Firm-admin guide¶

For firm owners and admins: create and run your firm — members and seats, billing, projects and access, and connected devices. Most of this lives in the web app at app.vitruai.com.

Roles¶

A firm has three roles:

Role	Who	Can
Owner	The founder who created the firm	Everything an admin can, plus they're the permanent owner of the firm.
Admin	Trusted operators	Invite and manage members, create and manage projects, manage billing, and manage connected devices.
Member	Everyone else	Use the projects they've been given access to, and manage their own connected devices.

Separately, access to each project is granted per member as viewer, contributor, or maintainer (see Projects & access).

Create your firm¶

The founder creates the firm:

Sign up at app.vitruai.com.
Create your firm — give it a name (and optionally a short identifier and description).
VitruAI provisions the firm's workspace and its coordinating agents. When it finishes, you're the firm owner and can invite your team.

Getting your firm set up

After creating the firm, VitruAI guides you through the first steps — completing your profile, inviting teammates, and setting up your first project and rules with help from the built-in setup assistant. Follow the prompts in the app.

Members & seats¶

Invite teammates¶

As an owner or admin, invite members from the Team area:

Email invite — send an invite to a specific address. The recipient gets a link to accept and join the firm.
Shareable link — a multi-use invite link you can distribute; set how long it stays valid.

When you create an invite you choose the role the person will get (admin or member — never owner). You can list, resend, and revoke pending invites.

To accept, the invitee opens the invite link and joins. If they already belong to another firm, they get a separate account for yours (you can belong to more than one firm).

Manage members¶

From Team, owners and admins can change a member's role or remove them from the firm.

Seats¶

Each active member is one seat. Seats are billed per month at the seat price shown on your Billing page (the default is $60/seat/month). Adding or removing members adjusts your seat count; billing reconciles automatically.

Billing¶

Open Billing (/billing) in the app. Any member can view the firm's status; owners and admins can top up, subscribe, and manage the subscription.

What the Billing page shows¶

Balance — the headline figure: how much you can actually still spend. It is the lower of the firm pool and your own per-cycle cap, so it never promises more than a check can draw. Firms on their own LLM key at a fixed fee show Unlimited instead of an amount.
Plan & subscription — your plan (Free, Self-Serve, or Enterprise), subscription status, and renewal date. A past-due subscription shows a warning with a link to fix payment.
Seats — your active seat count and the per-seat price.
Provisioned pool — your firm's shared prepaid balance, broken into purchased credits plus any credits included with your plan this cycle. This is what a top-up adds to; Balance above is what you can spend.
Your spending cap this cycle — your per-member ceiling, if your plan sets one.
Top-up (owner/admin) — add credit to the pool.
Spend summary (owner/admin) — usage over the last 30 days, broken down by model and by member.

Balance is role-scoped. Owners and admins see the firm-wide figure. Members see their own remaining allowance — the firm's pool balance is never shown to them. The same figure appears in the account menu (bottom-left) under Balance, so you don't have to open the Billing page to check it.

How credits work¶

VitruAI meters AI verification against a shared credit pool.

Unit: credits, where 1,000,000 credits = $1.00.
Pool: your firm's prepaid balance. Top-ups and any plan-included credits go into it; checks draw it down.
Per-member cap (optional): some plans cap how much a single member can spend per billing cycle, so one person can't drain the pool. The cap resets each cycle; an admin can raise it.

When the pool is exhausted, or a member hits their cap, checks are blocked and the member sees a message in chat with a link to Billing:

"Your firm's credit pool can't cover this message — an owner or admin needs to top it up. If you've also reached your own cycle limit, that must reset or be raised as well."

or, if it's a per-member cap:

"You've used your usage allowance for this billing cycle. It resets next cycle — or an admin can raise your limit."

See Troubleshooting → out of credits.

Cost and balance per message¶

Each assistant reply carries a small footer line showing what that turn cost and your balance after it — for example −$0.32 · $12.40. It lets you watch spend accumulate without leaving the chat, and it is display-only: reading it never changes what you are charged.

The cost is the true metered cost of that turn. Conversation overhead (chat titles, context summarization) is billed to the firm but deliberately left out of the per-message figure, so the balance can fall by slightly more than the visible costs add up to.
The balance follows the same role scoping as the Billing page: admins see the firm figure, members see their own remaining allowance.
Firms on their own LLM key at a fixed fee are not metered per message, so the cost is shown as an estimate (~) rather than a deduction, and no balance is shown.
Sub-cent amounts show as <$0.01 rather than rounding to $0.00.

Turn it off (or back on) under Settings → Chat → Show Cost & Balance per Message. It is on by default and the setting is per-browser.

Plans¶

Plan	For
Free	Getting started — a small starter credit pool and a modest per-member cap.
Self-Serve	Paying firms — per-seat subscription with included credits each cycle, top up as needed.
Enterprise	Custom terms — talk to us.

The exact starter amounts, included credits, and caps are configured for your firm and shown on the Billing page. For public plan details and current pricing, see the VitruAI pricing page.

Changing plan or seats mid-cycle. Adding seats or moving to a higher plan is prorated, and the extra included credits land in your pool as soon as that prorated charge is paid — you don't wait for the next renewal. Removing seats or moving to a lower plan takes effect at your next renewal: credits already granted for the current cycle stay yours.

Top up the pool¶

As an owner or admin: on Billing, enter an amount (minimum $1.00) and check out. Payment is handled by Stripe; when it completes, the credit is added to your pool automatically.

Manage payment, invoices, and the subscription¶

Open the Stripe customer portal from Billing to update your payment method, download invoices, and cancel or reactivate your subscription.

Projects & access¶

Verification reports are organized by project, and access is granted per project.

Create a project (owner/admin) — from the Projects area, give it a name (and optionally an identifier and description). The creator gets maintainer on it.
Grant access (owner/admin) — add a member to a project as:
- Viewer — open and read the project (read-only).
- Contributor — read and write (notes, reports, proposals).
- Maintainer — full access, including authoring rules and managing the project.
Change or revoke access (owner/admin) — update a member's project role or remove them from the project.

A member only sees the projects they've been granted access to. Owners and admins can see the full project registry.

Why projects matter for reports

Saved, exportable reports are written per project. Run checks inside a project so the results are captured durably and visible to the right people. See Concepts → Reports.

Connected devices¶

The Revit add-in connects to your firm account as a device (connector type revit). Each device gets its own token, and commands route to the specific Revit session behind it — so a member can have multiple machines (or open models) connected at the same time without them colliding.

Pair a device — when you sign in to the add-in, it registers the machine as a device for your account. The pairing token is shown once at creation and never again — it's stored only as a hash.
Target a session — when more than one device/session is live, the member picks which Revit instance a check targets from a session picker. With one connected, it's selected automatically.
See your devices — every member can view their own connected devices, with a label and a last-seen time.
See all firm devices — owners and admins can view every device in the firm.
Revoke a device — a member can revoke their own devices; an owner or admin can revoke any device in the firm. Revoking immediately stops that device from connecting.

Multiple machines are fine

Earlier versions limited you to one machine per account. That's no longer the case — connect as many as you need and choose the target session per check. See Working with more than one Revit session.