Understanding your document counter

all Updated Thu May 21 2026 00:00:00 GMT+0000 (Coordinated Universal Time)

Your document counter is uploads + email-extracted attachments this calendar month, reset at midnight UTC on the 1st. Irrelevant emails, duplicates, and failed uploads don't count. At 100% new uploads are blocked but existing documents stay accessible. Free 10, Starter 30, Business 75, Growth 200.

When to read this article

You're trying to plan your usage for the month, troubleshoot why the counter says 50 but you only see 40 documents in the list, 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 successfully captured and uploaded via the mobile web (or the native app once it ships)
An attachment extracted from a forwarded email to your u-…@in.taxiteasy.org address — 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 OAuth-direct-connection path)

The trigger is "a document was created in your account", regardless of source. The counter is incremented at the moment of document creation, not at 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:

Duplicate uploads (same file hash as an existing document) — the duplicate-detector recognises and skips them, returning the existing document instead. No new document, no count.
Failed uploads (wrong format, too large, virus-scan failure, content-sniffing mismatch) — rejected at intake. No document is created, so no count.
Emails classified as "irrelevant" (newsletters, marketing, calendar invites, personal mail) — the classifier rejects them before extraction. No document, no count. See what happens when you forward a newsletter for the classification details.
Re-scans of existing documents — counted once (the original upload), re-scans up to 3× per document don't add to the counter. Useful when you've corrected a vendor and want the system to re-apply its memory.
Documents deleted within the same month — still count. The upload happened, we processed it, the document existed in your account. Deletion doesn't refund the quota. This is deliberate: it prevents bypassing the quota by uploading, exporting, deleting, repeating.
Failed extractions that we mark as "extraction failed" — the upload was successful but the AI couldn't produce structured fields (corrupted PDF, all-blank scans). Quota is consumed because the document exists in the system; you can delete it or re-scan within the 3× limit.

Where to see the counter

Settings → Billing → Usage this month. The view shows:

Current count / plan limit — e.g. "47 / 75" for a Business user 47 documents into the month
Days remaining in the month — calendar days until the next reset on the 1st
Trajectory — if your current rate continues, will you hit the cap before the month-end?
Daily intake graph — last 30 days of documents created per day, with a trend line
Per-user breakdown — for multi-user companies, which team member is uploading what

For tax-advisor accounts, the per-client counter is visible in each client's dashboard tile; the advisor doesn't have their own quota (advisor accounts are free).

You also get notifications:

At 80% of cap — a friendly in-app + email nudge (e.g. "60/75 on Business plan — projected to hit cap by the 23rd")
At 100% of cap — block notice with one-click upgrade link

What happens at the cap

When you hit 100%:

New web uploads → blocked with HTTP 402 status + a friendly modal message + a button to upgrade.
Mobile camera uploads → same block, with an offline-queue option that holds the photos locally until you upgrade or until the next reset.
New email forwards → the email arrives, is classified, but the attachment is not extracted. You get a notice email per blocked extraction (rate-limited to one per day to avoid email flooding). The original forward stays in your normal email; nothing is lost on the email side.
Direct-connection polls → continue running, but new invoices found are deferred. They're picked up automatically on the next reset.

What does NOT happen:

No overage billing. We don't charge per extra document automatically. 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 document creation is blocked.

The block lifts at midnight UTC on the 1st of the next month, when the counter resets to zero.

Quota per plan

Plan	Documents/month	Storage
Free	10	1 GB
Starter	30	1 GB
Business	75	5 GB
Growth	200	20 GB

Storage is separate from the monthly counter. Deleting documents frees storage but doesn't refund the monthly counter. Storage caps apply 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 enterprise pricing.

When the counter behaves unexpectedly

Counter says 50 but I only see 40 documents in my list. Likely one of:

Documents you deleted earlier this month — gone from the list but still counted (deletion doesn't refund).
Documents marked as "extraction failed" that were auto-hidden — the Documents view's default filter hides them. Toggle "Show all including hidden" to see them.
Documents created in a child company you've forgotten about — in multi-company accounts, each company has its own counter but the global counter on Settings → Billing sums across companies on the same plan.

The discrepancy is almost always explained by one of these three. If none match and the math seems off, write to [email protected] with [BILLING] in the subject and we'll audit.

My team is at quota mid-month — what do I do? Two options:

Wait for the reset on the 1st. If you're 3 days from month-end, this is the simplest path.
Upgrade to the next tier. Effective immediately, prorated billing handles the partial-period cost. See switch or cancel your plan and prorated billing.

I want to know who in my team is using the most quota. Settings → Billing → Usage by team member. Shows per-user document count for the current month plus historical months. Useful for understanding why the counter spikes some months — usually one team member is doing a backlog catchup.

Edge cases

Does the counter restart at exactly midnight in my timezone? Midnight UTC. So if you're in Berlin (UTC+1 standard, UTC+2 daylight saving), the reset is at 01:00 or 02:00 local time on the 1st. In Sydney (UTC+10/11), the reset hits at 10:00 or 11:00 in the morning of the 1st. We use UTC to keep the cutoff consistent across all users regardless of where they are.

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 extractable invoice-shaped attachments; non-invoice attachments would be dropped as irrelevant and not counted). The forwarded-email-newsletter behaviour explained in what happens when you forward a newsletter applies per-attachment.

I uploaded a document, deleted it, re-uploaded it. Does it count once or twice? Twice. The first upload was successful (count incremented), deletion didn't refund (still 1), second upload created a new document (count incremented to 2). Duplicate detection only catches simultaneous re-uploads where the prior is still in the system; once you delete, the hash isn't matched against on re-upload.

My document count went down (e.g. 50 → 47). Is that possible? No, the counter only goes up within a month. If it went down, something is wrong — most likely a UI display bug. Refresh; if it persists, write to support. The underlying counter is a monotonic integer that can only reset (at month boundary) or increment.

Why can't I get a quota refund for deleted documents? Because the system already did the work — uploading triggers virus scan, OCR, extraction, vendor learning, storage allocation. Refunding the quota would be free per-upload effort for users who delete liberally, which would undermine the cost model. The trade-off is intentional.

I'm on the Free plan and exceeded 10 last month. Can I delete some so it counts as fewer? No — see above. The 10 is the intake cap for that month. Last month's count is closed; this month starts at zero regardless of what's in your account.

Is there a way to know in advance which documents will count? Yes — the upload flow shows the count incrementing in real-time. Cancel before commit if you change your mind (some browsers don't let you cancel mid-upload, but most modern uploads can be aborted).

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