Plan limits for products and suppliers
Each Rinvy plan caps how many products, suppliers, recipes, menu items, admin users and team members one kitchen can have. Free has the lowest caps, Standard raises them, and Pro removes all six. The server checks every cap, so no screen or import in the app can go past one.
The numbers
| Free | Standard | Pro | |
|---|---|---|---|
| Products | 50 | 300 | Unlimited |
| Suppliers | 3 | 10 | Unlimited |
| Recipes | 10 | 50 | Unlimited |
| Menu items | 10 | 60 | Unlimited |
| Admin users (Owner + Manager) | 2 | 3 | Unlimited |
| Team members (Staff + Viewer) | 5 | 15 | Unlimited |
| AI invoice scans / month | — | 40 included, up to 50 | 300 included, up to 600 |
| AI recipe scans / month | — | 30 included, up to 60 | 100 included, up to 200 |
"Unlimited" on Pro means there's no enforced ceiling.
On Standard and Pro, each AI scan cell shows two numbers: what's included each month, then the cushion you can reach before scanning pauses until the 1st. Plan around the included number. The cushion is there for the occasional busy week.
What counts toward a cap?
Every cap applies to one kitchen. Each kitchen has its own plan, so a second location has its own caps and its own bill.
- Products. Every product in the kitchen counts, including prep items that a recipe makes and products you deactivated. Deleting a product frees its slot, but Rinvy deletes only a product with no history: no counts, receipts, orders, recipes, prep or waste. Rinvy deactivates a product with history instead, and a deactivated product keeps its slot.
- Suppliers. Deactivated suppliers count too. Rinvy deletes a supplier only when nothing in your records uses it, such as a product, an order, a receipt or an invoice. Otherwise Rinvy deactivates the supplier.
- Seats. Rinvy uses role-based access control, the model in which each user gets a role and each role gets a set of permissions, as NIST describes it. Owners and managers fill admin seats. Staff and viewers fill team-member seats. An invite takes its seat as soon as you send it, before the person signs in, and removing a person frees the seat.
- Role changes. Promoting a staff member to manager needs a free admin seat. Moving a manager to staff needs a free team-member seat.
Where to see your usage
Your live counts against these caps sit on the billing page — open Kitchen Settings and choose Billing. The Usage this month card shows one bar per limit, so you can see how close you are before a create gets blocked. Just below it, the AI usage this month card tracks invoice scans (and, on your plan, recipe scans and demand forecasts) against the included amount, so you can see how many scans are left before scanning pauses. The same AI usage card also appears under Integrations, next to invoice intake.
Each bar carries a status. On track means you are below 80% of the cap. Approaching limit starts at 80%. Over limit shows once you reach the cap, and the next create of that kind fails. On Pro, each row shows ∞ and the number in use.
What happens when you reach a cap?
Rinvy refuses the one action that would take you past the cap, and everything you already have keeps working. The message names the cap and the plan, for example: "You've reached the products limit for the Free plan (50). Upgrade to add more."
- Creating one more thing. The create returns an error and nothing is saved.
- Importing a CSV that pushes products over the cap. The entire import is rejected. Split it into smaller batches.
- Importing a CSV that pushes suppliers over the cap. The surplus suppliers are skipped (warning per skipped supplier), but the products themselves still import without a supplier link.
- Building your catalog from an invoice. Rinvy adds products up to the cap, skips the rest, and tells you how many it skipped. See build your catalog from an invoice.
- Inviting team members when you're already at the cap. The invitation isn't sent.
- Scanning past the monthly AI cap. Uploads and scans pause until the 1st. An invoice forwarded by email in that time is held, not lost. The AI usage this month card shows how many are waiting, and Rinvy scans them when the new month starts or when you upgrade.
For example, say your kitchen has room for 5 more products and you import a CSV with 8 rows. Rinvy rejects all 8 and saves none of them. Import the 5 products you need most, or upgrade first and then import all 8.
Moving to a smaller plan
If a paid plan is canceled, the kitchen moves to the Free caps. A move from Pro to Standard works the same way with the Standard caps. Rinvy deletes nothing: every product, supplier, recipe, menu item and team member stays. While a count is above the new cap, you can't add another of that kind. Remove enough to get below the cap, or upgrade again.
During a free trial, the kitchen has the caps of the plan it is trying. If a payment fails, the paid caps stay for a grace period. After that, the Free caps apply until the payment goes through.
When to upgrade
- You're at the supplier cap and adding another distributor.
- You're approaching the product cap and your catalog is still growing.
- You've outgrown the admin or team-member counts, for example when you hire for a new shift.
Monthly or yearly
Every paid plan bills monthly or yearly. Yearly costs ten months for twelve — two months free — so Standard runs $290 a year ($58 off twelve monthly payments) and Pro $690 a year ($138 off). That works out to $24.17/mo and $57.50/mo.
A few things to know:
- Free trials are always monthly. A trial starts on monthly billing, so your first charge is one month's price, never a full year's.
- Switching to yearly is offered when your trial ends, and any time after from Kitchen Settings → Billing. The Switch to yearly line opens your billing portal, which is Stripe's customer portal. The change takes effect there with no second checkout.
- 30-day money-back on an annual plan — email support@rinvy.app within 30 days of the annual charge for a full refund. After that window, annual fees aren't refunded or prorated.
- Your rate is locked for the term. An annual price stays put until it renews.