Usage & Limits
Monitor your usage to ensure you stay within your plan limits and avoid service interruptions.
Usage Dashboard
View your current usage on:
- Dashboard - Quick overview
- Billing page - Detailed breakdown
Usage Metrics
Cases This Month
| Plan | Limit |
|---|---|
| Basic | 1/month |
| Starter | 5/month |
| Pro | 25/month |
How it’s counted:
- New cases created
- Resets on billing date
- Includes portal and manual cases
Admin Buffer: Admins can create a few extra cases beyond the public portal limit:
- Basic: +1 extra
- Starter: +2 extra
- Pro: +5 extra
Storage Used
| Plan | Limit |
|---|---|
| Basic | 2 GB |
| Starter | 10 GB |
| Pro | 50 GB |
| Enterprise | Fair-use |
What counts:
- Uploaded documents
- Redacted versions
- All file types
What doesn’t count:
- System metadata
- Audit logs
- User accounts
Users
| Plan | Limit |
|---|---|
| Basic | 1 |
| Starter | 3 |
| Pro | 10 |
Counted as:
- Active users
- Pending invitations
Not counted:
- Deactivated users
AI Usage
AI features (PII detection, redaction, recommendations, risk analysis) are available on all plans. Your AI allowance is granted per billing period and aligns to your Stripe billing cycle (your subscription anniversary), not the calendar month.
Rather than an abstract budget, your allowance translates to roughly this much document processing each billing period:
| Plan | Approx. capacity per billing period |
|---|---|
| Trial | A small taster (~80 scanned pages) |
| Basic | ~125 scanned pages (≈100–500 emails or ~125 documents) |
| Starter | ~1,250 scanned pages (≈1,000–5,000 emails) |
| Pro | ~5,000 scanned pages (≈5,000–15,000 emails or ~1,000–3,500 documents) |
| Enterprise | Unlimited (fair use) |
Actual throughput varies with document length and complexity - a one-page email uses far less than a 40-page scanned PDF.
AI operations include:
- Document text extraction (OCR)
- PII detection
- AI recommendations
- Risk analysis
As you approach the limit:
- At 80% used: a warning email is sent so you can plan ahead
- At 100% used: AI features are blocked for the rest of the billing period. Files still upload and are stored normally - they’re just not auto-redacted, and a banner explains that AI redaction is paused. Your allowance resets at the start of your next billing period, or you can upgrade for a higher allowance straight away.
Monitoring Usage
Dashboard Widget
The dashboard shows:
- Cases used / limit
- Storage used / limit
- Visual progress bars
- Warnings when approaching limits
Billing Page
More detailed view:
- Current usage percentages
- Historical usage
- Usage by category
- AI budget remaining
Approaching Limits
Warnings
You’ll see warnings when:
- 80% of case limit used
- 90% of storage used
- AI budget running low
At the Limit
Cases:
- Public portal shows “temporarily unavailable”
- Admin buffer allows a few more
- New month resets counter
Storage:
- New uploads blocked
- Existing files accessible
- Delete files to free space
Users:
- New invitations blocked
- Existing users unaffected
- Deactivate unused accounts
AI:
- AI redaction and analysis pause
- Files still upload and are stored - just without auto-redaction
- A banner explains AI is paused
- Allowance resets next billing period (or upgrade for more now)
Managing Usage
Reducing Case Count
Can’t reduce - the counter resets on your billing date each billing period.
Plan ahead:
- Estimate monthly volume
- Upgrade if regularly exceeding
- Time non-urgent cases around billing date
Reducing Storage
- Go to case documents
- Delete unnecessary files
- Remove draft versions
- Archive completed cases
What to delete:
- Duplicate documents
- Draft versions (keep finals)
- Test files
- Large unused files
Reducing Users
- Go to Users
- Deactivate inactive accounts
- Delete if no longer needed
- Pending invitations count - cancel unused ones
Managing AI Usage
- Check your remaining allowance on the Billing page
- Use AI selectively for complex docs
- Simple docs may not need AI
- Allowance resets each billing period (on your billing date)
Upgrading for More
If regularly hitting limits:
- Go to Billing
- Click Change Plan
- Select higher tier
- Immediate access to new limits
Usage Best Practices
For Cases
- Estimate monthly volume accurately
- Upgrade before you run out
- Use admin buffer only for urgent cases
For Storage
- Delete unnecessary files regularly
- Use appropriate file sizes
- Compress images before upload
- Archive old cases
For Users
- Only invite those who need access
- Deactivate when people leave
- Use appropriate roles (not everyone needs Admin)
For AI
- Prioritize AI for complex documents
- Manual review for simple cases
- Monitor your allowance throughout the billing period
Billing Date
Your billing date (your subscription anniversary) determines when:
- Case count resets
- AI allowance resets
- The recurring charge processes
Find your billing date on the Billing page.
Questions?
If you need:
- More cases than your plan allows
- More storage
- Custom limits
Contact support@sarportal.com to discuss Enterprise options.