For Organisation Administrators with authority for this task. Check the selected organisation before making a change.
What you will achieve
Set an authorised automatic-purchase policy, understand its shared spending cap and disable future automatic purchases when they are no longer wanted.
Before you start
Agree who may commit the organisation to recurring card charges, the permitted monthly spend and who will review purchase history. Check the selected organisation, its saved payment method and your permission to manage purchasing automation.
This guide describes the controls in Backstory, not financial advice. Use the exact preview and your organisation's approval process.
Configure the policy
- Open Settings > Organisation > AI and find the automatic AI-credit purchase form.
- Enable Buy monthly only if a monthly purchase is wanted. Enter the approved Monthly net amount (£). The form describes the monthly cycle using Europe/London calendar months.
- Enable Buy when balance is low only if a balance-triggered purchase is wanted. Set Balance threshold and Purchase net amount (£).
- Review the threshold explanation: it triggers below the threshold and rearms after recovery. Do not assume a continuous stream of purchases while the balance remains low.
- Set Shared monthly net cap (£) for the enabled purchasing methods. This is a shared cap, not a separate allowance for each option.
- Review the current policy preview, including both methods, their amounts, the cap and the stated credit-expiry terms.
- Complete the offered consent/save action only after the preview matches the approval. If you change an amount, review the regenerated preview before saving.
- Reopen or refresh the form and confirm the saved policy.
The cap limits net purchase value. VAT is shown in the exact purchase quotes, so do not treat the net cap as a VAT-inclusive cash limit.
Disable future automatic purchases
Use Disable automatic purchases when shown and read the confirmation. Confirm only for the intended organisation. Then refresh the policy and verify automation is no longer active.
Disabling the policy is not evidence that a purchase already underway was cancelled or refunded. Check purchase history and any existing operation separately.
Check it worked
The saved policy matches the approved amounts and options. Review the first resulting purchase, its verified payment status and the remaining cap context. Assign someone to monitor exceptions and future demand.
If something goes wrong
| Problem | Next action |
|---|---|
| Preview is unavailable | Do not consent to an unreviewed policy |
| The cap is rejected | Compare it with the enabled purchase amounts |
| A purchase did not occur | Inspect eligibility, payment status, cap and threshold state before changing limits |
| Disable returns an uncertain result | Refresh the existing policy before repeating the action |
Human judgement matters
Automation is delegated financial authority. Do not raise a cap or enable both methods merely to remove an error message.
What next?
For the wider context, see Configure security, data and AI settings. Review credit consumption and purchase history regularly, and revisit the policy when organisational needs change.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message. Never share passwords, session details or confidential evidence in an open support request.