One place to see every vendor you pay, when they renew, and who owns them.
When to use this page
| Goal | Tab or action |
|---|
| Portfolio overview | Overview |
| Audit individual charges | Transactions |
| Approve new detections | Needs review |
| Export for finance | Export (Overview or Transactions only) |
| Bulk request invoices | Toolbar Request missing invoices |
- SaaS spend: total SaaS spend over the selected window, with a sparkline trend. Directly below this figure you’ll also see a Non-SaaS callout showing the total for subscriptions in the “Others” category. This amount is displayed for reference only and is not included in the SaaS spend total or any other platform calculation. See SaaS vs. Non-SaaS spend for details.
- Upcoming renewals (next 10 days): count, total amount, and a row of vendor logos. Click View all renewals to jump to the Renewals page.
Overview, Transactions, and Needs review
The page has three tabs:
Overview
The default tab shows one row per subscription: a grouped summary of each vendor. Each row reflects the most recent transaction for that subscription, so you’re always looking at the latest known billing amount, date, and status. Use this tab to get a quick picture of your full subscription portfolio: what you’re paying, when renewals are due, who owns each tool, and how recently it was used.
Missing Payment means ClearSpend expected a charge for a billing period but did not find one on your card statement. If your last charge was in April and nothing appears in May, that gap is flagged. This looks at charges only — not invoices.
Transactions
The Transactions tab shows every individual charge across all subscriptions, one row per payment. Use this tab to check specific payment dates, reconcile charges against invoices, or investigate an unexpected amount. Unlike the Overview, the same subscription can appear multiple times here, once per billing event.
Use Filters → Reconcile on this tab to show only matched or unmatched charges.
Needs review
The Needs review tab lists subscriptions waiting for human approval before they appear in Overview. A badge on the sidebar Subscriptions item shows how many items are pending.
Use this tab to approve new detections, upload supporting documents, or remove bad matches. See Needs review for the full workflow.
Export is disabled on the Needs review tab. Switch to Overview or Transactions to download CSV.
Table columns
| Column | Description |
|---|
| Subscriptions | Vendor name and logo. Grouped subscriptions show an “X subs grouped” badge underneath. |
| Amount | Cost per billing cycle. |
| Users | Number of seat-holders (click the count to see the user list). |
| Last Used | How recently anyone used the tool (e.g. “3 hours ago”, “2 weeks ago”). |
| Status | Active, Inactive, or Needs review. |
| Next Billing | The upcoming renewal date, color-coded red when it’s within 5 days. |
| Last Transaction | Date of the most recent confirmed transaction. |
| Owner | The member responsible for this subscription (shown by email address in filters). |
Filtering and columns
Click Filters to narrow by status, billing cycle, owner, category, tags, or transaction date. For Transaction date, pick a preset month range or choose Custom date range to select exact start and end dates on the calendar.
The owner filter lists each owner’s email address (falling back to display name when no email is available). The + at the end of the column header lets you add additional fields. Sort any column by clicking its header.
Bulk actions
Select one or more rows on the Overview tab to open the bulk action bar:
| Action | What it does |
|---|
| Request documents | Email owners for missing invoices across selected subscriptions |
| Group | Combine selected subscriptions under one parent vendor |
| Change owner | Assign a team member or external email as owner |
| Delete | Remove selected subscriptions (optionally delete linked documents) |
Export
The Export button in the top-right downloads the current filtered view as CSV. Exports respect whichever tab you’re on (Overview or Transactions) and any filters you’ve applied. Export is not available on the Needs review tab.
Something wrong?
| Symptom | What to do |
|---|
| Export disabled | You’re on Needs review — switch tabs |
| Subscription missing | Check Needs review |
| Wrong totals on dashboard | Category may be Others — Dashboard |
Sort the Subscriptions table by Last Used to find subscriptions no one has touched in months. These are usually the fastest candidates for cancellation review.
