Subscription
A recurring or one-time service your organization pays for (Atlassian, Slack, Google Cloud Platform, a domain registrar). Each subscription has an amount, a billing cycle, an owner, a status, and a category.App
Any third-party tool detected in your organization, whether or not you have an active subscription. Apps are discovered from connected integrations (logins, OAuth grants, email receipts) and appear on the Apps page.Document
An invoice, receipt, or card statement attached to a subscription. Documents can arrive via manual upload, forwarded email, Gmail/Drive sync, the Chrome extension (popup or download banner), or a public upload link. ClearSpend treats documents differently depending on type:- Card statements (CSV) and Plaid transactions create charges — the source of truth for KPI cards, charts, and dashboard totals.
- Invoices and receipts are supporting documents for reconciliation and audit. They can create or update subscription metadata but do not add spend to KPIs without a matching charge.
Charge
A verified payment row from a card statement import or Plaid sync. Charges drive subscription amounts and every spend KPI on the dashboard. Invoice-only uploads do not create charges.Renewal
The upcoming billing event for an active subscription. Renewals show up on the dashboard, in the calendar, and on the dedicated Renewals page so you can review or cancel before the charge hits.Workspace user vs. Person
A workspace user is anyone with a ClearSpend login: Owner, Admin, Member, or Viewer. A person is a discovered user from a connected source (e.g. your Google Workspace directory) who doesn’t necessarily have a ClearSpend login yet. People appear in Team → People so you can monitor their software usage and invite them when ready.The same human can be both a workspace user and a person. They’ll show up in both Team → Members and Team → People, linked by email.