Limits and limitations

This page collects the limits you might run into, so you can check one before you start. Each group links to the page with the full story.

Accounts and sign-in

• Passwords need at least 8 characters and no more than 72 bytes (about 72 plain letters and numbers). See Reset your password.
• Forgot password? appears only after a failed log-in attempt. See Sign in.
• Emailed sign-in links work only after you choose Continue on the confirmation page. An incomplete or expired link can't be used.
• Team invitations expire after 7 days. See Accept a team invitation.

Team, roles and seats

• Each teammate, and each pending invitation, uses one paid seat. Inviting needs a free seat. See Invite people.
• Only an Owner can invite an Admin or change roles and Admin permissions. Admins manage Members only. See Roles and admin permissions.
• Reactivating a teammate needs a free paid seat. See Seats.
• You can't remove or deactivate your own account. If the person you remove is a client-facing contact or project manager, you pick who takes over. See Remove a member.
• Teammate photos: JPEG, PNG or WebP, up to 5 MB.
• A past-due subscription keeps working for a 7-day grace period. See Billing and subscription.

Home, activity and notifications

• Home shows up to eight recent projects, the latest five invoices and documents, and the latest ten activity entries. See Home dashboard.
• The activity log covers the firm's 200 most recent entries. See Activity log.
• The notification bell loads your latest ten notifications. See Notifications.
• Search shows up to three results per type. See Global search.
• Up to eight pinned projects and three recent projects in the sidebar. See Recent and pinned projects.

Projects and notes

• Name, project code, city and state are required. See Edit project details.
• Deleted projects are permanently removed after 30 days. Permanent delete is refused when the project has invoices, payments, retainers, tax certificates or time records. See Delete, restore and permanently delete a project.
• A completed or cancelled project can't be paused. See Pause or close a project.
• Closing a project never moves money: held retainers and client credit stay put until you refund them. See Close a project.
• Tasks are read only on archived, cancelled or completed projects. See Project tasks.
• Note images up to 10 MB each, and up to 100 images per note. A private note is visible only to its author. See Project notes.

Spaces and products

• Custom space icons up to 250 KB. See Add a space.
• Deleting a space also deletes its products. See Delete a space.
• Product photos up to 5 MB each. Quotes must be PDF files. See Product page.
• Product links: up to 10 link imports per firm per hour. See Add a product from a link.
• Sending options for approval needs one to three options. See Send options for approval.
• Spec sheets: up to 500 products, a title up to 160 characters and an introduction up to 2,000. See Build a spec sheet.
• Lead time is entered in weeks. See Procurement tracking.

Approvals

• Up to three options per request. Sending needs a client email on the project. See Create an approval request.
• You can decide for your client only while the request is a draft, sent, viewed or has changes requested. See Decide on behalf of the client.

Messages and chat

• Images up to 10 MB, other files up to 20 MB, and up to 10 attachments per message. See Project chat.
• A message can hold up to 5,000 characters and reference up to 20 people or items.
• Conversations with former teammates are read only. See Messages workspace.

Files

• Up to 100 MB per file, one file per upload. SVG images aren't accepted. See Upload a file.
• Archived files are permanently deleted after 30 days unless restored. Archived files can't be shared or copied. See Files.
• Payment proofs, refund proofs and tax-exemption certificates show only to the Owner and Admins, and payment and refund proofs can't be archived. See Files.

Directory

• A client with projects can't be deleted until the projects are removed or reassigned. See Edit or delete a client.
• A vendor with linked products can't be deleted. Set another vendor on those products first. See Edit or delete a vendor.
• A client needs a project before you can send a portal invite. See Send or resend a portal invite.

Invoices and payments

• To create invoices, Stripe payouts must be connected first. See Before you start: connect Stripe.
• Up to 500 time entries per invoice. Billing logged time needs the Time tracking permission. See Create an invoice.
• Invoice attachments: PDF only, up to 20 MB each.
• Recorded payments and applied credits must be reversed before you void or delete an invoice. See Void, void & duplicate, delete a draft.
• Payment references up to 120 characters. Proof of payment: PDF, JPG, PNG, WebP, GIF or TIFF, up to 100 MB. See Record a manual payment.
• Importing past invoices: up to 10 PDFs per batch, 15 MB per PDF, and up to $9,999,999.99 per invoice. Imports never email clients. See Import past invoices.
• Refunds to clients are recorded, not paid, by Moodiri. A refund can't be more than the available client credit, and credit imported from QuickBooks can't be refunded in Moodiri. Up to 10 proofs per refund. See Record a client refund.

Time

• Time report exports: PDF covers the first 100 entries, CSV the first 50,000. See Reports.
• Google Calendar sync is read only: Moodiri never changes your calendar. See Google Calendar sync.
• Nobody approves their own week with Approve. See Approve a timesheet.

Financials

• The Financials report shows the latest 25 card and bank payments in a period. See Financials report.
• Sales tax reports cover up to 5 years and up to 2,500 tax records; narrow larger ranges. See Sales tax report.
• A retainer can be applied only to a draft invoice, and cancelled only while it's awaiting payment. See Retainers.

Client portal

• Clients see only the products and documents you share. Costs, markup, trade discounts and vendor prices are never shown. See How the portal works.
• A portal sign-in lasts 30 days on a device.
• Portal addresses use 3 to 40 letters, numbers and single hyphens; some are reserved. Old addresses redirect to the current one. See Your portal address.
• Clients' sign-in codes are six digits and expire after 10 minutes. See Signing in to your portal.
• Publishing a question flow makes its questions read only, and only published flows can be attached to a space. See Publish and attach a question flow.

Browser extension

• Up to 20 photos per captured product. See Capture a product.
• 300 monthly captures are included. See Browser extension.