How many credits do I need
How Credits Work
Every time a file is processed by a workflow, credits are spent. The number of credits depends on which actions are in the workflow.
The cost is calculated as:
Base cost (1 credit) + the sum of any premium action costs = total cost per file
Most actions cost 0 additional credits. Only a small number of premium actions carry an extra charge.
When a batch of files is added to a workflow, the total cost is calculated upfront as the number of files multiplied by the workflow cost. If there are not enough credits to cover the whole batch, the entire batch is rejected. Credits are not partially spent.
Credits do not expire. Once purchased, they remain available until used.
Premium Action Costs
| Action | Credit Cost |
|---|---|
| WillowSign | 3 credits |
| AI Data (Regular mode) | 1 credit |
| AI Data (Pro mode) | 2 credits |
| All other actions | 0 additional credits |
The workflow cost is shown live in the top right corner of the workflow editor as you add and configure actions, so you can always see exactly what each file will cost before saving.
How Credits Are Reserved and Spent
When files enter a workflow, the full cost is reserved from your credit balance immediately. Credits are then actually spent as each action is completed.
This means that if a file is deleted or fails before reaching a premium action, the reserved credits for that action are returned to your balance. For example, in a workflow with Approve, WillowSign, and Upload to OneDrive:
- 4 credits are reserved when the file enters the workflow (1 base + 3 for WillowSign).
- If the file is deleted before the WillowSign step, only 1 credit is spent and the 3 reserved credits are returned.
If a file fails with no retry option, all reserved credits for that file are also returned.
Note that the Credit Audit in Organisation Settings records credits actually spent, not reservations.
Workflow Cost Examples
Basic workflow (Approve + Upload to OneDrive): 1 base + 0 + 0 = 1 credit per file
Signing workflow (Approve + WillowSign + Upload to SharePoint): 1 base + 0 + 3 + 0 = 4 credits per file
AI-powered workflow (AI Data Regular + Approve + Stamp + Upload to OneDrive): 1 base + 1 + 0 + 0 + 0 = 2 credits per file
AI-powered signing workflow (AI Data Regular + Approve + WillowSign + Upload to SharePoint): 1 base + 1 + 0 + 3 + 0 = 5 credits per file
AI Pro workflow (AI Data Pro + Approve + Upload to Google Drive): 1 base + 2 + 0 + 0 = 3 credits per file
Estimating Monthly Usage
The table below shows estimated monthly credit usage for a small organisation processing 100 files per month through different workflow types.
| Workflow Type | Cost per File | 100 Files per Month |
|---|---|---|
| Basic (no premium actions) | 1 credit | 100 credits |
| With WillowSign | 4 credits | 400 credits |
| With AI Data Regular | 2 credits | 200 credits |
| With AI Data Regular + WillowSign | 5 credits | 500 credits |
| With AI Data Pro | 3 credits | 300 credits |
These are estimates. Your actual usage will depend on your specific workflows, the number of files processed, and whether files are restarted after workflow changes. Restarted files are treated as new files and consume credits again.
Low Credit Warnings
Willow360 automatically sends an email warning to all organisation administrators when credits fall below 10% of the total purchased. A further notification is sent when credits reach zero, and a pop-up alert is shown to administrators and workflow creators on each login until credits are topped up.
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