🔒 Permissions: Workspace Admins can view and adjust Budget settings. Members don't have access to this page. Learn more about roles →
The Budget page is where you set limits on how much your workspace can spend beyond what's included in your plan. You can see current-period usage at a glance and adjust two controls: Extra usage (for messaging Minis and workforce agents) and Extra Memory Storage (the Memory Storage used by your active Minis and their records).
Memory Storage is the room (measured in GB) your workspace has for the records, documents, and attachments tied to your active Minis (the people you're currently providing care for). It grows as your team adds records, and it shrinks when Minis or records are archived.
When to use this
You want to set a hard ceiling on your invoice for the current billing period.
Your team has reached the included usage and can't message Minis or workforce agents.
You're onboarding and adding lots of historical records and need temporary headroom for Memory Storage.
You want to check current-period usage against what's included in your plan.
How it works
Your plan includes a set amount of usage and a set amount of Memory Storage each billing period. The Budget page shows both as a percentage of what's included.
When you approach the included allowance, what happens next depends on your Extra usage and Extra Memory Storage settings. Setting either to $0 stops the workspace at the included allowance. Setting either above $0 allows additional spend up to your chosen cap.
Both Extra usage and Extra Memory Storage apply to the current billing period only, and reset at the start of each new period.
[Screenshot needed: The Budget page in Workspace Admin showing the current-period usage meters at the top and the Extra usage and Extra Memory Storage controls below]
Step 1: Open the Budget page
Go to Workspace Admin → Budget. You'll see your current-period usage at the top, with Extra usage and Extra Memory Storage controls below.
Step 2: Decide on your Extra usage cap
Extra usage controls what happens when your workspace reaches the messaging included in your plan.
Extra usage at $0 (default). Users can't message Minis or workforce agents until the next billing period or until you raise the cap. People can still view records.
Extra usage above $0. Users can keep messaging Minis and workforce agents. Additional usage is billed at your plan's standard rate, up to the cap you've set.
For more on this control, see Managing extra usage.
Step 3: Decide on your Extra Memory Storage cap
Extra Memory Storage controls what happens when your workspace reaches the Memory Storage included in your plan.
Extra Memory Storage at the floor. New uploads and attachments to records pause until the next billing period or until you raise the cap. Messaging Minis and workforce agents isn't affected.
Extra Memory Storage above the floor. Uploads continue. Additional Memory Storage is billed at your plan's standard rate, up to the cap you've set.
Extra Memory Storage has a minimum value (the "floor"). It's the larger of $0 or the amount needed to cover Memory Storage your workspace is already using above the included allowance. You can raise Extra Memory Storage above the floor, but you can't lower it below. To bring the floor down, archive Minis or records to free Memory Storage.
For more on this control, see Managing extra Memory Storage.
Step 4: Save your changes
Enter the dollar amounts you want to allow and save. Changes apply straight away for the current period.
⚠️ Let your team know what to expect: If you keep Extra usage at $0, users won't be able to message Minis or workforce agents the moment the included usage runs out. A quick heads-up to the team avoids any surprises mid-shift.
Tips for setting your budget
Start low and watch the numbers. Keep Extra usage and Extra Memory Storage at the default for the first month or two, then adjust based on what you see.
Review at the end of each period. If you're regularly reaching the included usage or Memory Storage, that's a signal to talk to us about a plan that fits your workspace better.
Treat Extra as a safety net, not a target. Extra caps are the most your workspace can spend, not what we expect you to spend.
Archive to free Memory Storage. Archiving Minis or records moves them out of active Memory Storage and frees space for the people you're currently supporting.
ℹ️ Good to know: Extra usage and Extra Memory Storage are charged only when used. If your workspace stays within its included allowance, the caps have no effect on your invoice. Additional usage and Memory Storage are billed at your plan's standard rate, shown on your Order Form and on your Stripe invoice.
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Need help?
If you're not sure what to set, or your workspace is running into limits more than you'd expect, open the Help Desk from the Minikai app and we'll talk it through.