AI tools like Microsoft Copilot can save your team a ton of time — but if you’re not watching usage, your budget can get away from you fast. Luckily, Microsoft now offers better billing controls and clearer usage dashboards. Most importantly, Copilot Capacity Packs — the new version of the old AI Builder credits — let you prepay for AI usage in a predictable, budget-friendly way.
Here’s how to keep things simple and affordable.
1. Start with a quick AI usage audit
Build a one-page snapshot:
- Who is using Copilot or other paid AI tools?
- What tasks burn the most usage (long content, batch work, image/video generation)?
- How you're paying today — licenses, pay-as-you-go, or a mix.
- This becomes your “control panel” for managing usage and cost.
2. Switch to prepaid Capacity Packs (formerly AI Builder credits)
Copilot Capacity Packs replace AI Builder credits and work the same way: you buy a fixed block of AI processing upfront. This helps nonprofits and small businesses:
- Avoid surprise pay-as-you-go charges
- Keep monthly budgets predictable
- Run safe pilots without financial risk
If other vendors offer prepaid bundles or caps, use those too — they’re your best friend when you’re testing AI.
3. Add simple approval gates
- Give most staff default, limited usage.
- Set an approval step for high-cost tasks like long video generation or large scoring jobs.
- Pin a short list of approved Copilot agents or templates so people don’t create expensive custom ones by accident.
4. Monitor weekly, report monthly
Use your Microsoft tenant dashboards to check:
- Messages/tokens used
- Top users
- Projected month-end cost
A one-line budget update in your monthly leadership report keeps everyone aligned.
5. Teach cost-aware prompting
Encourage small habits that reduce usage:
- Break big requests into smaller steps
- Use summaries instead of full document rewrites
- Stick to text unless you truly need images or video
- Ask for approval for anything that seems “big” or high-impact
6. Keep lightweight governance notes
AI rules and compliance expectations are changing fast. Keep basic records of your AI policies and decisions so you can adapt quickly if vendor or regulatory requirements shift.
You don’t need a massive AI program to benefit — just a few budget-first habits:
Audit → Prepaid Capacity Packs → Approval gates → Weekly monitoring → Staff training.
Do these, and your AI usage will stay useful, predictable, and aligned with your mission.
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