How to record a subscription

Some plans send CloudMonitor nothing. A Claude Team plan is one: Anthropic reports API and Console spend, never a team subscription. A Subscription line tells CloudMonitor what you pay each month for a plan like that, and CloudMonitor spreads it across the days of the month so it counts in your AI spend, your cost groups and your budgets.

Admins only

Only an Admin sees Subscriptions under Settings and can add, change or delete a line.

Claude Enterprise and ChatGPT Enterprise seats are priced differently, from the seat count the vendor reports. See AI Spend for those.

Step 1: Open Subscriptions

Settings ▸ Subscriptions. The page lists every line with its Provider, Service, Seats, Monthly price, Start date, End date and a status of Upcoming, Active or Ended. A line with no end date shows Ongoing.

Step 2: Add a line

Add subscription, then fill in:

Provider: who bills you, for example Anthropic.

Service: the name the cost will carry on every screen, for example Claude Team seats. Use the same spelling each time. Two spellings of one plan show up as two rows.

Seats: the number of seats, a whole number of at least 1. For a flat fee with no seats, enter 1 and put the whole fee in the price.

Monthly price: the price of one seat for one month, in your reporting currency. Enter a plain number such as 30 or 12.5, with no currency symbol and no thousands separator. CloudMonitor never converts currencies, so enter the amount in the currency shown. See how to set your currency and financial year.

Start date: the first day the plan costs money.

End date: optional. Leave it blank while the plan continues.

Note: optional. Anything the next admin should know.

Save.

When the cost appears

Each day from the start date to the end date, both included, costs the seats times the monthly price, divided by the days in that month. Ten seats at 30 in a 31-day month cost 300 ÷ 31 = 9.68 a day.

The cost is written at the next nightly refresh, not when you save. It appears as its own row under the service name you entered, next to any usage cost for the same vendor, and a budget on that provider includes it.

Changing the number of seats

When someone joins or leaves the plan, use Change seats:

1. On the list, open the line’s menu and choose Change seats. The option is there for a line with no end date.
2. Enter the New seats and the day it Starts on. The day starts as today. Pick an earlier day to record a change that has already happened.
3. Change seats.

The line ends the day before the day you chose, and a new line starts on that day with the new seat count, the same price and the same service. September keeps the cost of the old seat count and October carries the new one.

Editing the seats on a line changes every day of that line, including days that have passed. Only the current and previous month are recalculated, so a change dated before last month does not rewrite older months.

Editing and deleting a line

On the list, Edit opens a line, and the line’s menu offers Edit subscription and Delete subscription. Deleting asks you to confirm. Only the current and previous month are recalculated. Earlier months keep the amounts they were written with, so a correction to an old line will not rewrite history.

What the amount means

The amount is calculated from what you entered, so it can differ from what the vendor bills, for example when a seat is added mid-month or tax applies. Keep the line in step with the plan, and check it against the invoice when the invoice arrives.