Transaction
A transaction is a single charge from your card, Xero, or a statement upload. One row on Transactions. Transactions come from Plaid, Xero (Xero → ClearSpend), or statement uploads (PDF or CSV). They drive dashboard totals, matching, and export. Uploading an invoice alone does not create a transaction.Reconciliation
Reconciliation is linking a transaction to its supporting invoice or receipt. ClearSpend matches automatically when vendor, amount, and date align. When a match is confident, the row is reconciled. When it is not, you attach a file, send a request, or review it in Matching invoices. Reconciliation is the core workflow: every charge should have its proof before you close the books.Document
A document is an invoice, receipt, or statement file attached to a transaction. Documents can arrive through Gmail, Google Drive, WhatsApp, upload, Slack, the Chrome extension, email forwarding, or a public upload link from an invoice request.- Card statements (PDF or CSV) and Plaid data create transactions.
- Invoices and receipts are proof for reconciliation. They do not add spend to KPIs until they match a transaction.
- WhatsApp is proof only. Statements sent on WhatsApp are not turned into charges.
Subscription
A subscription is a vendor you pay on a recurring or grouped basis — Slack, Atlassian, Google Workspace, and so on. Subscriptions are built from transactions, not from invoices alone. ClearSpend groups similar charges by vendor, amount, and billing pattern. Each subscription has an owner, billing cycle, renewal date, and status. See Subscriptions for how grouping works.Renewal
A renewal is the next billing date for an active subscription. Renewals appear on Renewals, the dashboard, and your calendar feed so you can review spend before it hits.Workspace user vs. person
A workspace user has a ClearSpend login: Owner, Admin, Contributor, or Viewer. Contributor is the same role as Member. A person is someone discovered from a connected directory (for example Google Workspace) who may not have logged in yet. People appear under Team → People.The same email can be both a workspace user and a person — linked in Team → Members and Team → People.