign someone and the seat count goes up; remove them and it goes down.
Keep your tool assignments accurate so the costs stay right.
What the cost number gives youLink to this section
Once a tool has a cost, you'll see:
- Monthly cost: for that tool, and added up for the organisation in Reports
- Unused seats: the cost of seats for assigned people who didn't report using the tool in the period (for example, A$528 a month)
- On Pro, ROI: the value of hours saved divided by the monthly cost (for example, "8.6×"), and tools ranked by it
If a tool's cost reads Not added, it's left out of the organisation's cost totals and ROI. Open the tool, choose Edit details and fill in Billing.
What if I don't know the cost?Link to this section
Two options:
- Ask Finance. This is the right answer for the long term. What you pay for AI should be visible and tracked.
- Use your best estimate. It's better than nothing. Reports → Governance → Tools and renewals shows how many tools have a cost recorded, so you can fill them in over time.
Unused seatsLink to this section
The Unused seats figure in Reports shows assigned people who haven't reported using a tool in the period. For a tool at A$30 a seat, 13 people assigned who never used it is A$390 a month you could move to someone who would. See Unused seats: what they are and what to do.
Something missing or out of date here? Tell us.