Understanding your document counter

When to read this article

You're trying to plan your usage for the month, troubleshoot why the counter shows a number that doesn't match what you expect, or figure out whether you should upgrade to handle this month's volume. The counter is simple in principle but has a few subtleties around what counts and what doesn't.

For the upgrade flow itself, see switch or cancel your plan. For what specifically the email classifier counts (and doesn't), see what happens when you forward a newsletter.

What counts as a document

Each of the following adds 1 to your monthly counter:

• A successful upload via the web (drag-and-drop or file picker on the Documents page)
• A photo or file uploaded via the mobile app (camera, photo library, or file picker)
• An attachment extracted from a forwarded email to your u-…@in.taxiteasy.org address, counted per attachment. A forwarded email with 3 PDF attachments creates 3 documents and uses 3 slots.
• An attachment extracted from a Gmail / Outlook / IMAP synced email (the connected-mailbox path)

The trigger is "a document you uploaded or received by email was added to your account", in the calendar month it was added (for a held document, the month you import it). The counter is based on document creation, not on upload-initiation. If an upload starts but fails before a document is created, no count.

What does NOT count

The counter is designed to track useful documents, not noise. The following don't count:

• PDFs TaxItEasy creates for you: the invoices you issue (including the ones a recurring invoice creates), cancellation invoices (storno) and credit notes. They are stored with your documents, but they don't use a slot.
• Your company logo, the image you upload for your invoices.
• Documents held at the limit: a document that arrived by email while the limit was reached doesn't count while it is held. It counts once you import it, in the month you import it (see "What happens at the cap" below).
• Duplicate uploads (same file hash as an existing document). The duplicate-detector recognises and blocks them, pointing you to the existing document instead. No new document, no count.
• Failed uploads (wrong format, too large, virus-scan failure, content-sniffing mismatch) are rejected at intake. No document is created, so no count.
• Emails classified as "irrelevant" (newsletters, marketing, calendar invites, personal mail) are skipped by the classifier before extraction. No document, no count. See what happens when you forward a newsletter for the classification details.
• Rescans of existing documents: counted once (the original upload); rescans (up to 3 per document) don't add to the counter. Useful after a temporary reading error.
• Documents you've deleted: a document moved to the trash no longer counts toward the current month. The counter reflects documents currently in your account that were created this month.

Note that even a document whose extraction failed (corrupted PDF, all-blank scan) counts while it sits in your account: the document exists, it just has no extracted fields. Delete it if you don't want it counted, or rescan it (up to 3 times per document).

Where to see the counter

Open Billing. The Usage this month figure shows your current count against your plan limit, e.g. "47 / 75" for a Business user 47 documents into the month.

You also get notifications:

• At 80% of the limit: a friendly warning so you can plan (upgrade or wait).
• At 100%: the app and the web show a notice in place of the upload button, with the date uploads continue.

For tax advisors: your advisor access is free and has no document quota of its own. Quotas belong to each client company.

What happens at the cap

When you hit 100%:

• Web and mobile uploads → paused until the 1st of next month or until you upgrade. In place of the upload button, the app and the web show a notice such as "Monthly limit reached (30 of 30). Uploads continue on 1 November 2026."
• Documents that arrive by email (your forwarding address or a connected mailbox) → not lost, and you don't need to forward them again. They are kept under Documents with the badge "Held: limit reached", and the company owner is notified. You can open and download a held document, and it is kept for 10 years, but it is not scanned and doesn't count toward your limit.
• Import now → once there is room again (after the 1st or after upgrading), open a held document and choose Import now. It is imported and counts in the month you import it.

What does NOT happen:

• No overage billing. We don't charge per extra document. You cannot accidentally run up a bill.
• No retroactive deletion. Documents already in your account stay accessible and searchable.
• No feature degradation. Existing documents remain editable, exportable, matchable. Only new uploads pause.

Uploads continue when the counter resets on the 1st of the next calendar month, or straight away when you upgrade.

Quota per plan

If the company owner joined via a referral, the monthly limit is raised by a referral bonus (+5 on Free, +10 on Starter, +20 on Business, +40 on Growth).

Storage is separate from the monthly counter. Storage applies to the total documents on file at any time; the monthly counter is intake-only.

For higher-volume teams beyond Growth's 200, write to [email protected] to discuss options.

When the counter behaves unexpectedly

Counter is higher than the documents I can see. Check the Trash and your folder filters, because the Documents list may be filtered to a folder or type while the counter covers everything created this month. Documents that are still in your account but filed away still count.

Counter went down mid-month. That's normal if someone on your team deleted documents. Trashed documents stop counting.

My team is at quota mid-month. What do I do? Three options:

• Wait for the reset on the 1st. If you're 3 days from month-end, this is the simplest path.
• Delete documents you don't need (test uploads, accidental duplicates from different files, newsletters that slipped through). Each trashed document created this month frees a slot.
• Upgrade to the next tier. Effective immediately; prorated billing handles the partial-period cost. See switch or cancel your plan and prorated billing.

Edge cases

Does the counter reset at midnight in my timezone? The counter follows the calendar month in Central European Time (the platform's clock). For most EU users that's local midnight on the 1st, give or take an hour.

I forwarded a multi-attachment email. Does each attachment count? Yes. 3 PDFs in 1 email = 3 documents = 3 against your quota (assuming all 3 are supported formats; unsupported attachments are dropped and not counted). The newsletter behaviour explained in what happens when you forward a newsletter applies per email.

Uploaded, deleted, re-uploaded: what does the counter show? One. The deleted copy stopped counting when you trashed it; the re-upload created a new document that counts. (Re-uploading a file whose original is in the trash is allowed; duplicate detection only blocks files that are still active in your account.)

Why do failed extractions count but failed uploads don't? A failed upload never created a document, so nothing entered your account. A failed extraction means the document was accepted and stored, but the AI couldn't produce structured fields from it; the document is in your account (and counted) until you delete it.

I'm on the Free plan and exceeded 10 last month. Does that carry over? No. Each month stands alone: last month's count is closed; this month starts at zero.

Multiple companies in one account? Each company has its own plan, its own counter, and its own limit. Nothing is summed across companies.

Related

• Switch or cancel your plan is the upgrade path when you hit the cap.
• What happens when you forward a newsletter explains what doesn't count.
• Supported file types and sizes lists what passes intake.
• Upload failed: troubleshooting helps when an upload doesn't produce a document.