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AI Credits & Budgets

VMXpert usage is billed in credits. Your balance, spending reports, payment settings, and budgets all live on one page:

Admin → Toolbox → VMXpert → AI Credits & Billing

This page is only visible to administrators with AI management access. Your current credit balance is shown at the top.

How credits work

  • Every store gets a free monthly credit grant — for many stores, everyday use fits inside it. Unused free credits don't carry over to the next month.
  • Need more? Buy a credit pack — larger packs include bonus credits. There's no per-seat pricing; credits are one shared pool for the whole company.
  • Only successful work is charged. If a request fails, you don't pay for it.
  • Saved reports re-run free. Once VMXpert has built a routine or page, re-running it doesn't use AI — so your scheduled morning report costs nothing per run.

Roughly what things cost: asking a question ≈ 1 credit · a custom report with a spreadsheet ~2–3 · an agent working through something new ≈ a few · reading a scanned page ~½ · generating an image ~1 · re-running a saved report free.

Usage report

The Usage report tab shows where your credits are going — broken down by employee, agent, or routine, over the time range you pick. Click a row to see the breakdown by effort tier, or export the report as a CSV.

Card & history

The Card & history tab holds:

  • Payment method — the card on file used for credit purchases.
  • Auto-reload — automatically buy a credit pack whenever your balance drops below a floor you choose. This keeps VMXpert from ever stopping mid-month because the balance ran dry.
  • History — the full ledger: every purchase, grant, refund, and the balance after each.

You can also buy credits directly from the VMXpert widget when the balance runs low.

Budgets

The Budgets tab is how you keep spending predictable. You can set a monthly credit cap on:

  • Each employee — how many credits that person can use per calendar month.
  • Each agent — the same, for automated agents. The catch-all agent's budget also covers your scheduled routines.

A progress bar next to each name shows this month's spend against the cap. Leave the cap blank for no limit.

What happens when someone hits their cap

For employees, you choose the behavior with the Degrade / Block setting:

  • Degrade (the default) — VMXpert keeps working, but switches to the faster, much cheaper Quick model. The employee still gets help; it just costs a fraction as much.
  • Block — VMXpert stops for that employee until the month rolls over.

Budget alerts

When an employee or agent reaches 90% of their monthly budget, administrators get an email alert — once per month per threshold, so you're warned without being nagged.

Built-in guardrails

Independent of budgets, VMXpert has abuse guards that apply to everyone: a limit on turns per conversation and per employee per day. These exist so a runaway conversation can't rack up costs, and they're separate from the budgets you set.

Tip

Want help picking sensible budgets for your team? Reach out to us anytime!