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Keep spend and reconciliation accurate when the same payment appears twice. On subscription detail, open the duplicate drawer to mark an extra record as a duplicate or promote it to its own transaction.

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When the duplicate drawer appears

Open subscription detail for a subscription that has overlapping documents or charges for the same period. If ClearSpend detects duplicates, you will see Review Duplicate Entries on the page or from a billing period in History.

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Review each entry

The drawer lists every candidate record with:
  • Type: invoice or charge
  • Source: manual upload, integration, statement extraction, etc.
  • File name and amount
  • View: open the underlying document when available
For each row you can:
ActionWhen to use it
Mark as DuplicateThe extra record is the same payment; keep one copy and discard the duplicate from spend totals.
Create a Transaction (mark as transaction)The record is a legitimate separate charge, not a duplicate of the primary line.
Choosing Create a Transaction runs the mark-as-transaction flow so the item becomes its own billing history entry instead of being merged away.

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Mark as transaction in practice

Use Create a Transaction when:
  • Two real charges landed in the same month (for example a true-up fee plus the regular seat charge).
  • A statement line and an invoice both represent valid payments, not double-counting of one invoice.
After a successful mark-as-transaction, refresh History to see the new row and updated reconciliation status.

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Reconciliation status

StatusMeaning
Matched (100%)Documents and charges align for that period
Partial MatchDocuments and charges match within a date or amount buffer
PendingDocuments exist but matching is incomplete
Resolving duplicates keeps dashboard and subscription KPIs from double-counting the same dollars.