Subscription & Billing
Limits & quotas
One page, every number. If you're trying to figure out 'is X allowed on my plan?' — the answer is here.
Plan limits
This table is the source of truth. Every other page links here instead of repeating a number. For prices, see plans & pricing.
| Limit | Free | Pro | Business |
|---|---|---|---|
| Monthly allowance (submissions & requests) | 1,000 | 50,000 | 50,000 |
| Storage | 100 MB | 500 GB | 500 GB |
| Forms | Unlimited | Unlimited | Unlimited |
| Workspaces | Unlimited | Unlimited | Unlimited |
| Team members per workspace | Unlimited | Unlimited | Unlimited |
| Custom domains + email domains (combined) | — | Up to 5 total | Up to 20 total |
| Theme presets | Included | Included | Included |
| Custom themes & workspace themes | — | Included | Included |
| PDF generation & download | Included | Included | Included |
| Self email notifications | To the workspace owner | Included | Included |
| PDF attached to notification emails | — | Included | Included |
| Form emails per workspace per day | 500 | 10,000 | 25,000 |
| GA4 & Axiom analytics streaming | Included | Included | Included |
| Branding removal | — | Included | Included |
| Advanced analytics | — | Included | Included |
| Analytics data history | Not collected | 1 year | 1 year |
| Custom email templates & sender domains | — | Included | Included |
| Request invitation emails | 10 free, once per account | Included | Included |
| Request reminder emails | — | Included | Included |
| Partial submission tracking & cross-device resume | — | Included | Included |
| Turn bot protection off | — | Included | Included |
| AI Skills | — | Included | Included |
| Respondent email verification | — | — | Included |
| Custom data retention | — | — | Included |
| Version history (revert to a past publish) | — | — | Last 50 versions |
| Shared AI credit pool | — | — | Included |
| Inactive form retention | 1 year idle → trash, then 30 days to restore | Never archived | Never archived |
Business teams can go higher, as a paid add-on
Storage and the monthly allowance can both be raised above the Business figures. The extra allowance is a paid add-on on top of the Business subscription, priced per account and only available on Business. It isn’t self-serve — ask us, agree a price, and we grant the extra allowance on your account.
The monthly allowance, in detail
One pool covers both ways of collecting an answer. A unit is spent when:
- a respondent completes a submission through a share link, or
- you create a request — answered or not, because the unit pays for the invitation and reminders it may send.
The submission a request collects is already paid for by the request, so it counts nowhere. Test requests and their submissions count nowhere either. Partial and abandoned responses don’t spend anything — only a completed submission does.
The pool is the workspace owner’s, and it resets on the 1st of each calendar month (UTC). Track it on the Subscription page under Plan usage, where the row is labelled Submissions & requests.
Free invitations (Free plan)
A Free account gets 10 free invitations, once for the life of the account, so you can try having formbase email the request link before you upgrade. Each request you create with email delivery spends one. They belong to the workspace owner’s account, whoever creates the request, and they never reset: once all 10 are spent, email delivery needs Pro or Business, and you can still create requests and send the link yourself.
- They cover the invitation only. A request sent on a free invitation gets no reminders, because reminders need Pro or Business.
- An invitation that bounces still counts. Test requests and repeated calls with the same idempotency key spend nothing.
The Manual tab of the share sheet shows how many are left. When the last one is spent, the API, MCP server and dashboard refuse email delivery with
UPGRADE_REQUIREDand reasonFREE_INVITATIONS_USED.- Guest accounts don’t get free invitations.
Inactive form retention (Free plan)
To keep storage bounded for free workspaces, formbase automatically moves a free-plan form to trash when it hasn’t been edited or received a submission for more than a year. The form stays in trash for 30 days, where you can restore it. After 30 days in trash, the form and all of its data — submissions, file uploads, PDFs, integrations — are permanently deleted.
A form is never archived without warning: formbase only moves it to trash if a warning email was actually delivered to the owner at least 30 days earlier. If the warning couldn’t be delivered, the form stays put and the clock restarts.
Pro and Business forms are never auto-archived for inactivity. If a paid plan fully lapses, the account counts as free from day 7 of the lapse — the same year-idle rule and 30-day warning runway apply from there. See upgrading & downgrading.
What counts as activity:
- Any edit in the form editor
- Any completed submission from a respondent
- Restoring the form from trash
Restoring an inactive form:
Open trash in your dashboard within 30 days and pick Restore. The form returns to its original folder.
Keep a form active
Opening the form and making any edit resets the one-year clock. Paid accounts skip this rule entirely.
Form-level limits
| Limit | Value |
|---|---|
| Field types available | 20+ |
| Conditional logic operators | 35+ |
| Pages per form | Unlimited |
| File upload max size | Set per file field |
| Form languages (UI translation) | 65 built-in, plus any BCP-47 code you type |
Developer limits
| Limit | Value |
|---|---|
| API tokens per user per workspace | Up to 10 |
| API token default expiry | 30 days |
| Webhook & integration delivery attempts | 5 total (1 initial + 4 retries), exponential backoff |
| Request callback delivery attempts | 8 total, spanning about four hours |
How limits work in a workspace
Storage and the monthly allowance are tied to the workspace owner’s plan — not to individual members. When you’re invited to a Pro workspace, your uploads use the owner’s storage and the answers you collect spend the owner’s allowance. A member on Free can build and publish in a Pro workspace and gets Pro features there. Workspaces and members are unlimited on every plan.
AI credits are the exception. On Free and Pro each person has their own balance. On Business the owner can turn on Shared workspace AI credits per workspace, and members there spend the owner’s purchased credits instead of their own balance.
What happens when you reach a limit?
Your forms never close, and nothing you’ve already collected is ever deleted. Only new activity for the maxed-out resource pauses. The moment you free up space or upgrade, everything resumes.
Monthly allowance
Your forms pause new share-link submissions and you can’t create new requests until the counter resets on the 1st. Requests you already created can still be answered — the unit was spent when you created them. Your forms stay published, and everything you’ve already collected stays available. A respondent who tries to submit during the pause is told the form isn’t accepting responses right now; their answers aren’t saved. Upgrading lifts the cap straight away.
Storage
Your forms pause new file uploads. Existing files and submissions stay safe and downloadable. A respondent uploading to a full workspace sees an upload error. Delete old submissions or files to free space, or upgrade.
Custom domains
Domains you already connected keep serving. You can’t add another until you remove one or upgrade — swapping which domain is active costs nothing.
We warn you before you hit the wall
formbase emails the workspace owner at 90% and again at 100% of your storage or monthly allowance, so a busy form never stops collecting without notice. Each warning is sent at most once per calendar month per limit, and the numbers are re-checked before sending, so freeing up space cancels a queued email. On Free the email links you to upgrade; on Pro and Business it points you to support.
Need higher limits?
Reach out via the in-app chat or email. On a Business account we can raise the storage and monthly allowance as a paid add-on; the price depends on how much extra you need.