AI Actions & Usage

Understand how messages and AI Actions work in Formula Bot

Formula Bot uses two types of usage limits: messages for AI conversations and AI Actions for specialized features. This guide explains how each works.

Messages

What Counts as a Message

Each time you send a prompt to the AI, it counts as one message:

  • Asking a question
  • Requesting a chart
  • Running analysis
  • Follow-up questions

What Doesn't Count

  • Viewing results
  • Downloading exports
  • Managing files
  • Changing settings

Message Limits by Plan

PlanMessages/Month
Free10
ProUnlimited
MaxUnlimited
EnterpriseUnlimited

AI Actions

AI Actions are used for specialized AI-powered features beyond basic chat. Different actions cost different amounts based on complexity.

What Uses AI Actions

FeatureAI Actions
Formula generation1
Formula explanation1
Enrichment (small, < 100 rows)1
Enrichment (medium, 100–1,000 rows)3
Enrichment (large, 1,000+ rows)5
Web scraping (single page)5
Web scraping (multi-page)10
PDF to Excel — Table Extract (any size)5
PDF to Excel — AI Extract (≤ 10 pages)5
PDF to Excel — AI Extract (11–50 pages)30
PDF to Excel — AI Extract (51–200 pages)100
PDF to Excel — AI Extract (200+ pages)250

AI Actions by Plan

PlanAI Actions/Month
Free25
Pro2,500
Max5,000/seat
Enterprise15,000/seat

AI Actions for PDF conversions scale with document size. A 5-page invoice costs 5 actions, while a 100-page report costs 100.

Enrichment Features

Sentiment Analysis

Analyze text for emotional tone.

AI Action usage:

  • Small datasets (< 100 rows): 1 action
  • Medium datasets (100–1,000 rows): 3 actions
  • Large datasets (> 1,000 rows): 5 actions

Use cases:

  • Customer feedback analysis
  • Social media monitoring
  • Support ticket categorization
  • Review aggregation

Language Translation

Translate text between languages.

AI Action usage:

  • Small documents: 1 action
  • Medium documents: 3 actions
  • Large documents: 5 actions

Supported: 100+ languages including:

  • English, Spanish, French, German
  • Chinese, Japanese, Korean
  • Arabic, Hindi, Portuguese
  • And many more

Text Extraction

Extract structured data from unstructured text.

AI Action usage:

  • Simple extraction: 1 action
  • Complex extraction: 3 actions
  • Batch processing: 5 actions

Use cases:

  • Invoice processing
  • Contract data extraction
  • Resume parsing
  • Document digitization

Web Scraping

Pull data from websites.

AI Action usage:

  • Single page: 5 actions
  • Multiple pages: 10 actions

Use cases:

  • Competitor price monitoring
  • Market research
  • Content aggregation
  • Data collection

Enrichments in Playbooks use AI Actions each time the Playbook runs. Plan accordingly for scheduled automation.

PDF to Excel Pricing Detail

PDF conversion costs depend on the conversion method and document size:

Table Extract

For PDFs with clean table layouts (invoices, statements, reports with tables):

  • 5 AI Actions per file, regardless of page count

AI Extract

For PDFs with complex layouts, scanned documents, or mixed content:

PagesAI Actions
1–105
11–5030
51–200100
200+250

The page count is detected automatically before processing begins. You'll see the cost before confirming.

Checking Your Usage

Dashboard View

See your current usage:

  1. Look at the sidebar bottom
  2. Shows messages and AI Actions remaining
  3. Updates in real-time

Detailed Breakdown

For more detail:

  1. Go to Billing
  2. View usage statistics
  3. See daily/weekly trends

Usage Resets

When Limits Reset

  • Usage resets on your billing date
  • Monthly plans: Same date each month
  • Annual plans: Same date each year

Rollover Policy

  • Unused messages do NOT roll over
  • Unused AI Actions do NOT roll over
  • Use them or lose them each period

Managing Usage

Tips to Conserve Messages

  • Combine related questions
  • Be specific to avoid follow-ups
  • Use Playbooks for repetitive analysis
  • Export and work offline when possible

Tips to Conserve AI Actions

  • Use Table Extract for clean PDFs (costs less)
  • Batch similar enrichment tasks
  • Use AI Actions for high-value analysis
  • Check data size before processing
  • Test with samples first

Running Low?

Options When Approaching Limits

  1. Wait - Limits reset on billing date
  2. Upgrade - Get more allowance
  3. Prioritize - Focus on essential analysis

Notifications

You'll receive alerts when:

  • 80% of messages used
  • 90% of messages used
  • Limit reached

Exceeding Limits

What Happens

  • Chat shows limit reached message
  • AI Action features are disabled
  • Existing data remains accessible
  • Can still export previous results

Solutions

  • Wait for reset
  • Upgrade your plan
  • Contact support for options

Billing for AI Actions

Included in Plan

AI Actions are included in your monthly subscription. No additional charges for usage within your limit.

No Overage Charges

Formula Bot does not charge overage fees. When you reach your limit, features are paused until reset or upgrade.

Usage Best Practices

For Teams

  • Coordinate analysis to avoid duplicate work
  • Share results instead of re-running
  • Use Playbooks for standard reports

For Heavy Users

  • Consider Max or Enterprise plans
  • Schedule intensive work strategically
  • Prioritize high-value analysis

For Occasional Users

  • Free or Pro plans may suffice
  • Upgrade temporarily for big projects
  • Downgrade when not needed

Tracking AI Action Usage

In Chat

When using AI Actions, you'll see:

  • Action cost before processing
  • Confirmation prompt
  • Remaining balance after

In Playbooks

Scheduled enrichments:

  • Deduct AI Actions on each run
  • Failed runs don't use AI Actions
  • Monitor in run history

Next Steps