How to Configure Greg AI Access and Manage AI Usage & Billing

 Overview

The AI Usage & Billing section gives Company Settings users a centralized view of Greg AI adoption and costs.
Use this page to:

• Track included monthly AI actions
• Enable or disable On-Demand Usage
• Manage Team Spend Limits
• Review member-level usage and activity history
• Monitor invoice and billing status

✅ Step 1: Confirm prerequisites

Before configuring billing and usage:

1. Confirm Greg AI is enabled for your account by Followup CRM.
2. Confirm you have access to Company Settings.

⚠️ Important: Users without Company Settings access cannot open AI Usage & Billing.

👤 Step 2: Open AI Usage & Billing

1. Click your profile menu in the top-right corner.
2. Select Company Settings.
   
3. In the left-side menu, select AI Usage & Billing.

🔐 Step 3: Configure Greg AI access for individual users

1. Go to Company Settings > People.
2. Select a user.
   
3. In Permissions, find the Voice AI section.
4. Turn Voice AI access On or Off.

📝 Note: If Voice AI is off for a user, the Greg AI icon will not appear for that user.

🧩 Step 4: Configure Greg AI access through permission sets

1. Open your permission sets area in Company Settings.
2. Edit the desired permission set.
3. Enable or disable Voice AI access for that set.
4. Assign users to the updated permission set as needed.

📝 Note: Admins have Voice AI access by default.

📊 Step 5: Review Included AI Actions

At the top of AI Usage & Billing, review:

• Included actions per user per month
• Included action reset date
• Active AI users count

📝 Definition: An active AI user is someone who has used AI at least once.

💳 Step 6: Add or update payment method

In the Payment section:

1. Click Add Card or Update Card.
   
2. Complete the secure Chargebee payment flow.
3. Return to Followup CRM and confirm the card appears in Payment.

⚠️ Important: A valid payment method is required to enable On-Demand Usage.

⚙️ Step 7: Enable On-Demand Usage and set Team Spend Limit

In the On-Demand Usage section:

1. Turn On-Demand Usage on or off.
   
2. Click the pencil icon next to Team Spend Limit.
   
3. Enter the monthly dollar limit and save.
   

📝 How it works: Team Spend Limit is shared across the account.
If one user uses $10 and another uses $20, total on-demand usage is $30.

⚠️ Important: If payment is expired or declined, On-Demand Usage is blocked until billing is current.

👥 Step 8: Review member-level usage

In the Members section, review each active user:

• Member name
• Email
• Remaining Monthly Actions
• On-Demand Usage

Use this table to monitor who is consuming included actions and on-demand spend.

🔎 Step 9: Search detailed usage history

In Usage Details, review AI activity records:

• Date and time
• User
• Type
• Action
• Cost

Use search to filter by date, user, type, action, or cost.

📝 Note: Usage may appear as Included or On-Demand based on included-limit availability.

🧾 Step 10: Review invoices and billing tools

In Invoice & Billing Tools, review:

• Unbilled usage
• Open invoices
• Invoice dates and descriptions
• Invoice totals and statuses
• Downloadable invoice PDFs (when available)

At billing cycle close, on-demand usage is processed through Chargebee and usage resets for the next cycle.

After completing these steps, you will be able to control Greg AI access, manage payment and on-demand billing settings, monitor team usage, and review invoice activity from one centralized page.

Best Practices

✅ Keep a valid payment method on file before enabling On-Demand Usage.
✅ Set a Team Spend Limit that matches your monthly budget controls.
✅ Review Members and Usage Details regularly to identify high-usage trends early.
✅ Confirm permissions whenever a user reports missing Greg AI access.
✅ Check invoice status each billing cycle to avoid on-demand interruptions.

 Happy Selling!