Kai credit

Kai, workflows, and document processing (text recognition) are billed in Kai Credits: 1 Kai Credit = €0.02. The credits for your platform are in the company balance.

You can find it under Administration → System → Subscriptions & Contracts in the Balance tab. There you can see the balance, top it up, and check when credits expire. What has been consumed is shown in the Consumption and Bookings tabs.

In which order credits are used#

1. Personal Kai quota: Each person has the quota of their Kai plan (Free, Go, Plus, Pro, or Max). It applies per calendar week.

2. Company balance: If the personal quota is exhausted, it continues with purchased credits and the starting balance, provided the person is allowed to use the company balance.

Starting balance#

When setting up the company balance, your platform receives a one-time starting balance. It expires, like purchased credits, 12 months after the credit date.

Who is allowed to use the company balance#

Under Company balance, you define who can use purchased credits and the starting balance:

• Everyone

  All Kai users can use the company balance.

• Selected

  Employees whose role has the permission "Use company credits pool." System administrators have this by default.

• No one

  Then no one uses the company balance.

You can enable or exclude individual people in the Assignment tab.

When your personal quota is exhausted#

If your personal quota is 100% used up and you are allowed to use the company balance (via your role, an enablement in the Assignment tab, or because the company balance is enabled for everyone), Kai continues working without interruption. The display shows this as follows:

Where you can find the notice:

• Kai settings, "AI Budget" section

  Below the blue bar, it says: "Your personal budget is exhausted. Kai continues to run via your organization's company balance." If you hover over the display with your mouse, the tooltip also states when your new budget begins.

• Administration → System → Subscriptions & Contracts, "Assignment" tab

  In the Employees and Plans table, the Budget column shows for affected individuals: "Personal budget exhausted – running via company balance." This way, you can see at a glance who is currently consuming credits from the company balance.

What changes from November 1, 2026#

• Quota per month

  The personal Kai quota applies per calendar month instead of per calendar week.

• Inclusive credits of the month

  Your platform receives 10 Kai Credits per booked license every month. They apply collectively for document processing (1 page = 1 credit), Kai, and workflows, and expire at the end of the month.

• New order

  First the personal quota, then the inclusive credits, then purchased credits and starting balance.

• Who uses the inclusive credits

  Every person who is not individually excluded in the Assignment tab, even if the rest of the company balance is not enabled for them.

• Translations

  Translations will then also consume credits.

Three ways to top up#

One-time top-up#

1. Under Top up balance, enter the amount in euros.

2. If needed, enter your order number or reference under Order number/Reference, for example. This information appears on the invoice.

3. Click Top up (paid). The credits are available immediately, and the amount is invoiced.

Automatic top-up#

Under Automatic top-up, you define:

• Top up when balance is below

  At this level, a top-up will be triggered.

• Top up by

  This amount is added per top-up.

• Maximum automatic top-up per month

  The upper limit to keep costs predictable.

Each automatic top-up is paid and billed individually. You can change or deactivate the setting at any time.

Regular top-up (quota in subscription)#

A fixed quota of Kai Credits per month becomes part of your subscription. The credits are added to the company balance on the first of each month.

• Price

  €0.02 per credit, same for any term.

• Billing

  With your subscription and in advance: For an annual subscription, you pay 12 months at once; for a quarterly subscription, 3 months.

• Commitment

  The quota runs like your subscription and is booked until the end of the current subscription period. You explicitly confirm this when ordering.

• Increase

  Applies immediately. For the rest of the month, you receive the additional credits on a pro-rata basis and pay pro-rata.

• Reduce or cancel

  Applies at the end of the term, with the cancellation period of your subscription (annually 3 months, quarterly 3 weeks, monthly 1 week). If the period has already passed, the change applies at the end of the following term; you will see the exact date before confirming. Until then, the previous quota remains, and nothing is refunded. As long as the change has not yet been passed to billing, you can withdraw the reservation.

How to book: Under Regular top-up, click Change quota, enter the Kai Credits per month, check the price, billing, term, and expiry in the dialog, confirm the commitment, and click Order (paid) (or Reserve change if you are reducing).

• The quota is only available with an active subscription. Until then, you can top up once or automatically.

• If you have been topping up a fixed amount every month as a single order, this will continue. Increasing or setting up a new monthly top-up is only possible as a quota in the subscription. Booking the quota ends the old top-up.

Expiry of Kai Credits#

• Oldest first

  The oldest credits are always used first. So, anyone who uses their balance regularly loses nothing.

• Prior notice

  30 days before expiry, everyone with the right "Manage system settings" receives a notification. The Balance tab also shows how many credits will expire on which day.

• Visible in history

  Expired credits appear in the bookings as "Expired".

• Old balance

  Balance from before this rule does not expire.