Document Storage

Focal Point includes built-in document storage for files attached to projects, tasks, notes, trips, and reservations. This article covers what you can upload, how the parser handles receipts and reservations, and what happens when you bump up against your quota.

Quotas

• Free: 250 MB total storage, 5 MB max per file
• Premium: 10 GB total storage, 100 MB max per file

You can see current usage in Settings → Storage. The breakdown groups files by category (documents, images, attachments, receipts) so you can free up space deliberately.

Supported file types

Most common file types are accepted:

• Images: JPEG, PNG, HEIC, GIF, WebP
• Documents: PDF, DOCX, XLSX, PPTX, TXT, RTF, Markdown
• Audio: MP3, M4A, AAC, WAV
• Video: MP4, MOV (subject to file-size limit)
• Other: ZIP, CSV, JSON, and most plain-text formats

Files larger than your per-file limit are rejected at upload time with an in-app prompt to upgrade or to compress the file.

Uploading files

You can add files three ways:

• Inside the app: tap the paperclip icon on a task, note, project, or reservation and pick from your photo library, files app, or camera.
• Share extension: from any other iOS or Mac app, tap Share → Focal Point and pick a destination.
• Drag and drop on Mac.

Make photos & documents searchable

The text inside the images and PDFs you add becomes searchable by its contents — on every plan. Snap a photo of a concert flyer, a business card, a handwritten whiteboard, or a printed schedule, and you can find it later by searching for words it contains — a band name, a phone number, a date — even when the file name says nothing about them. This OCR-extracted text feeds both keyword search and the Ask Focal Point assistant. (AI summaries of documents are a Premium feature, but searchability is free.)

Receipt parsing

When you add a photo of a receipt or upload a receipt PDF, Focal Point uses on-device and cloud OCR to extract the merchant, date, total, and individual line items where possible. Parsing accuracy varies by receipt type:

• Restaurant and grocery receipts are the most reliable — merchant, total, tax, and tip usually populate correctly.
• Retail receipts work, but unusual layouts (multi-column or mixed-currency) may need manual fixes.
• You can always edit any parsed field. The original image is kept alongside the parsed data so you can re-check the source.

Parsed receipts in a Trip automatically feed shared-expense tracking. In other projects, parsed receipts become attachments with searchable metadata.

Over-quota behavior and grace period

Going over your storage quota doesn't immediately delete anything. Here's the lifecycle:

1. You exceed quota. The app shows a banner. Existing files stay accessible. New uploads are blocked.
2. 90-day grace period. Everything still works. You receive reminder emails at the start of the period and again at 7 days remaining.
3. Day 90 — cleanup. If you're still over quota, your oldest files are removed until you're back under your limit — standalone attachments go first, while files tied to active trips and shared projects are kept when possible. Removed files can be restored for 30 days by resubscribing to Premium; after that they're permanently deleted.

Freeing space yourself. A normal Delete moves a file to Trash, and files in trash still count toward your quota until they're removed for good. To actually reclaim space you have two options: open Settings → Storage and use Export & Delete (downloads the originals, then removes them immediately — this bypasses Trash), or open Settings → Trash and Delete permanently on the files you no longer need. Or upgrade to Premium to raise the cap to 10 GB.

Privacy

Your files are stored in Firebase Cloud Storage and accessed only by you (and project collaborators where you've shared the file). We don't read or train models on your content. See the Privacy Policy for full details on data handling.