Understanding transaction rows

Each row on Transactions is one charge. This page explains what each column means, what you can do with it, and the detail panel that opens when you click a row. For filters, export, and bulk actions, see Filters & export.

​

Where charges come from

Rows appear when charges are imported into ClearSpend. Uploading an invoice or receipt alone does not create a transaction row; charges must come from a connected source or statement import. For a full picture of how data enters ClearSpend, see How data enters ClearSpend.

​

List columns

Use Filters to narrow the list by reconcile status, owner, type, or date. Use the search bar for vendor or description text.

​

Transaction detail

Click a row to open the detail panel for that charge. Review and edit fields here without leaving the list. Use Back and Next at the bottom to move through rows. If a push to Xero failed, a Sync error field also appears. See Sync to accounting.

​

Evidence column status

The Evidence column shows whether a charge has supporting documentation. For sending and resolving requests, see Request invoices. The Reconciled column shows how the charge and document align, for example Exact, Close, Manual, or Unreconciled, along with a match score. Full details are on Matching invoices.

​

Vendor name

Click the sparkles icon next to the vendor in Product to set or correct the vendor name. ClearSpend shows suggestions based on the charge description. You can also search manually. Use this when the vendor is missing, wrong, or needs to be corrected, including on rows that already have a vendor assigned. Correct vendor names improve matching, subscription grouping, and reporting.

​

Invoice line items

When a charge is matched to an invoice, click the arrow next to the transaction date to expand the row. The expanded view shows line items from the linked invoice. Use this to verify what was billed against what was charged.