How much does AI cost in Task Manager?
In Task Manager, the cost of AI is separate from the price of the program. You buy the licence once - a single payment, with a VAT invoice; excl. VAT amounts are listed in the pricing. You pay for model queries directly to your chosen provider, at their rates, and Task Manager adds no mark-up on top.
To use the assistant, you need an account and an API key from a supported provider. Enter your own API key for OpenAI, Gemini, Claude or Grok. A higher maximum response length allows for longer answers, but increases costs.
In the AI settings, you choose a provider and model. After entering a key, you can refresh the list of models fetched from the provider. In the program you can check today's usage of the daily AI request limit from Automations. The program only updates the knowledge base (Pro plan), along with the notes and files index, when AI is configured.
What queries are actually used for
A request to the model is made during a conversation with the assistant. In the Pro plan, one is also made when the knowledge base is updated, which summarises tasks and chats. By default this happens once a day in the background. The administrator can switch automatic updating to "No" and run it manually with the "Update AI knowledge base" button. The button works even when automatic updating is enabled.
Automations also query the model when they use the “AI evaluates” condition or the “write with AI” action. They do this for every matching event. Automations have their own daily query limit - 200 per day by default. Today's usage is shown next to the field. When the limit is reached, recipes using AI are skipped until the end of the day, and this is recorded in the history. The counter resets at midnight.
Summarising attachments works in Manual mode by default. A summary is only created after choosing Create summary, not after every file you add. Indexing of notes and files in the Pro plan works differently. They go into the knowledge base in their original content, split into fragments. The model doesn't summarise them. With OpenAI and Gemini, when semantic search is enabled, the fragments go to the provider, which computes vectors from them for meaning-based search, while with Claude and Grok the Assistant searches them by keywords. Indexing runs together with the knowledge base update, so it only works with AI configured.
You can also set the maximum response length to between 1024 and 16384 tokens. The default is 4096. A higher limit allows for longer answers, which may increase the cost charged by your provider.
What do you gain?
You don't have to go through company documents one by one to find a limit or an arrangement recorded in them. In the Pro plan, the Assistant can find the answer in notes and files, which you can open yourself, even if you don't point to them as a source for the conversation.
You can decide how many AI queries Automations generate each day. The default limit is 200; once it's reached, recipes using AI are skipped until midnight, and this is recorded in the history. That way, you know why an automation didn't run instead of looking for the cause among other events.
Busy and quiet periods at an accounting firm
In an accounting office, workload changes throughout the year. During peak periods, the team may ask the assistant more often about arrangements with a client and search for information in company documents. A conversation with the assistant queries the model. The model doesn't summarise notes and files - with OpenAI and Gemini, the provider only calculates vectors for their fragments.
If Automations generate too many queries during a busy period, you can lower their daily limit from the default of 200. Entering 0 disables the limit completely - so it won't limit costs. Bear this in mind before changing the setting.
Frequently asked questions
What do I need to use AI in Task Manager?
To use the AI Assistant, you need an account and an API key from one of the supported providers: OpenAI, Gemini, Claude or Grok. Choose your provider and model in the AI settings.
How can I limit AI costs on the app side?
You can set a daily limit of requests from automations, which defaults to 200 per day. You can also reduce the maximum response length within the 1024-16384 token range and, in the Pro plan, turn off automatic knowledge base updates. In that case, you update it manually instead of once a day.
Does indexing company documents cost anything?
With Anthropic Claude and xAI Grok, no: the original content of notes and files goes into the knowledge base in split fragments, without summarising, and indexing itself sends nothing to the provider. With OpenAI and Gemini, when semantic search is enabled, the provider computes vectors from these fragments for meaning-based search - these are billed as separate requests, and the administrator can turn off semantic search in the AI settings. Indexing works in the Pro plan and only with AI configured.
Can I search documents with AI turned off?
Yes, but without the knowledge base. In the Notes window, the Find button searches note titles and content, and in Files you can search for a file by part of its name in the current folder. The knowledge base (Pro plan), which lets the Assistant search for answers by meaning too, only works once AI is configured.