# Understanding Usage Tracking

> Source: https://docs.trailspark.ai/monitoring-feedback/usage-tracking

## What Gets Tracked

The **Settings > Usage** page shows meters for every feature with a non-zero plan limit. On current account-based plan tiers those are:

| Feature | What counts |
| - | - |
| **Evaluated Accounts** | Distinct companies scored at least once this period (your primary billing unit) |
| **Signals** | Signals ingested this period, against your plan's monthly allowance |

Depending on your plan, additional meters may appear:

| Feature | What counts |
| - | - |
| **Models** | Finalized scoring models created this period |
| **Active Leads** | Leads tracked in your workspace |
| **Evaluations** | Scoring evaluations run this period |
| **Refinements** | Model refinement iterations this period |

Meters with a limit of 0 are hidden — a limit of 0 means that dimension is unlimited on your plan and does not affect billing. On current account-based tiers, the Models, Active Leads, Evaluations, and Refinements meters are typically not shown.

## The Evaluated Accounts Meter

**Evaluated Accounts** is the billing unit for current plan tiers. The meter counts distinct companies your workspace has scored since the start of the current billing period:

- Scoring the same company multiple times still counts as **one** evaluated account
- Companies with only personal-domain email addresses (Gmail, Yahoo, Outlook, and similar) are scored along with everything else, but they're always **free** and never count toward the total (contact Trailspark if you'd rather they weren't scored at all)
- The count shown is live — it updates as accounts are scored during the period

The meter shows your current count against your plan's included limit, a color-coded progress bar, and — when overages are enabled — the per-account overage rate and your estimated overage charges for the period.

## Usage Display

Each meter on the **Settings > Usage** page shows:

- Current consumption vs. plan limit (e.g., "47 / 150")
- A color-coded progress bar — green below 80%, amber at 80–99%, red at 100%
- An **Overages on** badge when overages are enabled for your organization
- Estimated overage charges when usage exceeds the plan limit and overages are on

You can view historical usage by selecting a previous billing period from the dropdown at the top of the page. An overage summary banner appears when any feature is in overage, showing estimated total overage charges for the period.

A **Manage Plan** button in the upper-right links directly to **Settings > Billing** (visible to admins and owners).

If your workspace is running on temporarily expanded limits — more capacity than your plan normally includes — an **Expanded limits active — until \<date>** badge appears at the top of the page, next to the Usage heading. The same badge appears on **Settings > Billing**. When the extra capacity has no end date, the badge reads simply **Expanded limits active**. One reminder email goes out three days before expanded limits end.

## Billing Cycle and Resets

The evaluated-account count resets at the start of each billing period. The reset date appears in **Settings > Billing**. Historical periods remain accessible in the period dropdown on the usage page.

## When You Hit a Limit

What happens at a limit depends on the capability. In every case a warning message appears: admins and owners see links to enable overages or upgrade, other roles see a message to contact their admin. On a workspace billed under a contract, the final notice about paused signals instead asks you to email support\@trailspark.ai to expand your plan, since plan changes on a contract are handled with Trailspark directly.

### Evaluated Accounts

When the evaluated-account count reaches the plan limit and overages are not enabled, nothing errors and nothing is lost:

- Accounts you've already scored this period keep updating
- New accounts **wait** instead of being scored — the Usage page shows an **Evaluated Accounts — Paused** banner
- Waiting accounts are scored as soon as capacity frees up: when you upgrade, when you enable overages, or when the next billing period starts

### Signals

Signals are the one capability with a free buffer. Past your plan's ingested-signal limit, Trailspark keeps collecting your signals at no extra charge up to **twice** the limit and holds them — the Signals meter is marked **Paused**:

- Paused signals do **not** update your scores
- Paused signals are **deleted when the billing period ends**. The Usage page shows how many are paused and counts down the days until they go, and five days before the deadline Trailspark emails your organization a final notice naming the deletion date.
- Enabling overages or upgrading resumes them immediately, and they're processed as normal
- Beyond twice the limit, new signals are no longer accepted until the next billing period

> [!WARNING]
> **This free room isn't unconditional.** On a paid plan, if your workspace ends **three billing periods in a row** over its ingested-signal allowance without pay-as-you-go turned on, the extra room is removed permanently. From then on, signals past the allowance aren't collected at all — there's no buffer and nothing is held for you.
>
> A billing period back inside the allowance resets the count, so this only happens after three in a row, and you're emailed after the first and after the second before it can. Upgrading and turning on pay-as-you-go both remain available afterwards; either one keeps signals flowing past the allowance.

### Models, Active Leads, Evaluations, and Refinements

These stop at 100% of the plan limit — there's no buffer and nothing is held. New usage isn't accepted until the next billing period starts or you upgrade (or, where your plan offers it, you enable overages).

### On the Free Plan

Overages aren't available on the Free plan, so enabling them isn't a way out there — the **Usage Settings** section doesn't appear on the billing page at all. Your two remedies are **upgrading**, or **waiting for the next billing period** to start.

Everything else works the same way it does on a paid plan. Signals past the allowance are still collected free of charge up to twice the limit and paused, those paused signals are still deleted at the end of the period, and you still get the five-day final notice before that happens.

## Overages

If your plan supports overages, an admin can enable them in **Settings > Billing** under the Usage Settings section. With overages enabled, scoring continues beyond the included account count. The overage rate — shown in the **View Overage Costs** modal in billing settings — applies to each additional evaluated account beyond the plan limit.

Overage charges are calculated at invoice time using the frozen evaluated-account count for the period. See [Billing Management](https://docs.trailspark.ai/billing-plans/billing-management) for details.

> [!WARNING]
> Overage charges are billed in addition to your subscription fee. Rates vary by plan tier and are shown in the **View Overage Costs** modal in **Settings > Billing**.

## When more accounts qualify than your plan covers

This is a forward-looking check, separate from hitting your limit: it compares how many accounts currently qualify under your ICPs against your plan's evaluated-account cap for the period, even before you've actually used up that capacity.

When more accounts qualify than your plan covers, the Usage page shows a **More accounts qualify than your plan covers** message with two ways forward:

- **Upgrade** — go to Settings > Billing to raise your plan's limit.
- **Tighten ICP** — jump straight to the ICP driving the most qualifying accounts, so you can narrow its criteria.

What happens to the accounts beyond your plan depends on whether overages are enabled: with overages on, accounts beyond your plan are evaluated right away and billed as overage; with overages off, they're scored as capacity frees up.

The same qualify-vs-cap comparison also appears while you're editing an ICP's Eligibility rules, so you can see the effect before you save — see [Editing an ICP](https://docs.trailspark.ai/icp-creation/editing-an-icp).

## The consumption checkpoint

By default, Trailspark pauses scoring and asks for confirmation before a single run would use a large share of your plan's evaluated accounts for the period — a guard against a broad ICP quietly consuming your whole plan's capacity in one go.

When this happens:

- An amber banner titled **A large batch of accounts is paused for your review** appears on the Usage page, and an email titled "A large batch of accounts is waiting for your OK" goes to your organization.
- Accounts you've already evaluated this period, and personal or no-domain accounts, keep scoring as normal — only the new batch is held.
- An admin clicks **Confirm and continue** to score the paused batch, or tightens the ICP so the accounts that matter most are scored first.
- If your plan doesn't cover the whole batch, the banner shows how many accounts it does cover this period — the rest wait until capacity frees up.

Only organization admins and owners see the Confirm action; other roles see a note that an admin needs to confirm. One review is required per billing period — once confirmed, the checkpoint clears and won't trip again until the next period starts.

Admins can turn this off with the **Warn me before a single run uses a large share of my plan's evaluated accounts** toggle on the Usage page.

## Next Steps

- [Plans Overview](https://docs.trailspark.ai/billing-plans/plans-overview) — Understand the evaluated-account billing model
- [Billing Management](https://docs.trailspark.ai/billing-plans/billing-management) — Manage payments, invoices, and overages
- [Editing an ICP](https://docs.trailspark.ai/icp-creation/editing-an-icp) — See the qualify-vs-cap preview and re-evaluation cost before you save
- [Evaluation Feedback](https://docs.trailspark.ai/monitoring-feedback/evaluation-feedback) — Provide corrections on account scores
- [Model Refinement](https://docs.trailspark.ai/monitoring-feedback/model-refinement) — How feedback improves your scoring model