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An invoice request asks someone to send proof for a charge that is still missing documentation. ClearSpend can send requests automatically when a charge has an owner, or you can send one yourself from Transactions. While a request is open, Evidence shows Requested. After the file is linked, it shows Invoice. See Evidence column status.

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Request for one charge

  1. On Transactions, open ⋮ on the charge.
  2. Click Request invoice.
  3. Add recipients and an optional note, then send.

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Bulk request

  1. On Transactions, click Request missing invoices in the toolbar.
  2. Confirm recipients and send.
The button shows how many charges on the current page are ready to request.

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Automatic invoice requests

If a charge still has no match about 1 hour after it lands, and it has an owner, ClearSpend:
  1. Opens an invoice request
  2. Emails the owner a public upload link
  3. Sends a reminder every 24 hours until proof is attached

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Request dialog options

When you send a request yourself:
Request invoice dialog for an OpenAI charge with recipient email and optional note

Request invoice dialog: recipients, optional note, Upload URL, and Send request.

Contributors and above can send invoice requests. Contributor is the same role as Member.

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Request notifications

Requests go to the owner by default. Recipients do not need a ClearSpend account. They only see the charges they were asked about. Manage channels under Settings → Notifications. See what the email looks like on Email notifications. Change who gets requests on Change owner.

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What the recipient sees

The email (and Slack, if connected) includes a public upload link. The recipient opens it in a browser. They never sign in to ClearSpend. On that page they see:
  • Your organization name and how many charges still need a file
  • Charges grouped by vendor, with amount and date
  • An upload area on each charge
After a file uploads, ClearSpend shows Matching invoice… while it checks the file against that charge. Accepted types are PDF or JPEG, up to 50 MB. Each recipient sees only the charges they were asked about, not your full workspace.

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If the invoice does not match that charge

ClearSpend still saves the file. If it does not match any charge, the request stays open and the recipient can upload again. The file remains in ClearSpend. You can go to Files & Documents to delete it. If the file fits a different charge already in ClearSpend, that match succeeds. The invoice is linked to that charge. The original request stays open until the right invoice is uploaded for it.

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Resolving a requested charge

The recipient does not have to use the public upload link. If the file arrives through Gmail, Google Drive, Slack, WhatsApp, upload, or another channel, ClearSpend can match it to the charge. Once linked, Evidence shows Invoice, the charge is reconciled, and follow-up emails stop.