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Version: Current

Fair Use Policy

1. Purpose and Scope​

This Document Volume Fair Use Policy establishes guidelines for document volume management on the Zudello Platform, providing customers with flexibility to accommodate normal business variations in document processing volumes without incurring overage charges.

This policy applies to all Zudello customers with active Platform subscriptions from 1 July 2025 onwards, and existing customers migrated to Platform version 3 (v3) or later.

2. Policy Statement​

Zudello recognises that document volumes can fluctuate month to month due to normal business operations. The Document Volume Fair Use Policy provides customers with a buffer allowance to exceed their monthly document quota by a reasonable amount without incurring excess charges, ensuring flexibility for normal business variations.

3. Document Volume Buffer​

3.1 Monthly Buffer Allowance​

  • 50 Document Buffer: All customers may exceed their monthly document limit by up to 50 documents without incurring any overage fees
  • Universal Application: This buffer applies to all document plan tiers regardless of size
  • Automatic Provision: The buffer is automatically available each month without requiring customer action

3.2 Buffer Examples by Plan Tier​

Document Plan TierMonthly LimitFair Use Limit (with buffer)Overage Threshold
<500 documents500550551+
<1,000 documents1,0001,0501,051+
<2,000 documents2,0002,0502,051+
<5,000 documents5,0005,0505,051+
<15,000 documents15,00015,05015,051+

3.3 Buffer Reset and Carryover​

  • Monthly Reset: The 50-document buffer resets on the first day of each calendar month at midnight (UTC)
  • No Carryover: Unused buffer capacity cannot be carried forward to subsequent months
  • No Accumulation: The buffer does not accumulate if unused in previous months

4. Document Counting and Quotas​

4.1 What Counts Toward Your Quota​

  • Production Documents: All documents uploaded for extraction in your production environment
  • Sandbox Documents: All documents uploaded for extraction in your sandbox environment
  • Processing Date: Documents are counted based on their processing date, not upload date
  • All Document Types: Invoices, purchase orders, receipts, expense claims, statements, and delivery notes, including unsupported documents

4.2 What Does Not Count Toward Your Quota​

  • Failed Extractions: Documents covered by the Document Extraction Guarantee that fail to extract correctly
  • Duplicate Uploads: Documents re-uploaded due to system errors (subject to system detection)

4.3 Document Quota Calculation​

  • Monthly Period: Document quotas run from the first day to the last day of each calendar month (UTC)
  • Real-Time Tracking: Document usage is tracked in real-time and visible in your account dashboard
  • End of Month Processing: Final quota calculations and any overage charges are processed at month-end

5. Overage Charges​

5.1 When Overage Charges Apply​

  • Threshold: Overage charges apply only after exceeding both your monthly document limit AND the 50-document fair use buffer
  • Rate: Documents beyond the fair use threshold are charged at $2.25 per document
  • Billing: Overage charges are billed at the end of each calendar month

5.2 Overage Calculation Example​

Customer with 2,000 document plan processes 2,075 documents:

  • Monthly limit: 2,000 documents
  • Fair use buffer: 50 documents
  • Fair use threshold: 2,050 documents
  • Documents subject to overage: 25 documents (2,075 - 2,050)
  • Overage charge: 25 × $2.25 = $56.25

5.3 Overage Notifications​

  • Monthly Summary: End-of-month summary including any overage charges incurred

6. Plan Adjustments and Upgrades​

6.1 Mid-Month Plan Changes​

  • Immediate Effect: Plan upgrades take effect immediately upon processing
  • Prorated Billing: Plan upgrades are prorated for the remaining contract period
  • Quota Adjustment: Monthly document limits are adjusted from the upgrade date forward
  • Fair Use Buffer: The 50-document buffer remains constant regardless of plan size

7. Monitoring and Reporting​

7.1 Customer Dashboard​

  • Real-Time Usage: Current month document usage displayed in customer dashboard
  • Buffer Status: Remaining fair use buffer capacity clearly shown

8. Special Circumstances​

8.1 Document Extraction Guarantee Integration​

  • Failed Extractions: Documents that fail extraction under the Document Extraction Guarantee are automatically excluded from quota calculations
  • Credit Processing: Failed extraction credits are processed within 10 business days
  • Retroactive Adjustments: Quota adjustments are applied retroactively when failed extractions are confirmed

8.2 System Issues and Credits​

  • Platform Downtime: Documents that fail to process due to platform issues do not count toward quotas
  • System Errors: Duplicate processing due to system errors results in quota credits
  • Credit Application: System-related credits are applied automatically when identified