Documentation/ Dashboard and reports/ Documents and pages
Documents and pages processed
Documents and pages are two different counts, and the one that uses up the plan is not always the one being looked at. There is also a detail behind most of the questions: deleting a document does not give the usage back.
Dashboard · and Account › User information
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Documents and pages
| Term | What it counts | Example |
|---|---|---|
| Document | Each invoice, delivery note or expense recorded. | A four-page invoice is one document. |
| Page | Each sheet processed. | That same invoice is four pages. |
The dashboard shows both figures on each row of the document types card, and in the totals block as well. Neither is "the right one": it depends what you are looking at them for.
Deleted ones still count
The dashboard separates active from deleted precisely because the second still add up. The usage screen says so without hedging: company usage includes deleted documents.
The reason is simple: the work of processing the document has already been done. It was read, its details were extracted and its lines were generated. Deleting it afterwards takes the document out of the lists, but it does not undo the processing.
The practical consequence: deleting is not a way of getting allowance back. If the plan has run out, the way is to extend it, not to empty the bin.
Where real usage is shown
| Screen | What it shows |
|---|---|
| Dashboard | Documents and pages processed, by type and in total, according to the filters applied. |
| Account › User information | The plan taken out, the period's usage and the company's usage. |
| Account › My plan | The limit taken out and what is left. |
The dashboard is for analysing the workload; the account screens, for knowing how much plan is left. They are different questions and need not give the same figure, because the dashboard answers to the date range filtered and the plan to the billing period.
Company usage against your own
The user information screen distinguishes two figures:
- Your usage for the period: what you have processed.
- Company usage: every user's added together. The screen makes it clear that it adds up every user in the company and includes deleted documents.
The plan's limit applies to the company figure, not the individual one. It is common for one user to see low usage while the company is close to the limit.
If the usage does not appear, the screen says so rather than showing a misleading zero. It is usually momentary: come back later.
What unit your plan is measured in
It is not the same for every kind of account:
| Kind of account | Unit of usage |
|---|---|
| Business | Pages. |
| Accountancy practice | Invoices. |
It is the difference that makes two accounts with the same apparent volume use different amounts. A practice processing one-page invoices uses the same as if they ran to five.
How to bring usage down
If usage is running above what you expected, three real levers:
- Do not upload the same thing twice. Duplicates use the same amount. Duplicate detection helps find them, but the usage has already happened.
- Avoid uploading pages that contribute nothing: cover sheets, blank pages, repeated terms and conditions. Splitting a PDF lets you choose which pages go in.
- Go over the automatic routes in. A mailbox or a connected folder picking up more than it should uses allowance without anybody noticing.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| Documents were deleted and the usage does not fall | Deleted ones still count. | That is how it is meant to work. For more capacity, extend the plan. |
| The user's usage does not match the company's | They are different figures: individual and combined. | The limit applies to the company's. |
| The dashboard gives one number and the plan screen another | The dashboard answers to the filters; the plan, to the billing period. | Only compare equivalent periods. |
| Usage grows with nobody uploading anything | An automatic route in is running: email or a connected folder. | Go over the connections and what they are picking up. |
| The pages add up to far more than the documents | There are documents with a lot of sheets. | Normal. Splitting a PDF lets you limit which pages go in. |