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| | = Overview = |
| | To keep OdataLink subscriptions affordable and predictable for everyone, we've introduced a [https://odatalink.com/fair-use-policy '''Fair Use Policy''']. This policy sets a monthly download limit for data retrieved from your connected [[Data Files|data file(s)]]. |
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| | The guidance below applies to all models connecting to Xero, Xero Practice Manager, MYOB and QuickBooks. Following these steps will: |
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| To keep OdataLink subscriptions affordable and predictable for everyone, OdataLink has introduced a [https://odatalink.com/fair-use-policy '''Fair Use Policy'''] with a '''''Monthly Download Allowance per licensed Data File'''''.
| | * Reduce your monthly download volume; and |
| | * Improve refresh performance |
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| The guidance below applies to ''all Connected Accounting Systems'', namely Xero, Xero Practice Manager, MYOB and QuickBooks, but is most relevant to Xero given the new upstream egress charges. Following these steps will:
| | You can monitor your current usage at any time in your [https://app.odatalink.com OdataLink Admin Portal]. |
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| * Reduce your monthly download volume,
| | Steps to monitor usage by [[Data Files|Data file]], [[Models|Model]], and [[Users|User]] can be found in the [[How to track my OdataLink Usage]] support page. |
| * Improve refresh performance, and
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| * Help you stay within your allowance — avoiding optimisation requests or custom pricing.
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| You can monitor your current usage at any time in the [https://app.odatalink.com OdataLink Admin Portal] under the '''Usage''' tab in Model and Data File details.
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| == For everyone (accountants, bookkeepers, business users) == | | == What is Usage == |
| | | '''Usage''' is defined as the volume of data OdataLink retrieves from your connected [[Data Files|data files]] each month. |
| The following changes can be applied directly in your OdataLink Admin Portal or in your reporting software:
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| === 1. Reduce automatic refresh frequency ===
| | This includes data retrieved by [[Microsoft Power BI|Power BI]], [[Microsoft Excel|Excel]], or [[OData Client Compatibility|other]] data pipeline and reporting tools, either via automatic scheduled refreshes or manual report refresh. |
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| Most reports do not need to refresh every hour, every day, or on weekends. Each scheduled refresh re-pulls data and counts toward your allowance.
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| * Match the refresh frequency to how often you actually look at the report.
| | == For everyone (accountants, bookkeepers, business users) == |
| * Disable refreshes outside business hours and on weekends if the report is not viewed then.
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| * For monthly reports, a daily or weekly refresh is usually sufficient.
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| === 2. Apply a Cut-off Date (Hybrid Archive) on your model === | |
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| The Cut-off Date setting tells OdataLink to treat older data as "archived". Archived data is downloaded once and reused, while only recent data is refreshed on each pull.
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| This method dramatically reduces the volume retrieved on every refresh.
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| [https://odatalink.com/2025-03-increase-performance-of-your-odatalink-odata-feeds-using-the-cut-off-date-settings/ How to use the Cut-off Date setting →]
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| === 3. Set a Default Date Range on your model ===
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| If you never report on data older than, for example, two financial years, you can configure the model to ignore data outside that window entirely.
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| This applies a date filter at the source and reduces every download.
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| [[Default Date Range|How to set a default date range →]]
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| === 4. Enable Polling for Changes ===
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| Polling allows OdataLink to detect and pull only the records that have changed in your accounting file, rather than re-downloading the full dataset on every refresh.
| | Please refer to the following support note detailing optimisation techniques that can be applied directly in your OdataLink Admin Portal or in your reporting architecture. |
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| [[Configure OdataLink to poll for changes|How to configure polling →]] | | [[How to Reduce my OdataLink Usage - For everyday users]] |
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