Manage AI Token Budgeting and Rate Limits

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Manage AI Token Budgeting and Rate Limits within SmartERP.

Controlling LLM API expenditures, setting departmental token quotas, monitoring cost per provider, and failover routing.

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2. Prerequisites & Security Access Groups#

• Required Modules: ashewa_ai_workforce, ashewa_ai_bridge, smarterp_ai_agents
• Security Groups:
  • AI Workforce Operator (Technical ID: ashewa_ai.group_ai_operator)
  • AI Systems Administrator (Technical ID: ashewa_ai.group_ai_admin)
  • Governance Officer (Technical ID: ashewa_ai.group_ai_governance)
• Master Data Dependencies: Autonomous AI agent profiles, n8n orchestrator webhooks, LLM model parameters, prompt governance rules, and human-in-the-loop approval queues.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the AI Workforce app icon.
4. From the top navigation bar, open AI Workforce → Copilots → Active Agents / Interaction History / Governance Queue.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Agent Name & Persona (Mandatory): Specialized AI role (Financial Auditor Copilot, SCM Copilot, etc.)
   • Target Operational Addon (Mandatory): Integrated SmartERP module (Accounting, HR, Inventory, Sales)
   • Autonomy Level (Mandatory): Level 1 Assistive, Level 2 Supervised, Level 3 Autonomous
   • Governance Gate (Mandatory): Action risk classification triggering mandatory human confirmation
3. Configure optional operational parameters and localized tags as required:
   • Context Truncation Limit (Optional): Maximum LLM token window before historical pruning
   • Fallback Model Route (Optional): Secondary LLM provider if primary endpoint is unresponsive
   • Webhook Authentication Token (Optional): Secure shared secret for n8n workflow callback
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Prompt Ingestion → Reasoning Chain → Action Proposal → Human Gate Approved → Executed).
• Ledger & System Impact: Financial and inventory transactions executed by autonomous agents generate strict audit log entries tagging the AI Agent ID and human approver credentials.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:ai-token-budgeting-and-rate-limits-transaction-processing-state}

Managing AI Operating Expenditures#

Operating multi-agent LLM systems requires strict cost governance to ensure API expenditures remain predictable and aligned with corporate budgets.

Departmental Token Quotas#

SmartERP enforces token allocation budgets per department:

• Finance & Accounting: 5,000,000 Tokens / Month.
• Sales & Marketing: 4,000,000 Tokens / Month.
• Customer Support: 6,000,000 Tokens / Month.

Intelligent Failover Routing#

The AI Gateway automatically routes prompts across providers based on task complexity:

• Complex Reasoning & Legal Analysis: Routed to high-tier models (Anthropic Claude 3.5 Sonnet / OpenAI GPT-4o).
• Routine Data Extraction & Classification: Routed to high-speed, low-cost models (Claude 3.5 Haiku / GPT-4o-mini).
• Local Sovereignty Tasks: Routed to self-hosted local open-source models (Mistral / Llama 3) running on on-premise servers.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • AI Bridge: Heartbeat check for n8n orchestrator nodes (ashewa_ai.ir_cron_heartbeat): Runs every 10 minutes to verify gateway connectivity
  • AI Governance: Auto-archive cleared approval queue tickets (ashewa_ai.ir_cron_archive_audit): Runs daily at midnight to maintain governance ledger performance
• Custom Print Templates & Reports:
  • AI Agent Operational Execution Audit Trail
  • LLM Token Consumption & Cost Allocation Schedule
  • Human-in-the-Loop Decision & Override Ledger
  • Agent Workflow Error & Latency Analysis
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#