Usage and limits
What counts as usage in GuruSup Brain, what does not, and what happens when your organization runs out.
GuruSup Brain gives your organization a fixed amount of usage each month. Usage is what Brain spends when it reads something new and learns from it. This page explains what spends it, what does not, and what happens when it runs out.
The Free plan includes €5 of usage a month. For other plans, see Plans and quotas.
What spends usage
Brain spends usage when it reads new content. The amount depends on how much text there is to read.
| It spends usage | Examples |
|---|---|
| Files you upload | Documents, spreadsheets, PDFs and the files inside a ZIP or TAR.GZ archive. Files you send with Add data on a webhook source count the same way. |
| Content that arrives from a source | New Slack messages, new and changed Notion pages, new and changed HubSpot deals, and anything your own tool sends to a webhook. |
| Imports | Pages and deals that Notion and HubSpot import when you approve access in setup, the ones you choose under Choose content, and the Notion export. They can bring in a lot at once, so check the estimate on the export form first. |
| Answers from colleagues | When Brain asks a colleague a question and they reply, Brain reads the reply before it adds it to your memory. |
| Knowledge saved through an assistant | When someone asks their assistant to save a lasting fact to Brain. |
What does not spend usage
Asking questions does not spend usage. When you or anyone in your organization asks an assistant about the company, Brain looks up what it already knows and hands it back. Your monthly usage is untouched. Asking through the Brain MCP is subject to fair use.
Looking around the app costs nothing either: opening Sources, Ingest, Conflicts, Skills or Synapses does not spend usage. Connecting an app does not spend usage by itself. What the app later brings in does.
A document is learned whole or not at all
Brain checks each document against what you have left before it learns it. If the whole document fits, Brain takes it. If it does not, Brain does not learn part of it: it waits until there is enough.
That means a large document can wait even when you still have some usage left, while smaller documents behind it still go through.
See the estimate before you upload
When you upload files from Sources, the dialog shows an estimate for each file and for the whole upload. It also shows what share of your usage this period is left after the upload.
- If the upload would use more than 10% of your usage for the period, Brain asks you to confirm a second time. The summary says how much it will use and how much you will have left.
- If the upload is larger than what you have left, the dialog says so. The files are still stored and are processed once your usage renews or increases.
The Notion export form (Manage on the Notion source, then Import a Notion export instead) shows an estimate before you upload the export. Choose content shows no estimate. It is in a technical unit, not euros. The steps are in Upload content and Connect Notion.
Some screens count usage in a technical unit. The number that matters is the share of your monthly usage.
Where to see your usage
Only admins can see usage.
| Where | What it shows |
|---|---|
| Usage in the sidebar, under Organization | A ring with the percentage used and the period dates, then Total this period, Consumed and Remaining. Below them, Daily usage by source is a bar chart with one color per source. Smaller sources are grouped as Other, and usage from a source that no longer exists shows as Removed source. |
| Overview | A bar with usage for the period, shown as counts of a technical unit. More detail opens the Usage page. |
| Ingest | The same bar at the top of the page. |
| Billing | Your plan, price, included usage, usage this period and billing history. |
If nothing has been learned yet this period, the chart says "No usage in the last 30 days." That is normal.
If the Usage page cannot load, a message tells you it could not load the usage. Reload the page, and contact support if it keeps happening. Members who open the Usage page are sent back to the home page.
Renewal
Usage renews every month. The Usage page shows the renewal date and time, for example Renews 29 Sep 2026, 10:00. Unused monthly usage does not roll over.
If your organization has extra usage on top of its plan, the Usage page shows a fourth box with that balance. Brain spends the monthly amount first and extra usage only after it.
When usage runs out
Brain keeps working, with one difference: it stops learning new things.
- Asking still works. Brain keeps answering from everything it already learned.
- New content is saved, not lost. The item shows Paused on Ingest, in the Waiting tab. Details says your content is saved and that learning resumes automatically when your usage renews or is increased enough for the document.
- Nothing to re-upload. Paused items resume by themselves, oldest first, when usage renews or when your organization gets more.
- Colleague replies wait too. A member who asked a colleague may see the reply saved with a note that it will be added once your usage renews or is increased. The answer is not lost.
An admin can free things up sooner by moving to a bigger plan. See Plan and usage.
A Paused item is not an error and needs no action from you. Learning starts by itself once there is enough usage for that document.
Other limits
Usage is not the only limit. Files have size and archive limits, and seats depend on your plan.
| Limit | Where to read it |
|---|---|
| File size, file count and archive depth | Content types and limits |
| Seats per plan | Plans and quotas |
| Statuses such as Paused | Processing statuses |