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Configuring Cost Allocation in Bulk

Uri Hershkovitz
Uri Hershkovitz
  • Updated
Torii SMP

Overview

You can configure cost allocation for your entire app portfolio in a single flow. You choose which apps to include and one dimension to break costs down by; Torii suggests the best strategy for each app and lets you review everything before applying. After that, Torii keeps the allocations current for you automatically.

In this article

 

Before you start

  • Bulk configuration lives under Expenses → Cost Allocation. 
  • To run cost allocation configuration, you need to have the License and cost allocation -> Take action scope.
  • The more data Torii has about your apps (licenses and their costs, expenses, contracts, and user counts from integrations), the more accurate its suggestions will be.

 

Step 1 — Choose which apps to include

Torii allows you to select which applications to include in the bulk cost allocation configuration, using the same filters you use elsewhere in Torii (for example: state, number of users, category, expenses).

As you set the filter, Torii shows a live count of how many apps match (for example, "This will allocate costs for 143 apps") along with the number of users and the primary app owner for each app.

Recommendation: Keep the filter broad but sensible. A good starting point is sanctioned apps that have  expenses above a certain threshold. This focuses cost allocation on the apps you care about and skips apps with too little data to be meaningful.

 

Step 2 — Choose your breakdown dimension

Pick the single dimension you want to break costs down by. This one global choice applies to every app in your selection.

Common choices are department-style fields from your connected sources, such as Workday Department, HiBob Department, Okta Cost Center, or Salesforce Division.

When you select a dimension, Torii previews the values it found (for example, the list of departments) and how many users fall into each.

 

Step 3 — Review Torii's suggested strategies

Torii analyzes each app in your selection and suggests the best cost allocation strategy for it, based on the data available for that app. (For the exact logic, see How Torii picks a strategy for each app in Cost Allocation Report.)

The preview table lists every app with its suggested strategy and the data source behind it. Here you can:

  • Deselect apps you don't want to include — uncheck the Include checkbox to leave an app out.
  • Override the strategy for any app using the dropdown. You can only select a strategy whose data exists; strategies without supporting data (for example, top-down expenses for an app that has no expenses) are disabled, with a tooltip explaining why.

What you'll see in the cost column depends on the strategy:

  • Top-down (expenses or contracts): Torii shows the calculated cost per user.
  • Bottom-up, cost per license: shows "Per license", with a tooltip noting the cost will be calculated from each user's license cost (which you can set in the Licenses page).
  • Bottom-up, cost per user: requires you to enter a per-user cost before you can proceed. Torii can't complete configuration until every such app has a value.

 

Step 4 — Apply

When every app has a valid strategy, click Configure. Torii creates all the allocations for your chosen dimension and takes you to the consolidated report under Expenses → Cost Allocation.

The report records, for each app, which strategy was used, the data source it's based on, who configured it, and whether it was set automatically or manually.

 

Re-running (reconfiguring) bulk cost allocation

You can run bulk configuration again at any time to change your filter, dimension, or strategies.

  • Your existing filters are pre-filled. 
  • In the preview, any app whose current configuration differs from Torii's recommendation is flagged with a badge. Hover the badge to see the app's current configuration. Selecting the app's current strategy in the dropdown clears the badge.
  • Apps that were previously configured but no longer match your new filter don't appear in the preview. When you click Apply, Torii will clear their configuration and remove any cost allocation associated with them. You can review which apps will be affected by this by clicking the "View excluded apps" in the alert box. 

Re-running bulk configuration is the one case where Torii overwrites an existing (manual or automatic) configuration — and only for the apps you leave selected with a changed strategy. The badge and preview make these changes explicit before you apply them.

 

Adding or removing individual apps

Bulk configuration and single-app configuration work together:

  • Add an app manually. Even if an app doesn't match your bulk filter, you can configure it from its Application Page → Cost Allocation tab. It's added to the summary and marked as configured manually. Torii keeps manual configurations and won't overwrite them during the daily update.
  • Remove an app. Removing an app's cost allocation (or deselecting it in the preview) adds it to Torii's Excluded list, so the daily update won't re-add it automatically. If you run bulk configuration again, the app reappears with its toggle on so you can reconsider.

For how allocations refresh over time and what Torii will and won't change on its own, see the How costs stay up to date section in Cost Allocation Report.

 

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