Day 7 — AI quotas at the org level

The last day in the series. Today we turn the abstract “how much AI can the firm use this month” into specific budgets per person — and set the policy that decides what happens when one attorney has a big filing week.

How quotas actually work

Every tier has three numbers per seat:

• AI Chat cap — interactive Ask Fola conversations per month
• AI Autofill cap — one-shot form fills per month
• AI Review cap — pre-filing reviews per month

Demo orgs get 5 / 2 / 2 per seat × 5 seats = 25 / 10 / 10 firm-wide per month. Firm Starter ($59/seat) gets 10 / 25 / 5; Firm Pro ($99/ seat) gets 25 / 30 / 7. Numbers per tier live on the billing reference.

These numbers are the pool. By default the whole firm shares them — first-come-first-served, no per-person limit. That’s the right default for most small firms.

When pooled isn’t enough

Once you have ~5+ attorneys with very different workloads, the pool gets uneven: one heavy-user attorney can consume the whole month’s budget in their first week, leaving everyone else dry. The fix is per-member budgets.

Open Settings → Usage budgets:

For each member, set a number for each AI feature. The default is “unlimited within the pool”; set a specific number and that member is capped at that number per month, regardless of how much pool is available.

Common patterns:

• Founder gets unlimited (pool default), everyone else gets a fair share. Good for small firms where the founder is the heaviest user and predictable.
• Equal split across everyone. Good for firms that want everyone to feel they have a known budget.
• Practice-area-specific shares. Immigration heavy on autofill, tax light. Set autofill higher for the immigration team.

Don't over-engineer it on Day 7

The default pooled allocation is fine for ~80% of firms forever. Only move to per-member budgets when you see actual friction (an attorney complaining they can’t run an autofill, or one person dominating the usage chart).

Overage allowance

If a member hits their per-member cap and the firm is on a paid tier, the next AI run gets pay-as-you-go billed at the tier’s overage rate ($0.30–$0.65 per chat, $4 per autofill, $8–$10 per review). Demo orgs are hard-capped — no overage charges, no surprises.

Org admins control whether overage is allowed firm-wide. Open the same Usage budgets page and toggle Allow overage per member. Default: off. Turn it on for the members you trust to spend.

Mid-cycle reallocation

If a member needs more right now (RFE deadline, big filing week), an admin can bump their budget mid-cycle:

1. Open Settings → Usage budgets → [their row].
2. Adjust the cap upward (or set “unlimited within pool”).
3. Save.

The change takes effect immediately. Their next AI run uses the new cap. The change is also logged in Settings → Activity so you can audit who increased whose budget when.

Watching usage

Two surfaces to keep an eye on:

Per-member usage — every member can see their own:

Firm-wide insights — admins see a roll-up:

The insights page surfaces who’s using the most, which features are hot, and how close the firm is to the monthly pool ceiling. Open this once a week early on; once your team settles into a rhythm you can check it monthly.

Billing — what shows up on the invoice

Open Settings → Billing:

Three categories on every monthly invoice:

1. Base subscription — per-seat × active seats × tier price
2. AI overage — pooled or per-member overage from the cycle just closed
3. Add-ons — Concierge Mail Order, Mandamus generation, etc. purchased that month

The first charge on a new paid subscription runs on the 1st of the calendar month following sign-up, prorated. Auto-charges against your saved card. We cover the full billing model in the billing reference.

End of the series

That’s the firm-admin onboarding tour. From here:

• Bring on real clients. The setup work is done; everything from here is just running cases.
• Browse the product reference for any feature we haven’t covered.
• Read the billing reference before you upgrade off the demo plan.
• Set up the API + SDK if you want programmatic access for back-office tooling.

If anything in the series is unclear or out of date, the docs are open-source on GitHub — there’s an “edit this page” link at the bottom of every article. Or hit reply on any Fola email; the founder reads the inbox.