Documentation Index
Fetch the complete documentation index at: https://docs.clearspend.ai/llms.txt
Use this file to discover all available pages before exploring further.
Click any subscription row on the Subscriptions page to open its detail view. This gives you a complete picture of one vendor: how much you’ve spent, who’s using it, every billing event, and any missing documents.
KPIs
Three summary cards at the top:
| KPI | What it shows |
|---|
| Total spend | Cumulative spend on this subscription over the selected date window |
| Average monthly spend | Mean monthly cost, with a trend vs. the prior period |
| Total users | Number of seat-holders, broken down into active vs. inactive |
Spending trend
A line chart showing monthly spend for this subscription over time. Use this to spot price increases, usage spikes, or gaps where no charges were recorded.
Usage
Toggle between two views:
- Usage — a chart showing activity volume over time (logins, OAuth events, etc.)
- Users — a list of every person using this subscription with their last activity date
History
A per-month list of every charge, with columns:
| Column | Description |
|---|
| Month | The billing period |
| Transaction date | The date the charge was processed |
| Amount | The amount charged |
| Documents | Invoices or receipts matched to this charge |
| Reconcile status | Whether the charge has been matched to a document |
| Action | Request a document, view matched files, etc. |
Reconcile status
| Status | Meaning |
|---|
| Matched (100%) | Every document for this period has been matched to a transaction |
| Pending | Documents are present but not yet fully reconciled |
Editing the subscription
From any row in the Subscriptions table, the ⋮ menu has an Edit option. The edit dialog lets you update:
- Owner — the person responsible for the subscription
- Status — Active or Inactive
- Department — for departmental rollups
- Billing Cycle — Monthly, Yearly, or One-time
- Next Billing — the date used for renewal alerts
- Category — changing this from Others to any other category will include the subscription’s spend in all platform KPIs and charts; changing it to Others removes it from all totals
Click Update Subscription to save or Cancel to discard. Members and above can edit; Viewers cannot.
Requesting missing invoices
The Request documents button opens a modal where you can request missing invoices from the subscription owner.
- Choose a notification frequency (e.g. Once a day)
- Select the invoice date(s) via a year/month calendar — pick individual months or click Select all for a full year
- Add an optional note for the recipient
Click Send request to notify the owner by email with a link to a secure upload portal scoped to that vendor.
Reviewing duplicate entries
When ClearSpend detects the same charge arriving from more than one source (e.g. a manually uploaded invoice and a bank statement), a Review Duplicate Entries panel appears on this page.
Each entry shows the document type, ID, source (Manual upload, Plaid, etc.), and file name. You have two actions per entry:
- Remove Duplicate — discard the extra entry
- + Create New Transaction — keep it as a separate charge
Resolving duplicates prevents the same payment from being counted twice when it arrives via multiple integrations.
