ClearSpend separates verified charges (from card statements or Plaid) from supporting documents (invoices and receipts). Only verified charges drive KPI cards, charts, and dashboard totals. Invoices help match and reconcile spend — they do not create spend on their own.
Charges vs. supporting documents
| Data type | How it arrives | Creates a subscription? | Counts in KPIs and charts? |
|---|
| Charge | Card statement (CSV import) or Plaid sync | Yes — verified subscription | Yes |
| Invoice / receipt | Upload, forwarded email, Gmail/Drive sync, Chrome extension, public link | Yes — temporary subscription in Needs review | No (until a charge confirms it) |
| Manual subscription | Add Manually in + Add Data Source | Yes — row on Overview | No (until a charge confirms it) |
Invoice-only amounts never appear in KPI cards, spending trend charts, or dashboard widgets — even if you manually approve the subscription and it moves to Overview. ClearSpend needs a matching charge from a statement import or Plaid before that spend is included in totals.
Invoice-only lifecycle
- Upload or forward an invoice with no matching charge → ClearSpend creates a temporary subscription and places it on Subscriptions → Needs review.
- A charge arrives (statement CSV or Plaid) for the same vendor → the subscription is verified and linked to real spend. Amounts then flow into KPIs and charts automatically.
- You approve manually without a charge → the subscription moves to Overview, but its amount stays out of KPIs and charts until ClearSpend receives a charge from a statement or Plaid.
See Needs review for the approval workflow.
The + Add Data Source button (top-right) is the primary entry point for uploads and manual rows.
| Menu item | What it does | KPI impact |
|---|
| Import your Subscriptions | Upload card statements (CSV) to create or update subscriptions from real charges | ✅ Charges count in KPIs |
| Upload Invoices/Receipts | Attach PDF/JPG files; matched to existing subscriptions when possible | ❌ Supporting document only |
| Forward invoice email | Forward billing email to your workspace @clearspend.cc address | ❌ Supporting document only |
| Add Manually | Enter vendor, amount, and billing cycle yourself | ❌ No charge until statement/Plaid |
| Connect more data sources? → Manage integrations | Open Integrations (Google Workspace, Gmail, Plaid, …) | ✅ Plaid charges count; invoice integrations add supporting docs |
Other entry paths
| Path | Best for | KPI impact |
|---|
| Integrations — Plaid | Ongoing card transaction sync | ✅ Charges count |
| Integrations — Gmail, Drive | Invoice discovery and import | Depends on file type (statement vs invoice) |
| Chrome extension | Upload from browser toolbar or download banner | Depends on file type (statement vs invoice) |
| Public upload link | Collect invoices from someone without a login | ❌ Supporting documents |
| Google Workspace | App discovery and usage signals | Usage only — not spend totals |
What each layer contributes
- Charges (statements + Plaid) — source of truth for what was actually paid. These drive subscription amounts, KPI cards, spending trend, and reconciliation views.
- Invoices and receipts — supporting documents for reconciliation, audit trails, and matching charges to vendors. They can create or update subscription metadata but do not add spend to charts without a charge.
- Integrations and the extension — add usage and app discovery (logins, OAuth grants, directory users) in addition to documents or transactions.
- Grouping on the Subscriptions page rolls related rows under one vendor without deleting history.
Quick decision guide
| Your goal | Start here |
|---|
| Backfill spend history and populate KPIs | Import your Subscriptions (CSV) or connect Plaid |
| Attach proof to an existing subscription | Upload Invoices/Receipts or forward email |
| Vendor with no invoices yet | Add Manually, then import a statement or connect Plaid when charges appear |
| Triage invoice-only detections | Subscriptions → Needs review |
For accurate dashboard totals, connect at least one charge source (statement import or Plaid) before relying on invoice uploads alone. See Choosing integrations if you are unsure which connection to add first. 
