Editing a subscription - ClearSpend

From any row in the Subscriptions table, open the ⋮ menu and click Edit to open the edit dialog.

Edit subscription modal — Edit subscription: update owner, status, department, billing cycle, next billing date, and category.

Editable fields

Field	What it controls
Owner	The person responsible for this subscription
Status	Active or Inactive
Department	Used for departmental spend rollups
Billing Cycle	Monthly, Quarterly, Semi-Annually, Yearly, or One-time
Next Billing	The date used for renewal alerts
Category	You can change the category to classify the subscription
Type	Choose between SaaS and Non-SaaS

Click Update Subscription to save or Cancel to discard.

When editing is blocked

You can open Edit for any subscription, but Update subscription is disabled when the last transaction is too old for that billing cycle:

Billing cycle	Last transaction must be within
Monthly	Past 3 months
Quarterly	Past 6 months
Semi-annually	Past 9 months
Yearly	Past 15 months

This matches how ClearSpend decides Active vs Inactive on Renewals. If a recurring charge has not posted within that window, the subscription is treated as lapsed and edits stay locked until a new transaction arrives (for example from Plaid or a card statement import). Members and above can edit subscriptions. Viewers cannot.

Something wrong?

Symptom	What to do
Update subscription is greyed out	Last transaction is outside the grace window (3 months for monthly plans). Import a recent charge or wait for Plaid to sync
Edit option not visible	You may have Viewer role — ask an Admin to change it
Category change not reflected in dashboard	Allow a few seconds, then refresh
Wrong amounts after category change	See SaaS vs Non-SaaS