Monitor AI Usage and Billing

This article will walk you through how to monitor your AI usage and explain how usage is calculated through tokens.

The Usage Tab
How Tokens are Calculated

The Usage Tab

Portal Admins can track AI usage directly within the AI Workflows area. The Usage tab provides visibility into how many AI automations and tokens have been used during the current and previous billing periods, helping you manage usage and avoid overages.

⚙️ Key Features

View AI usage for the current billing period
Compare usage with the previous billing period
Track AI Project Automations and token consumption
See included limits and any overages
Access all usage data in one centralized location

🪜 Step-by-Step Instructions

Navigate to AI Workflows
Click on the “Usage” tab
Review the “Usage in Current Billing Period” section
Review the “Usage in Previous Billing Period” section
Compare usage against your plan limits

🧩 Additional Details

Current Billing Period Includes

Billing period start and end dates
AI Project Automations included in your plan
AI Project Automations used in the current period
AI Project Automations overage
Tokens included in your plan
Tokens used in the current period
Token overage

Previous Billing Period Includes

Billing period start and end dates
AI Project Automations included in your plan
AI Project Automations used in the previous period
AI Project Automations overage
Tokens included in your plan
Tokens used in the previous period
Token overage
Usage data helps you understand trends and manage consumption
Overage values indicate usage beyond your plan limits

✅ Summary

The Usage tab gives Portal Admins clear insight into AI consumption and billing. By monitoring automations and token usage, you can stay within plan limits and make informed decisions about your AI usage.

How SiteCapture AI Tokens are Calculated

Each SiteCapture AI Task uses a set amount of tokens per image. The table below shows a breakdown of AI tokens used by task.

Task Name	Task Tokens
Image Analysis Analyzes images to detect and tag objects and conditions, extract all text in bulk, and generate context-specific descriptions and captions. Required for other tasks in the workflow to execute.	1 token per image
Video Analysis Analyzes videos to transcribe audio to text and summarize key moments and items from the video.	2 tokens per 30 seconds of video
Text Extraction Extracts text from images in a structured form and writes text into specified fields.	2 tokens per image
Image Validation Validates that the image and its contents meet validation rules defined by a prompt or meets the instructions and example photos provided on the field	2 tokens per image
Multi-Field Validation Performs validations across mutilple fields using images and field values	2 tokens per image
Image Quality Validation Assesses an image for technical quality issues such as blurriness, over/under-exposure, or other distortions. Must be used in a workflow that also includes an Image Analysis task. No additional tokens are consumed beyond the Image Analysis task.	0 tokens per image
Image Location Validation Verifies the geotagging and metadata of an image to confirm it was taken at the expected site or location.	0 tokens per image
Image Timestamp Validation Verifies the timestamp of an image to confirm it was taken within the expected time frame.	0 tokens per image

📌 Image Quality Validation Requires Image Analysis

Any workflow that includes an Image Quality Validation task must also include at least one Image Analysis task (1 token per image). This means workflows that use Image Quality Validation always consume tokens when they run. The workflow editor enforces this requirement:

You cannot add an Image Quality Validation task to a workflow until an Image Analysis task exists in it
You cannot delete the last Image Analysis task from a workflow that still contains an Image Quality Validation task
A workflow configuration that violates this requirement cannot be saved

[SCREENSHOT 7.1] Workflow editor blocking IQV without an Image Analysis task (or the validation message on save). Place after the bullets.

Existing workflows: if you have an older workflow whose only image task is Image Quality Validation, it will no longer run — runs will fail until the workflow is updated. When you open the workflow in the editor, a banner explains that the workflow must be fixed. To fix it, add an Image Analysis task to the workflow.

[SCREENSHOT 7.2] The editor banner shown on a legacy workflow containing a standalone Image Quality Validation task. Place after the Existing workflows paragraph.

Example SiteCapture AI Project Analysis Calculation

For example, here is the calculation for a workflow run on a project with 150 images.

Standard Image Analysis on all 150 images	150 tokens
Image Validation tasks on 40 images	80 tokens
Text Extraction on 20 images	40 tokens
Video Analysis on 4 60 sec videos	16 tokens
Location Validation on all 150 images	0 tokens
Image Quality Validation on all 150 images	0 tokens
Total	286 tokens

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