Quotas and caps

Buyer → Settings → Caps & windows → Edit. Set a daily, weekly and/or monthly cap. Leave a field empty for unlimited. A buyer that reaches a cap is skipped by distribution until that window rolls over.

Every window is counted in the buyer's own timezone — set under Settings → Profile, UTC by default. A buyer in New York gets its day at New York's midnight, not yours.

Set several and every one of them is enforced — whichever fills first pauses the buyer. 10/day and 100/week means at most 10 leads on any given day, and nothing more that week once it has had 100.

Match a buyer's billing cycle

Buyers rarely all bill on the 1st. If one upgrades on August 16, its new cap should run August 16 – September 15, not reset halfway through on September 1.

Settings → Caps & windows → Edit, then under the Monthly cap, click Change next to Resets on the 1st. Pick the day under Cycle starts on, or hit Start today to use today's date in the buyer's timezone. The cycle then repeats on that day every month, and the buyer page and portal both show the real window instead of a calendar month.

Short months are clamped to their last day: a cycle starting on the 31st runs to November 30, then to December 31. So the 31st is also how you say "the last day of the month".

Moving a buyer in mid-cycle

Migrating from another delivery tool? Your buyers have usually already received part of this month's allocation. Instead of temporarily lowering the cap, enter what they already got: Buyer → Settings → Caps & windows card → Adjust the count → This cycle. The same link sits at the bottom of the Caps panel.

Those leads count toward the monthly cap — a buyer on 50/month who already received 37 elsewhere gets 13 more — and the number is shown separately ("42 / 50 · 37 carried over"), on your side and on the buyer's portal. At the buyer's next cycle it clears itself; nothing to undo.

Pairs with Cycle starts on: set the buyer's own renewal day and the carried-over amount expires exactly on their date.

Every cap has one. Each of your caps gets its own field in that panel, under Already received outside LeadMove — Today, This week, This cycle — and each clears when its own window rolls over; the panel says when under each field. A buyer capped at 20/week that already took 8 elsewhere gets 12 more this week and a clean 20 next Monday, whatever its monthly figure says. A field appears once its cap is saved: set the cap in Caps & windows first, then adjust the count.

The fields aren't only for migrations. Use them whenever leads reached the buyer without going through LeadMove: a correction you discover mid-cycle, leads you sold to that buyer directly, or a parallel run while you switch tools. Enter the new total and save.

Duplicating a buyer? The copy inherits the caps but never the original's carried-over amounts — those are the original's history, not configuration. Open Adjust the count on the copy and enter its own.

Rolling over unfilled quota

If a buyer's cycle ends under its cap, LeadMove can add the shortfall to the next cycle automatically. A buyer capped at 40/month who received 37 starts the next month with a cap of 43 — shown as 40 + 3 rolled over.

Turn it on per buyer in the Caps & windows panel, under Advanced → Roll over unfilled quota. It is off by default, and Advanced opens by itself when it is on. Weekly and monthly caps each roll over separately: a weekly shortfall is added to the next week, a monthly one to the next month. Daily caps never roll over — they protect how many leads a buyer can handle in a day.

Credits last one cycle. If they are not used in the cycle right after the shortfall, they expire — caps never drift permanently. Leads you declared as received outside LeadMove (carried-over leads) count as delivered when the shortfall is measured.

Every screen shows the breakdown rather than just the higher number: the buyer page names the cycle the credit came from and what it delivered, the Buyers list explains it in the cap tooltip, and the buyer's own portal reads "Includes 3 rolled over from last cycle."

The setting is configuration, so a duplicated buyer inherits it — the copy then earns its own credits from its own history, which on a new buyer is none.

Adjusting the next cycle

A client got more than its share this cycle, or you owe it a few leads? Go to Buyer → Settings → Caps & windows card → Adjust the count → Next cycle (the same link sits at the bottom of the Caps panel) and enter a signed number: −4 opens the next cycle with a cap four lower, +3 with three more. It applies once and clears itself.

There is one field for the weekly cap and one for the monthly cap, and the panel shows what it will do before you save: "From Oct 7: cap 21 (25 − 4)". Enter more than the cap and the next cycle opens at 0, so the buyer receives nothing that cycle; the panel says so.

Where it shows:

• Buyer page: before the cycle starts, under the cap, "next cycle: 21 (25 − 4)". Once it applies, the cap reads 21 with "cap adjusted by −4 this cycle".
• Buyers list: the cap tooltip says "Cap adjusted by −4 this cycle" while it applies.
• The buyer's own portal: nothing while it is only planned. Once it applies, "Your cap this cycle is adjusted by −4."

It adds up with rollover: a buyer on 25/month that ended last cycle 3 short and has −4 planned opens at 24. The preview before the cycle starts doesn't count the rollover, since last cycle hasn't ended yet; it says "plus any rollover" when the setting is on.

Once the cycle has started, its adjustment can't be edited any more: the panel shows it read-only ("Applied this cycle: −4 · cap 21"), and the field sets the cycle after. Daily caps can't be adjusted. Moving the cycle day moves a planned adjustment with it, so it still lands on the buyer's next cycle.

A duplicated buyer never inherits an adjustment: it belongs to the original's cycles.

Quotas also set the share

This is the part people miss. Quotas aren't just a ceiling — they decide how leads split between buyers who all match the same lead.

Under equal split, the least-filled buyer wins each lead, so a buyer with 100/week receives roughly twice as many leads as one with 50/week. Under weighted, the rule's weight drives the draw and the quota fill only paces it: a buyer running behind its quota gets boosted, one running ahead gets reduced. Details and worked example: How distribution works.

What counts toward a quota

Every lead routed to the buyer in the current window, whether it's already delivered or still in flight. A held lead — one queued for the buyer's next open window because it arrived outside its hours — counts from the moment it's assigned, not when it's finally sent. Deliveries that failed or that you canceled don't count — they free the slot back up, in the period they belonged to.

Usage is counted from the deliveries themselves, so what the buyer page, the buyer portal and the routing trace show is always the same number the distribution engine enforces.

Quotas are per buyer, across all your pipelines. There's no per-pipeline cap.

When the buyer is full

It's skipped like any other unavailable buyer: the lead goes to the next one in line, or to a lower tier, and ends up unrouted if nobody is left. The lead page's routing trace names each buyer that was passed over and why.

One exception: a buyer that is at quota but holds compensation credits (granted by you, or from an accepted dispute) still receives the lead. Credited leads are delivered on top of the quota.

When every buyer is at cap

By default an unrouted lead waits for you: Retry routing in the leads list, or Re-run distribution on the lead page. If your buyers regularly fill their caps before the cycle ends, turn on Retry when capacity returns instead — pipeline canvas → gear → Unrouted leads. It is off by default, per pipeline, because a lead delivered two days late is still a billed lead: that is your call, not ours.

When it is on, a lead that ends unrouted because every buyer that matched it was at its cap, closed or paused is kept, and goes back through distribution by itself as soon as a cap resets or a buyer reopens — with that day's buyers, caps and prices. It goes back through your normal distribution; it is not assigned to the buyer that was full.

Keep trying for — 24 hours, 48 hours (the default), 3 days or 7 days, counted from the first failed pass. Past the window the lead stays unrouted, like today, and comes back in Needs attention. Choose it from the lead's shelf life in your vertical: how old can a lead be and still be worth delivering?

Retry timing — Business hours (the default) runs retries between 8 AM and 8 PM in your organization's timezone: a cap that resets at midnight is retried at 8 AM, when your buyers are at their desks and the day's leads are shared normally. Any time retries at the exact instant.

What triggers a retry:

• a cap resetting (checked within 15 minutes of the retry time);
• a buyer reopening — a closure ending, or Reopen now;
• you raising a cap, moving a cycle day or turning rollover on for a buyer — retried right away;
• a rule added to the pipeline, or switched back on, and a buyer set back to active — the usual way out of a full month, retried right away;
• a prepaid balance topped up.

"Right away" still means within business hours when that is the pipeline's timing: a cap raised at 11 PM is retried at 8 AM.

What never waits: a lead that no buyer matched — conditions, no rule, a duplicate. Its cause is in the data or the rules, and the lead page's fix-and-re-run card is the way out. A buyer you have paused is not a reason to wait either: it is out of distribution entirely.

On the lead page, a waiting lead reads No buyer had capacity — retrying automatically, with the next retry, why, and the deadline — "Next retry Oct 7, 8:00 AM — Karp CPA's monthly cap resets at midnight · until Oct 8, 9:14 AM"; Stop retrying takes that one lead out. In the leads list it carries a small clock next to its Unrouted badge, and the dashboard counts them on their own line, N leads waiting for buyer capacity, apart from the unrouted ones you need to act on. Once the window has ended, the card reads retry window ended and the lead is back in N unrouted leads.

Each wait and each retry is a line in the lead's routing trace (Waiting for capacity, Retried automatically), and every retry is one line in Activity, linking to the leads it touched.

Turning the setting on applies to leads from then on — it does not pick up the leads already unrouted. For those, Retry routing in the leads list.

Seeing quota cycle by cycle

On the buyer page, Overview, the Quota by cycle card lists every cycle in the selected period with delivered / cap and a total, for example 74 / 75 across 3 cycles. Pick Last 3 cycles in the period picker. Past cycles use the cap as it is set today.

Each cycle is the buyer's own (its timezone and cycle day), shown whole even when the period only covers part of it, and counted the way routing counts it. The cycle in progress counts for its full cap and says when it resets. A cycle that had rolled-over quota, a next-cycle adjustment or leads carried in from outside LeadMove names them next to its numbers. The card reads the monthly cap, or the weekly one when there is no monthly cap; a buyer with neither has no card.

Seeing who is nearly full

The dashboard's Needs attention panel counts the buyers at 80% or more of a cap they have set. Clicking that row opens the Buyers list showing exactly those buyers, with a Near quota chip above it — remove the chip to see everyone again. Buyers with no cap set are never in it: there is nothing to be near.

Common questions

What happens if I raise a quota mid-period? The room is available immediately. Usage already recorded in the period stays as it is. On a pipeline with Retry when capacity returns on, the leads waiting for that buyer are retried right away.

Do disputed or refunded leads free up quota? No. What counts is deliveries made, not how they ended.

Can a buyer receive more than its daily quota? Only through compensation credits, which are delivered on top, or if you assign a lead manually and force it. Otherwise no — including a buyer on hold: leads waiting for its next window already sit in its count, so it stops being picked once they fill the cap.

My biggest buyer stopped receiving leads mid-morning. Why? One of its caps is full. Check the buyer page for daily / weekly / monthly usage — the daily cap is the usual culprit, and it clears at midnight in the buyer's timezone. The routing trace on any lead it was passed over for names the exact cap and its count.

I changed the cycle day mid-period. What happens to usage? The same thing as changing the timezone: the deliveries don't move, the window does. Usage is recounted over the new window, so it can go up or down immediately. The Now / After preview in the caps panel shows both numbers before you save.

Where do I set the buyer's timezone? Buyer → Settings → Profile → Edit → Timezone. It's the buyer's clock: quota windows and operating hours both follow it, whether or not operating hours are switched on.

Two buyers, same quota, different timezones — why is one getting more? Each buyer is paced inside its own day. A buyer whose local day just started is expected to have received little, so the draw favors buyers further into their day. It evens out over each buyer's full day.

I changed a buyer's timezone. What happens to today's usage? Its windows move with it, so the count can shift by a few leads while the new day boundary settles. Nothing is lost: the deliveries are all still there, only the window they fall in changed.

I entered the wrong carried-over number — can I fix it? Yes, at any point in the window: reopen Adjust the count and change it, or clear the field to remove it entirely. Once that window has turned, the number simply stops counting and the field comes back empty — there is nothing left to correct.

Why does my revenue not match used × price for a migrated buyer? Carried-over leads were received elsewhere, so they are never billed here. Revenue counts only the leads actually routed by LeadMove, while the cap counts both.

A client received extra leads this cycle. Can I give it fewer next cycle? Yes: Adjust the count → Next cycle, on the Caps & windows card, enter the number with a minus sign. It applies on the buyer's next cycle and clears itself after. See Adjusting the next cycle.

Why did this buyer's cap go up? Its rollover is on and last cycle ended under the cap. Open the buyer page: under the cap you'll find the line naming the cycle the credit came from and what it delivered — for example "cap includes 3 rolled over from Jul 16 – Aug 15 (37 of 40 delivered)". Switch Roll over unfilled quota off under Advanced in Caps & windows and the cap goes back to what you typed in, on the next refresh.

Does pausing a buyer create rollover credit? Yes, if the setting is on. A cycle a buyer spent paused or closed still ended under its cap, and the setting says that buyer is owed its contracted volume. If that isn't what you want for a pause, switch the rollover off for that buyer — the two are separate decisions.

How many leads did a client get against its quota over the last three months? Open the buyer page and pick Last 3 cycles in the period picker: the Quota by cycle card shows each cycle and the total, for example 74 / 75. See Seeing quota cycle by cycle.

Does the buyer see its quota? Yes, if it has portal access: its own usage and limits appear on its profile and dashboard. No prices, no other buyers. See Portal access.

Frequently asked questions