Storage
How much space you have, what consumes it, which formats are accepted and how to free it up.
Prestafolio stores the files you upload to each client's record: a scanned ID, a photo of a collateral item, a signed contract. All of that takes up space, and space does have a cap (unlike clients or loans, which are unlimited).
How much space you get
Plan | Storage |
|---|---|
Basic | 512 MB |
Gold | 2 GB |
Premium | 4 GB |
It is a single pool for the whole account, shared across every client's files: there is no separate bucket per client.
What you can upload
Accepted formats:
- JPEG, PNG and WebP images
- PDF documents
Maximum size per file: 10 MB. Photos on a client's record are already compressed before being sent, so an ID photo taken with a phone goes through fine.
The content has to match the format. Prestafolio does not trust the extension: it opens the file and checks its actual signature. If you rename a .zip to .pdf, the upload is rejected with a notice that the file content does not match an allowed type. That is a protection, not a bug.
What happens when it fills up
When an upload would push you over your quota, it is rejected in full and you will see something like:
Storage limit reached (1.9 GB of 2 GB used). Delete a file or upgrade your plan.
The file is never left half-uploaded: either it fits or it does not.
Seeing what is eating your quota
On each client's record, the Files list can be sorted by size (largest first) as well as by date, and searched by name. It is the fastest way to find that 8 MB scan that slipped in months ago and nobody needs anymore.
Free up space
- Delete files from a client's record. The space is freed immediately: the moment you delete the file, it stops counting against your quota.
- Delete a client you no longer need. Their files stop counting along with them.
Upgrade
Moving from Basic to Gold multiplies your space by four, and the new quota applies instantly, without waiting for the next billing cycle. See Managing your subscription.
Other errors you may see when uploading
Message | What happened | What to do |
|---|---|---|
Unsupported file type | The format is not on the list (a .docx or a .zip, for example) | Convert it to PDF or to an image |
The file is empty | The file is 0 bytes | Export or scan it again |
The file exceeds the maximum | Over 10 MB | Compress the PDF or lower the scan resolution |
The content does not match an allowed type | The extension lies about the actual content | Open the file, check it is what you think it is, and save it again in a valid format |
Storage limit reached | Your plan quota is full | Free up space or upgrade |
If you upload many files back to back, the app limits the pace to around 30 uploads per minute. This is not an error: wait a few seconds and carry on.
Practical tips
- Scan in black and white at 200-300 dpi. A 5-page contract scanned in colour at maximum quality can weigh 8 MB; the same document, perfectly readable, weighs under 1 MB. With Basic's 512 MB you can fit hundreds of contracts if you scan sensibly.
- One multi-page PDF takes less space than several loose photos, and it is easier to find later.
- Check the size-sorted list once in a while. The heaviest scans are the first candidates to clean up.
The rest of your plan's limits are in Your plan limits.