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AI Credits

Track AI Cost per Department: See Which Teams Use AI, and What They Get for It

For CFOs and admins who need to tell each department head what their team's AI use costs, and keep each team inside its share.

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A CFO dividing tokens into four coloured bowls

To track AI cost per department, you need usage recorded against something you can group: a person, an app, an agent. A single provider invoice for the whole company tells you none of that.

Without it, AI spend becomes a shared overhead. Heavy users are subsidised, careful teams are penalised, and the budget conversation turns into guesswork.

This page covers what that costs, an illustrative example, and how Apragya's AI Credits reports support a department view.

What unallocated AI spend costs

Shared overhead

Nobody owns the bill, so nobody manages it.

Unfair split

Light users pay for heavy ones.

No return view

Spend cannot be set against a team's results.

Late surprises

The pool runs low before anyone notices.

AI cost allocation: how Apragya records usage

Apragya records every AI call with the user, the app, the model and the company, and reports agent, workflow and automation runs separately. There is no department field on usage, so a department view is built by grouping its people, apps or agents.

Provider invoices against Apragya usage reports

FeatureProvider invoiceApragya AI Credits reports
Per user✗ NoTop users and per-user allocations
Per app✗ NoBreakdown by app
Per agent✗ NoUsage by agent and workflow
Per company✗ NoStamped on every call
Early warningSpend capAlerts on plan share and unusual burn

Checked against public information on 16 September 2026.

An example: a Noida electronics assembler

Take an illustrative 70-person company where sales, purchase and HR all use AI. The CFO wanted to show each head their team's share each month and keep HR's new resume screening within a set amount.

How the monthly department view was built

  1. Users grouped

    Each user listed under a department.

  2. Usage by user

    Credits per user for the month.

  3. Usage by agent

    Resume screening counted to HR.

  4. Department totals

    Summed per department.

  5. Allocations set

    Each person's share capped for next month.

Grouping people and agents by department gave each head a clear number.

The first report showed purchase using the most, mostly on reading supplier bills, which the head could justify. HR's screening agent stayed within its share because each recruiter's allocation was capped.

Four bowls of tokens, the fullest beside a stack of bills
Purchase used the most, and the supplier bills beside its bowl explain why.

How to see AI spend by team

Step 1 of 5

Group people

Keep a list of users per department; teams can also be set up.

  1. Group people: Keep a list of users per department; teams can also be set up.
  2. Read usage: Use the breakdown by user, app, model and agent.
  3. One agent per purpose: Separate agents per department keep agent usage easy to assign.
  4. Allocate: Give each person an allocation per app; no allocation means no usage.
  5. Alert: Set alerts on plan share and unusual daily burn.

What sets Apragya apart for AI chargeback

One unit

Every AI feature is measured in AI Credits.

Per company

Groups can see usage by company, where a company is a unit.

Deny by default

Users without an allocation cannot spend.

Trends and forecast

Daily usage and a forecast for the period.

Alerts where you work

Email, Slack, Teams or webhook delivery.

Your own keys

Calls on your own keys are labelled by source.

Start with how AI Credits are metered, and see which agents drive usage, such as resume screening or budget overrun alerts.

Getting started

  1. List each department's users.
  2. Pull the per-user and per-agent usage for last month.
  3. Sum it by department and share it with each head.
  4. Agree each department's share for next month.
  5. Set allocations and an alert to match.

Showing the number is usually enough to change habits; caps are for the few teams that need them.

What it costs to start

Free
Up to 3 users
CRM, HR and Vendor Onboarding
INR 3,999
Starter, a month
Up to 10 users, CRM and HR plus a choice of apps
INR 7,999
Pro, a month
Up to 25 users and every enterprise app

AI cost by department questions

Is there a department field on usage?
No. Usage is recorded by user, app, model, agent and company, and a department view groups those.
Can we cap a department?
Indirectly. Allocations are set per user and app, so capping each member caps the department.
Can separate companies be separate cost centres?
Yes. Usage is stamped with the active company, so each company's share can be read.
Are agent runs included?
Yes. Agent, workflow and automation usage is reported alongside user usage.
Can we export the numbers for our books?
Use the usage breakdowns for the period and total them by department in your cost sheet or journal. Keep the grouping list with the report so the split can be checked later.
What does it cost to start?
The free plan covers up to 3 users with CRM, HR and Vendor Onboarding and 1,000 AI Credits a month. Starter is INR 3,999 a month for up to 10 users, with CRM and HR plus a choice of apps such as Sales and POS, Inventory, Payroll, Purchase and Payables, Support and Manufacturing. Pro is INR 7,999 a month for up to 25 users with every enterprise app, including Finance and Accounting, plus 5,000 AI Credits, single sign-on and audit logs.

Give each department head their number

Group users and agents by department and share last month's AI Credits.

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