AI actions and allowances
What counts as an AI action, how many each plan includes, and what happens if you go over.
AI features are metered in AI actions. Every plan includes a monthly allowance.
What counts as one action
One use of an AI feature:
- a question to Ask the documents;
- a message to the Assistant;
- an agent run;
- an AI draft — minutes, a budget proposal, vendor research;
- a red-flag scan.
What doesn't count
Most of the product isn't AI and isn't metered:
- the compliance calendar and its reminder emails;
- billing, payments, ledgers, budgets, reconciliation, statements;
- meetings, notice, voting, quorum;
- document storage and search;
- maintenance, vendors, the reserve projection;
- Form B and Form F;
- announcements, roster, invitations, settings.
Uploading isn't an AI action
Processing a document so it becomes searchable doesn't consume your allowance. Upload your whole library without thinking about it — it's asking that meters, not storing.
The allowances
| Plan | AI actions / month | Lots | Assistant on your data | Agents |
|---|---|---|---|---|
| Starter (free) | 50 | up to 2 | — | — |
| Small strata | 400 | up to 10 | ✓ | — |
| Council | 1,000 | up to 25, then per-lot | ✓ | ✓ |
| Pro | 3,000 | unlimited | ✓ | ✓ |
How-to help is free on every plan
The half of the Assistant that explains how to use ManageStrata — where a feature lives, what to click — works on every plan including Starter. Nobody should have to pay to learn the software. It's answering from your corporation's data and documents that's a paid feature.
Is the allowance enough?
For a typical self-managed council on the Council plan, comfortably. A month with an AGM in it, several document questions a week, and the five agents running still lands well inside 1,000.
The allowance is a fair-use ceiling, not a budget to ration. If you find yourself hesitating before asking a question, you're on the wrong plan — look at the next one up.
Going over
Additional actions are billed in small blocks, so heavy use in one month never produces a surprise bill. Usage is visible at SettingsBilling.
If you're consistently over, the next plan up is almost always cheaper than the overage.
Where the usage goes
In practice:
- Agents — predictable, one run each per cycle.
- The Assistant — the largest share for most councils, and the most valuable.
- Document questions — spikes around meetings and when a new council member arrives.
- Drafts — a handful a year: minutes after each meeting, one budget.
- Red-flag scans — occasional; run one after a bulk upload.
Using it well
Ask the right tool. "What does lot 204 owe?" is a ledger lookup — free, and more precise. Use AI for questions that need reading, not for numbers that are already on a page.
Ask complete questions. One clear question costs one action. Three vague ones costs three and still needs a fourth.
Follow up in the same conversation rather than restarting — context carries.
Upload good documents. A digital PDF is read reliably; a photograph of a page isn't, and re-asking to get a usable answer costs actions.
Still stuck? Open Support in the top bar of the app, ask the Assistant, or contact us.