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docs: use approximate spend and add Everyone group tip for AI Gateway cost controls (#28012)

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## Summary

Updates the AI Governance Cost Control docs in two ways:

- **Terminology:** aligns the docs with the UI, which now labels spend
as **approximate** rather than **estimated**. Renames the `Estimated
spend` term, the "How spend is calculated" section (and its anchor and
references), and updates the surrounding prose.
- **Everyone group tip:** adds a note that, because the organization's
`Everyone` group includes every member, its **Members** tab is a quick
way for an admin to look up any user's effective group. This complements
the existing Get user AI spend API endpoint, since there is no dedicated
cost control page today.

Related: https://github.com/coder/coder/pull/27977

---

_This PR was created by Coder Agents on behalf of @ssncferreira._

---------

Co-authored-by: Nick Vigilante <nickvigilante@users.noreply.github.com>
This commit is contained in:
Susana Ferreira
2026-08-13 16:20:17 +00:00
committed by GitHub
co-authored by Nick Vigilante
parent 49cbd7dde3
commit 3426f83a27
1 changed files with 18 additions and 18 deletions
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docs/ai-coder/ai-gateway/cost-controls.md
+18 -18
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@@ -17,20 +17,19 @@ AI Governance Cost Control requires:
- AI Gateway [enabled and configured](./setup.md) with at least one provider.
> [!NOTE]
> AI Governance Cost Control reports estimated spend rather than billed cost.
> Estimates will not match your provider invoices exactly. For details, see
> [How spend is estimated](#how-spend-is-estimated).
> AI Governance Cost Control reports approximate spend rather than billed cost.
> These figures will not match your provider invoices exactly. For details, visit [How spend is calculated](#how-spend-is-calculated).
These terms appear throughout this page and in the Coder dashboard:
| Term | What it means | Where it is set |
|---------------------|---------------------------------------------------------------------------------------|----------------------------------------|
| **Budget period** | The window spend accumulates in before it resets. Defaults to the UTC calendar month. | Deployment settings |
| **Budget policy** | The rule that selects a user's effective group. Defaults to the highest budget. | Deployment settings |
| **Group budget** | A spend limit granted to each member of a group. | **Groups** > {group} > **Settings** |
| **User override** | A spend limit for one user that supersedes their group budget. | **Groups** > {group} > **Members** tab |
| **Effective group** | The group that supplies a user's budget and has their spend associated with it. | Resolved automatically |
| **Estimated spend** | A user's approximate spend in the current budget period. | Estimated from usage |
| Term | What it means | Where it is set |
|-----------------------|---------------------------------------------------------------------------------------|----------------------------------------|
| **Budget period** | The window spend accumulates in before it resets. Defaults to the UTC calendar month. | Deployment settings |
| **Budget policy** | The rule that selects a user's effective group. Defaults to the highest budget. | Deployment settings |
| **Group budget** | A spend limit granted to each member of a group. | **Groups** > {group} > **Settings** |
| **User override** | A spend limit for one user that supersedes their group budget. | **Groups** > {group} > **Members** tab |
| **Effective group** | The group that supplies a user's budget and has their spend associated with it. | Resolved automatically |
| **Approximate spend** | A user's approximate spend in the current budget period. | Calculated from usage |
## Deployment settings
@@ -181,7 +180,7 @@ affected user:
For delivery methods, see
[Notifications](../../admin/monitoring/notifications/index.md).
## How spend is estimated
## How spend is calculated
Coder multiplies the token usage of each request by the published price of the
model that served it. Prices come from a curated [models.dev](https://models.dev)
@@ -200,10 +199,9 @@ https://github.com/coder/coder/blob/release/<VERSION>/coderd/aibridge/prices/dat
Replace `<VERSION>` with your Coder minor version, for example `2.36`.
> [!IMPORTANT]
> Estimated spend can differ from provider-reported amounts, and some usage might
> not count toward spend:
> Approximate spend can differ from provider-reported amounts, and some usage might not count toward spend:
>
> - Estimates exclude negotiated discounts, committed-use pricing, and
> - Approximate spend excludes negotiated discounts, committed-use pricing, and
> provider-specific billing rules.
> - Requests to models that are missing from the price table record token usage
> but add nothing to a user's spend. A user who only calls unpriced models is
@@ -275,7 +273,9 @@ Visibility follows the viewer's role:
group budget. If the effective group is another group in the same organization,
the row shows `Budget managed by another group`. If the effective group is in a
different organization, the row shows a dash and explains that the group is not
visible there.
visible there. Because the organization's `Everyone` group includes every
member, its **Members** tab is a quick way to look up any user's effective
group.
- The avatar menu reports the signed-in user's own spend for the budget period
as `$<spend> / $<budget> USD`, or `$<spend> / Unlimited USD` when no budget
applies.
@@ -286,7 +286,7 @@ endpoint to see a user's current effective group.
### CSV Export
Users who can read group-member data for the organization can export estimated
Users who can read group-member data for the organization can export approximate
spend for reporting and internal cost allocation. The export is available through
the API only.
@@ -333,7 +333,7 @@ Expect the following differences:
Control applied the lowest.
- Budgets cover priced AI Gateway traffic. Chat, IDE extensions, and CLI agents
draw on the same budget when their provider and model are priced. See
[How spend is estimated](#how-spend-is-estimated).
[How spend is calculated](#how-spend-is-calculated).
- Recorded spend does not carry over. Every user starts the first period at
$0 USD.
- Coder Agents users who exceed their budget see a usage limit error in chat.