# Week of May 15, 2026
Source: https://docs.clearspend.ai/changelog/2026-05-15
AI assistants, Renewal calendar feed, subscription notifications, and a wave of dashboard, renewals, and apps improvements.
## New features
**AI assistants (MCP):** Connect ClearSpend to Claude, ChatGPT, or any MCP-compatible client and ask questions about your subscriptions, renewals, and transactions directly from the chat window. See [AI assistants](/connect/ai-assistants).
**Renewal calendar feed:** Subscribe to upcoming renewals from Google Calendar, Apple Calendar, or Outlook so renewal dates land on the same calendar you already use. See [Renewal calendar](/features/calendar-subscribe).
**Subscription notification emails:** Send a notification to a subscription owner or stakeholder ahead of a renewal, with a one-click link back to the subscription. See [Subscription notifications](/features/subscription-notifications).
**AI spend preview:** A new AI Spend module is in development. Track foundation-model usage and cost across OpenAI, Anthropic, and DeepSeek in a single view. See [AI spend](/features/ai-spend).
## Updates
**Renewals**
* Dashboard renewal tiles now reflect SaaS-only spend and use a refreshed monthly cost summary.
* The Renewals page groups parent and child subscriptions and uses a clearer active-status definition.
* The Notifications widget on the dashboard now lists upcoming renewals alongside expiring subscriptions.
**Dashboard:** KPI cards hide the "As of today" badge when you're filtering on a past period, so the value matches the timeframe you selected. See the [Dashboard](/features/dashboard).
**Subscriptions**
* Server-side sorting is now wired across every column on the [Subscriptions](/features/subscriptions) list, including Type and Reconciled on the transactions view.
* Status tooltips now explain the 3-month activity window used to mark subscriptions as active.
* Column widths are locked on the overview and transactions views so wide values no longer push the table around.
**Apps:** Column widths are locked on the [Apps](/features/apps) page, and the CSV export now includes the **Last used at** column so you can sort and audit usage outside the app.
**Documents:** The [Documents](/features/documents) page shows the source column by default with a friendly label and a tinted icon for each provider so you can see where each invoice came from.
**Workspace settings:** Workspace owners can now rename their organization from settings.
**Faster asset loading:** Screenshots and uploaded files now load from a dedicated `assets.clearspend.ai` domain for faster delivery.
## Bug fixes
* Fixed the **yearly billing cycle filter** on Renewals so it returns annual subscriptions correctly.
* Fixed renewal **upcoming counts** and amounts when a subscription is edited or its category is changed to *Other*.
* Fixed an issue where the **next billing date** wasn't cleared when a subscription's category was moved to *Other*.
* Fixed a sign-in edge case for users who belong to multiple organizations.
* Fixed duplicate activity entries on renewal status changes.
* Extension version updated with login-detection improvements for the [Chrome extension](/connect/chrome-extension).
# Week of May 22, 2026
Source: https://docs.clearspend.ai/changelog/2026-05-22
Subscription tags, more billing cycles, smarter join requests, and a wave of renewals, email, and dashboard polish.
## New features
**Subscription tags:** Group related subscriptions with tags directly from the [Subscriptions](/features/subscriptions) list. Add or remove tags inline, filter the list with a new Tags dropdown, and click any tag chip to jump straight to the filtered view.
**Tag-aware AI assistants:** Your MCP-connected assistants can now list available tags and filter subscriptions by tag, so you can ask questions like "what's in my *Design* tag?" from Claude or ChatGPT. See [AI assistants](/connect/ai-assistants).
**Subscription aliases:** Subscriptions show their alias alongside the canonical service name on the [Subscriptions](/features/subscriptions) page, making it easier to recognize the tools your team actually uses.
**Quarterly and semi-annual billing cycles:** Filter and track subscriptions billed every 3 or 6 months on the [Subscriptions](/features/subscriptions) and [Renewals](/features/renewals) pages.
**Join-request approval emails:** When a workspace owner approves a request to join, the requester now receives a confirmation email with a direct link to sign in. See [Request to join](/request-to-join).
## Updates
**Renewals**
* Renewal totals now include **estimated amounts** for subscriptions without a confirmed next billing date, giving a more complete forecast on the [Renewals](/features/renewals) page.
* The monthly average tile is hidden when it isn't meaningful, keeping the top of the page focused.
* Inactive subscriptions are surfaced in renewals from the parsing workflow so nothing silently drops off your radar.
* Renewal reminder emails only go out for currently active subscriptions, removing noise from paused or canceled tools.
**Subscriptions**
* Sort order on the [Subscriptions](/features/subscriptions) list now honors the column you picked instead of resetting to status changes.
* The category list has been refreshed and **Other** is now consistently labeled **Others** across filters and forms.
* The **Request document** action has been removed from history sub-rows to declutter the row menu — request invoices from the main row instead. See [Request invoices](/features/subscriptions-request-invoices).
* Sub-row status updates now work directly from the [Subscriptions](/features/subscriptions) table.
**Join requests & team**
* Join-request emails to admins now show the **organization name** and a `+N` count when multiple people are waiting, so it's clear at a glance what needs action. See [Members](/team/members).
* Slack and email notifications now include the organization name for easier triage across workspaces.
* The team members list has been fixed to include users who were previously missing from the directory. See [Members](/team/members).
**Permissions and errors:** API permission errors have been standardized with clearer messages and matching polish in the web app, so you'll see consistent feedback when an action isn't allowed for your role. See [Roles and permissions](/reference/roles-permissions).
**Google Drive imports:** When you choose a custom date range for a Google Drive sync, a start date is now required so the import scope is always explicit. See [Google Drive](/connect/google-drive).
**Mobile:** Refreshed mobile layouts across the dashboard and subscription views for easier reading on smaller screens.
## Bug fixes
* Fixed the **Apps page** occasionally failing to load its list. See [Apps](/features/apps).
* Fixed the **annual billing cycle** filter so it correctly matches subscriptions saved as *yearly*.
* The **next billing date** is now cleared when a subscription becomes inactive, so stale dates no longer appear in renewal counts.
* Fixed join requests for users who exist in an organization but hadn't completed sign-up, so approvals now flow through correctly.
* Fixed a case where existing users couldn't be re-added to an organization after their account was updated.
* Fixed duplicate handling on the **Others** category so subscriptions moved there appear in the right place.
* Domain-owner notifications now fall back to the owner's email when a full name isn't available.
* Various dashboard chart and tooltip fixes for clearer at-a-glance metrics. See the [Dashboard](/features/dashboard).
# Quick links
Source: https://docs.clearspend.ai/common-tasks
Quick links to the most common things people do in ClearSpend.
Not sure where to look? Find the task below and jump straight to the right section.
## Setting up
* [Start by role (Finance, IT, Owner)](/start-by-role)
* [Choose the right integration](/connect/choosing-integrations)
* [Complete onboarding and set your organization name](/onboarding#step-1--your-profile-and-organization)
* [Upload your first invoice or card statement](/connect/data-sources#upload-invoices-and-receipts)
* [Import subscriptions from card statements](/connect/data-sources#import-subscriptions)
* [Add a subscription manually](/connect/data-sources#add-manually)
* [Forward an invoice by email to ClearSpend](/connect/data-sources#forward-an-invoice-email)
* [Connect Google Workspace to discover apps and people](/connect/google-workspace)
* [Connect Gmail for ongoing invoice import](/connect/gmail)
* [Connect Google Drive for invoice PDFs in Drive](/connect/google-drive)
* [Link your card via Plaid](/connect/connect-your-bank)
* [Install the Chrome extension to track browser app usage](/connect/chrome-extension#install)
* [Invite your team to ClearSpend](/team/members#inviting)
## Managing subscriptions
* [View and filter your full subscription list](/features/subscriptions#filtering-and-columns)
* [Review subscriptions in the Needs review queue](/features/subscriptions#needs-review)
* [Add tags or aliases to subscriptions](/features/subscriptions-tags-aliases)
* [Sort by Last Used to find tools no one is using](/features/subscriptions#table-columns)
* [Export the subscription list to CSV](/features/subscriptions#export)
* [Switch between grouped subscriptions and individual charges](/features/subscriptions#overview-transactions-and-needs-review)
* [Change owner for multiple subscriptions at once](/features/subscriptions#bulk-actions)
* [Edit a subscription's owner, status, or billing cycle](/features/subscription-detail#editing-the-subscription)
* [Fix a subscription that's miscategorized as non-SaaS](/features/dashboard#saas-spend-vs-non-saas-spend)
* [Resolve duplicate entries for the same subscription](/features/subscription-detail#reviewing-duplicate-entries)
* [See who is using a subscription](/features/subscription-detail#usage)
## Tracking renewals
* [View upcoming renewals and amounts due](/features/renewals#table-columns)
* [Filter renewals by owner or billing cycle](/features/renewals#filters)
* [Configure scheduled renewal reminders](/settings/notifications#renewal-reminders)
* [See renewals in a monthly calendar view](/features/dashboard#subscription-calendar)
* [Set how many days before a renewal ClearSpend sends reminders](/settings/notifications#renewal-reminders)
## Collecting documents and invoices
* [Upload an invoice or statement manually](/connect/data-sources#upload-invoices-and-receipts)
* [Request a missing invoice from the subscription owner](/features/subscriptions-request-invoices)
* [Revoke a pending invoice request](/features/subscriptions-request-invoices#revoke-a-pending-request)
* [Send a public upload link to someone without a ClearSpend account](/connect/public-upload#sending-a-request)
* [Group multiple subscriptions under one vendor](/features/subscriptions-merge-group)
* [Resolve duplicate charges on a subscription](/features/subscriptions-duplicate-entries)
* [Track whether a request has been fulfilled](/connect/public-upload#tracking-requests-on-your-side)
* [Search, filter, and export all documents](/features/documents#filtering-and-search)
* [Reparse documents that failed to match](/features/documents#bulk-actions)
* [Bulk export all documents](/features/documents#bulk-export)
## Team and permissions
* [Invite a teammate and assign a role](/team/members#inviting)
* [Accept an invite link as a new teammate](/team/invite-via-link)
* [Search for a subscription with ⌘K](/reference/global-search)
* [Understand what each role can do](/team/members#roles)
* [Approve or reject a domain-based join request](/team/members#requests-tab)
* [See every app a person uses before offboarding them](/team/people#apps-used-by)
* [Update the organization name (Owner only)](/settings/profile#profile-fields)
## Reporting and visibility
* [Read your SaaS spend KPIs on the dashboard](/features/dashboard#kpis)
* [Customize which dashboard widgets appear](/features/dashboard#widgets)
* [Understand the difference between Trend and Actual Spend charts](/features/dashboard#spending-trend)
* [See your top vendors by spend](/features/dashboard#top-products-by-spend)
* [Spot apps being used without a formal subscription](/features/apps#tracked-vs-untracked)
* [Convert an untracked app into a tracked subscription](/features/apps#tracked-vs-untracked)
* [Check reconciliation status for a subscription's charges](/features/subscription-detail#reconcile-status)
* [Watch document processing in Activity](/features/activity)
* [Fix common issues](/reference/troubleshooting)
* [Check upload size limits](/reference/limits-and-formats)
## Settings and configuration
* [Configure notification recipients and alert timing](/settings/notifications#recipients)
* [Stop specific emails or files from being auto-imported](/settings/processing-rules#building-a-rule)
* [Update your display name, role, and email](/settings/profile#profile-fields)
* [Manage your ClearSpend plan and usage limits](/settings/billing#usage-limits)
## AI and integrations
* [Connect ClearSpend to Claude and query subscriptions from chat](/connect/ai-assistants#adding-clearspend-to-claude)
* [Connect ClearSpend to ChatGPT](/connect/ai-assistants#adding-clearspend-to-chatgpt)
* [Filter subscriptions by tag from an AI assistant](/connect/ai-assistants)
* [Send documents from the Chrome extension popup](/connect/chrome-extension#send-documents-from-the-extension)
* [Connect Slack for renewal alerts](/connect/slack-integration)
* [Import AI provider usage CSVs](/features/ai-spend#importing-usage)
* [Understand what data the Chrome extension sends](/connect/chrome-extension#what-data-is-sent)
# Core concepts
Source: https://docs.clearspend.ai/concepts
Define the core terms used across ClearSpend: subscription, app, document, renewal, and user.
ClearSpend is organized around a small set of concepts. This page defines each one so the rest of the product documentation makes sense.
## Subscription
A recurring or one-time service your organization pays for (Atlassian, Slack, Google Cloud Platform, a domain registrar). Each subscription has an **amount**, a **billing cycle**, an **owner**, a **status**, and a **category**.
## App
Any third-party tool detected in your organization, whether or not you have an active subscription. Apps are discovered from connected integrations (logins, OAuth grants, email receipts) and appear on the **Apps** page.
## Document
An invoice, receipt, or card statement attached to a subscription. Documents can arrive via manual upload, forwarded email, Gmail/Drive sync, the [Chrome extension](/connect/chrome-extension) (popup or download banner), or a [public upload link](/connect/public-upload).
ClearSpend treats documents differently depending on type:
* **Card statements (CSV)** and **Plaid transactions** create **charges** — the source of truth for KPI cards, charts, and dashboard totals.
* **Invoices and receipts** are **supporting documents** for reconciliation and audit. They can create or update subscription metadata but **do not add spend to KPIs** without a matching charge.
See [How data enters ClearSpend](/connect/how-data-enters).
## Charge
A verified payment row from a card statement import or Plaid sync. Charges drive subscription amounts and every spend KPI on the dashboard. Invoice-only uploads do not create charges.
## Renewal
The upcoming billing event for an active subscription. Renewals show up on the dashboard, in the calendar, and on the dedicated [Renewals](/features/renewals) page so you can review or cancel before the charge hits.
## Workspace user vs. Person
A **workspace user** is anyone with a ClearSpend login: Owner, Admin, Member, or Viewer. A **person** is a discovered user from a connected source (e.g. your Google Workspace directory) who doesn't necessarily have a ClearSpend login yet. People appear in **Team → People** so you can monitor their software usage and invite them when ready.
The same human can be both a workspace user and a person. They'll show up in both **Team → Members** and **Team → People**, linked by email.
# AI assistants (MCP)
Source: https://docs.clearspend.ai/connect/ai-assistants
Connect ClearSpend to Claude or ChatGPT and query subscriptions and renewals from the assistant's chat window.
Ask about subscriptions, renewals, and transactions from Claude, ChatGPT, or any MCP-compatible client. ClearSpend exposes a read-only [Model Context Protocol](https://modelcontextprotocol.io) server at `https://api.clearspend.ai/mcp`. Sign in with OAuth 2.1 using the same account as the webapp.
The MCP server is read-only. Every tool is scoped to the caller's org.
| Tool | What it returns |
| ------------------------ | ------------------------------------------------------------------------------------------------------------ |
| `whoami` | The user / org / scope the current connection resolves to. |
| `get_org_metrics` | High-level counts: subscriptions, integrations, apps. |
| `list_subscriptions` | Subscriptions with billing cycle, cost, renewal date, owner, and tags. Optional `search`, `tag`, or `limit`. |
| `list_tags` | All tag names used in the workspace. Use before filtering `list_subscriptions` by tag. |
| `list_app_users` | Seat-holders for a given subscription's underlying app. |
| `list_transactions` | Per-transaction line items over a date window (defaults to the last 30 days). |
| `list_upcoming_renewals` | Subscriptions renewing within the next N days (default 30, max 365). |
## Adding ClearSpend to Claude
In Claude Desktop, open **Settings → Connectors**. On claude.ai, the entry point is **Settings → Connectors → Add custom connector**.
Name the connector **ClearSpend** and paste `https://api.clearspend.ai/mcp` as the URL. Authentication mode is **OAuth**.
Claude redirects you to sign in with the same account you use for the webapp.
Try *"What ClearSpend subscriptions renew in the next 30 days?"* or *"Who uses our Figma subscription?"* The assistant will pick the right tool automatically.
## Adding ClearSpend to ChatGPT
In ChatGPT, open **Settings → Plugins** and turn on **Developer mode**.
Return to **Plugins → Browse plugins** and add a custom plugin.
Name the plugin **ClearSpend** and paste `https://api.clearspend.ai/mcp` as the URL. Set the authentication mode to **OAuth**.
ChatGPT redirects you to sign in with the same account you use for the ClearSpend webapp.
Try *"List my upcoming renewals in the next 30 days"* or *"What's our total SaaS spend this month?"* ChatGPT will pick the right tool automatically.
## Other MCP-compatible clients
Any client that supports the [Model Context Protocol](https://modelcontextprotocol.io) can connect using the same server URL (`https://api.clearspend.ai/mcp`) and OAuth 2.1 flow. Refer to your client's MCP documentation for exact steps.
# Choosing integrations
Source: https://docs.clearspend.ai/connect/choosing-integrations
Pick the right data source for discovery, invoices, card charges, and alerts.
Not sure which connection to set up first? Use the guides below. You can combine most **Track Spend** sources with **App Discovery** (Google Workspace).
**KPI cards and charts use charges only** — from card statement CSV imports or Plaid. Invoice integrations (Gmail, Drive, forward email) add supporting documents, not dashboard totals. See [How data enters ClearSpend](/connect/how-data-enters).
## Quick picker
| Your goal | Start here |
| --------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| Populate KPI cards and charts | [Import a card statement(CSV)](/connect/data-sources#import-subscriptions) or [Plaid](/connect/connect-your-bank) |
| Attach invoice proof for reconciliation | [Upload invoices](/connect/data-sources#upload-invoices-and-receipts), [Gmail](/connect/gmail), or [Google Drive](/connect/google-drive) |
| Auto-import invoices from email | [Gmail](/connect/gmail) |
| Sync PDFs from a shared folder | [Google Drive](/connect/google-drive) |
| Detect charges from your card | [Connect your card (Plaid)](/connect/connect-your-bank) |
| Discover who uses which apps | [Google Workspace](/connect/google-workspace) |
| Renewal alerts in Slack | [Slack](/connect/slack-integration) |
***
## Plaid vs CSV statement upload
| Method | Best when |
| ----------------------------------------------------------------------------------- | ---------------------------------------------------------------- |
| **[Plaid (card link)](/connect/connect-your-bank)** | Ongoing charge detection from linked accounts; no manual exports |
| **[Import subscriptions / CSV upload](/connect/data-sources#import-subscriptions)** | One-time backfill from a card export; no card OAuth |
Card linking creates **charges** that populate KPI cards and dashboard charts. Statement CSV imports do the same for one-time backfills. Invoices (from Gmail, Drive, or upload) add **supporting documents** — renewal terms and line items — but **do not** add amounts to KPIs without a matching charge. Many teams use **both**.
![Plaid card integration connected state]()
***
## Subscriptions: Overview vs Transactions vs Needs review
| Tab | One row per | Use it to |
| ---------------- | --------------------------------------- | ----------------------------------------------------------------------- |
| **Overview** | Subscription (latest charge) | Portfolio view, export, bulk actions |
| **Transactions** | Individual payment | Reconcile a specific charge, audit history |
| **Needs review** | Invoice-only detections (no charge yet) | Triage before Overview; amounts excluded from KPIs until charge arrives |
![Subscriptions Overview tab]()
![Subscriptions Transactions tab]()
See [Needs review](/features/subscriptions#needs-review) for the approval queue.
***
## Something wrong?
| Problem | Fix |
| ---------------------- | ----------------------------------------------------------- |
| Invoices not appearing | Check [Activity](/features/activity) or wait for first sync |
| Hit integration limit | Upgrade plan — [Billing](/settings/billing#usage-limits) |
## Related
* [Integrations overview](/connect/integrations)
* [How data enters ClearSpend](/connect/how-data-enters)
* [Troubleshooting](/reference/troubleshooting)
# Chrome extension
Source: https://docs.clearspend.ai/connect/chrome-extension
Install the Chrome extension, understand what it tracks, and send downloaded invoices to ClearSpend.
The ClearSpend Chrome extension fills two gaps:
1. **Usage signals from your browser:** apps that don't expose login data via an integration still get a "Last used" timestamp.
2. **Upload from the toolbar popup:** drop or browse for invoices without opening the webapp.
3. **One-click invoice capture:** when you download a PDF from a vendor portal, a small banner offers to send it straight to ClearSpend.
It runs locally in your browser and only reports data for users who have signed into ClearSpend in the same browser profile.
## Install
In the ClearSpend webapp, click the **Chrome** icon in the top-right header. In the popup, click **Install Chrome Extension** — this opens [ClearSpend Companion](https://chromewebstore.google.com/detail/clearspend-companion/ehbbfcnbnbfcbaalodnaflhmfboofmep) in the Chrome Web Store.
You can also open the listing directly: [ClearSpend Companion on the Chrome Web Store](https://chromewebstore.google.com/detail/clearspend-companion/ehbbfcnbnbfcbaalodnaflhmfboofmep).
On the Chrome Web Store page, click **Add to Chrome** and confirm the install prompt. The ClearSpend icon appears in your browser toolbar when installation finishes.
Open [app.clearspend.ai](https://app.clearspend.ai) and sign in normally. The extension automatically picks up your session; there's no separate login.
Pin the extension to your toolbar (click the puzzle icon → pin) so the icon is always visible. The popup shows your most-used apps and lets you reload service data.
## What gets tracked
### Browser visits
As you navigate the web, the extension matches the current domain to ClearSpend's catalog of 8,800+ SaaS services. For example, a visit to `companyname.atlassian.net/jira/...` is matched to **Atlassian** (or **Jira Software** when the URL clearly points to Jira).
Each match increments the visit counter for that service, with a **24-hour cooldown**: multiple visits to the same app within a day count as one. This keeps the data clean while still capturing daily-active behavior.
## Send documents from the extension
Click the ClearSpend icon in your toolbar to open the extension popup. When you're signed in and tracking is active, you can **drop files or click to browse** to send invoices and statements straight to your workspace (PDF, CSV, JPG, or PNG).
![ClearSpend extension popup with drag-and-drop upload area]()
### Downloaded invoices
When you download a PDF or image from a known vendor domain, a **"Send to ClearSpend?"** banner appears in the corner of the page. Click **Send** and the file is uploaded to your workspace as a document, just like an emailed invoice.
The banner only appears for file types ClearSpend can process (PDF, JPG, PNG). Click ✕ to dismiss; the file still saves to your downloads folder normally.
## What data is sent
| Sent | Not sent |
| ---------------------------------------------------------------- | ----------------------------------------- |
| The matched service name and your visit count | Page contents, page titles, form data |
| Files you explicitly approve via the "Send to ClearSpend" banner | Files you download but don't approve |
| Your ClearSpend user identity (email + org) | Browsing history outside matched services |
The full URL never leaves your browser. The extension only sends the **service it identified** and a visit count, not where on that service you were.
## Permissions
The manifest requests the following permissions, each with a specific purpose:
| Permission | Why it's needed |
| --------------- | ----------------------------------------------------------------------------------------------------------------------------------------- |
| `tabs` | Detect when you switch tabs so the right service is associated with the visit. |
| `storage` | Cache visit counts and your ClearSpend identity locally. |
| `cookies` | Read the Supabase auth cookie set by `app.clearspend.ai` so the extension knows you're signed in. Cookies for other sites are never read. |
| `alarms` | Schedule periodic flushes of visit data to the ClearSpend API. |
| `contextMenus` | Reserved for future right-click actions; not used today. |
| `notifications` | Show download / send confirmations. |
| `downloads` | Detect when you save a file from a vendor domain so the "Send to ClearSpend" banner can offer it. |
| `scripting` | Inject the download banner into the page. |
| `` | Required so the extension can match visits and detect downloads on any vendor site. |
## Privacy
* Data is associated with your ClearSpend identity only after you've signed in to the webapp in the same browser.
* If you sign out, the extension stops reporting usage until you sign back in.
* Visit counts are flushed to the API on a short interval and stored against your user record; admins see *aggregate* usage on the **Workspace** and **People** pages, never individual URLs.
## Manage from the webapp
You can see the impact of the extension across two places:
* **Apps → Last used**: populated from extension visits when no integration provides login data
* **Team → People → Apps used by**: shows the per-user app list combining workspace integrations and extension data
If you don't want a teammate's extension activity tracked, ask them to either sign out of ClearSpend in that browser profile or remove the extension.
## Troubleshooting
The extension reads the same cookie the webapp does. Sign out of ClearSpend, sign back in, then click the extension icon to pair again. If you use Chrome profiles, make sure the extension and the webapp are in the same profile.
Remember the **24-hour cooldown**: additional visits to the same app within a day don't increment the counter. Also check that you've granted the extension access to "all sites" in `chrome://extensions/`.
It only appears for supported file types (PDF / JPG / PNG) from a recognized vendor domain. Some sites that wrap downloads in JavaScript may not trigger the banner. Use **+ Add Data Sources → Upload document** in the webapp as a fallback.
Go to `chrome://extensions/`, find **ClearSpend Service Tracker**, and click **Remove**. Removing the extension does not delete the usage data already sent. Contact your admin if you need that scrubbed.
# Connect your card
Source: https://docs.clearspend.ai/connect/connect-your-bank
Link credit-card accounts via Plaid to auto-detect SaaS charges in ClearSpend.
The **Connect your card** integration (tagged **Track Spend**) lets you link checking accounts and credit cards through **Plaid** so ClearSpend can automatically detect SaaS charges from your transaction history — without manual statement uploads.
## When to use Plaid
* You want **ongoing** charge detection without exporting CSVs
* Invoice emails don't exist for some vendors (e.g. card-only SaaS)
* You need **Actual Spend** dates that match your card statement
For one-time backfill without card OAuth, use [Import subscriptions](/connect/data-sources#import-subscriptions) instead. See [Plaid vs CSV](/connect/choosing-integrations#plaid-vs-csv-statement-upload).
![Plaid card integration connected]()
## What it does
| Result | Where to see it |
| --------------------------------------------- | ----------------------------------------------------------------------------------- |
| Card transactions matched to vendors | **[Subscriptions](/features/subscriptions)** and subscription history |
| Charge dates and amounts from your statements | **[Dashboard](/features/dashboard)** spend charts (including **Actual Spend** view) |
| Transaction records for audit | **[Documents](/features/documents)** — each charge stored with full metadata |
Plaid connections run on a schedule in the background, similar to [Gmail](/connect/gmail) and [Google Drive](/connect/google-drive), so new SaaS charges appear without re-uploading CSV files.
## How it works
ClearSpend uses [Plaid Link](https://plaid.com) — the same card-connection flow used by major finance apps:
1. You choose your institution in Plaid's secure modal.
2. You authenticate directly with your card issuer (ClearSpend never sees your login credentials).
3. Plaid returns a read-only access token that ClearSpend stores encrypted.
4. ClearSpend syncs transactions and matches recurring SaaS charges to subscriptions.
ClearSpend **never stores your card credentials**. Authentication runs entirely through Plaid. Access is **read-only** — ClearSpend does not initiate payments or transfers.
## Who can connect
**Owners** and **Admins** can link and disconnect card accounts from **Integrations**, consistent with other integrations. See [Roles and permissions](/reference/roles-permissions).
## Connect your card
Navigate to **Integrations** in the sidebar.
Locate the **Connect your card** card under **Track Spend**.
Click **Connect** or **Link card account**. A Plaid modal opens to choose your institution.
Complete Plaid's authentication flow for the account or card you want to link. You can connect more than one institution over time.
After linking, ClearSpend imports recent transactions and matches SaaS charges to subscriptions. The integration card shows the linked institution and **last sync** time.
You can also start the flow from **+ Add Data Source** when connecting more data sources.
## Security
* **Read-only access** — transaction history only; no ability to move money.
* **Credentials stay with Plaid** — ClearSpend receives an encrypted token, not your card password.
* **Disconnect anytime** — revoke access from **Integrations** or through your card issuer's connected-apps settings.
* **Per-org isolation** — your transaction data stays in your ClearSpend workspace.
## Pair with other sources
Card data confirms *what was charged and when*; invoices provide contract terms, seat counts, and renewal dates. Most teams use both for the fullest picture:
* **[Import subscriptions CSV](/connect/data-sources#import-subscriptions)** — backfill historical spend before Plaid sync completes
* **[Connect Gmail](/connect/gmail)** — ongoing invoice import from billing email
* **[Forward invoice email](/connect/data-sources#forward-an-invoice-email)** — send individual invoices without OAuth
## Common questions
No. Plaid provides transaction metadata (merchant, amount, date). ClearSpend never receives or stores full account or card numbers.
Yes. Link more than one card — useful when SaaS spend is split across a company card and departmental cards.
No. Card data confirms charges and dates; invoices provide renewal terms and seat counts. Use both for the fullest picture.
## Something wrong?
| Symptom | What to do |
| ------------------------ | ---------------------------------------------------------------------------------------------------------------------- |
| Plaid modal won't open | Owner/Admin only; check plan integration limit — [Billing](/settings/billing#usage-limits) |
| No charges after linking | Wait for first sync; check [Activity](/features/activity) — [Troubleshooting](/reference/troubleshooting#integrations) |
## Related
* [Integrations overview](/connect/integrations)
* [Adding a data source](/connect/data-sources)
* [Gmail integration](/connect/gmail)
* [FAQ — card data](/reference/faq)
# Adding a data source
Source: https://docs.clearspend.ai/connect/data-sources
Upload a document, forward an invoice by email, or open integrations to get spend data into ClearSpend.
The **+ Add Data Source** button in the top-right is your shortcut for getting data into ClearSpend.
**Only charges from card statements (CSV import) or Plaid count toward KPI cards and charts.** Invoices and receipts are supporting documents. Uploading an invoice alone creates a temporary subscription in **Needs review** — its amount is excluded from dashboard totals until a matching charge arrives. See [How data enters ClearSpend](/connect/how-data-enters).
## When to use each option
| Menu item | Use when | Counts in KPIs? |
| ----------------------------- | --------------------------------------------------- | ----------------------------- |
| **Import your Subscriptions** | Bulk backfill from card CSV | ✅ Yes (charges) |
| **Upload Invoices/Receipts** | Attach PDF/JPG proof to existing subscriptions | ❌ No (supporting doc) |
| **Forward invoice email** | Copy your workspace `@clearspend.cc` address | ❌ No (supporting doc) |
| **Add Manually** | Vendor never sends invoices; enter details yourself | ❌ No until charge arrives |
| **Connect more data sources** | Open [Integrations](/connect/integrations) | ✅ Plaid yes; invoice syncs no |
![Add Data Source dropdown menu]()
File size limits vary by flow — see [Limits and formats](/reference/limits-and-formats).
## Import subscriptions
Choose **Import your Subscriptions** to upload **card statements** **(CSV)** and create or update subscriptions in bulk. This is the fastest way to backfill **verified spend** and populate KPI cards and charts when you don't have individual invoices.
Statement imports create **charges** — the data layer ClearSpend uses for dashboard totals and spending trends.
## Upload invoices and receipts
Choose **Upload Invoices/Receipts** to upload individual vendor files. Supported types:
* **Invoices**: individual vendor invoices in PDF or JPG format
* **Receipts**: payment receipts in PDF or JPG format
Files must be **PDF or JPG**, up to **10 MB each**, and you can upload up to **20 files at once**. ClearSpend extracts the vendor, amount, and date, and routes each file to the matching subscription when the vendor is recognized.
Invoices are **supporting documents**. They help reconciliation and audit trails but **do not add amounts to KPIs or charts** on their own. If no matching charge exists, ClearSpend creates a temporary subscription in [Needs review](/features/subscriptions#needs-review).
If the vendor is new and no charge confirms the spend, the subscription stays in **Needs review** until you import a statement, connect Plaid, or manually approve (approval moves it to Overview but still excludes the amount from KPIs until a charge arrives).
Privacy protected: ClearSpend extracts only transaction data and does not store sensitive information from your documents.
Need KPI totals? Use **Import your Subscriptions** for CSV statements, or connect [Plaid](/connect/connect-your-bank) — not invoice upload alone.
## Add manually
Choose **Add Manually** to create a subscription by entering vendor name, amount, billing cycle, and owner yourself — useful for tools that never send email invoices.
Manual rows appear on **Overview** and contribute to KPI cards. You can also add supporting documents for them.
## Forward an invoice email
Your workspace has a unique ClearSpend email address (e.g. `bear.077@clearspend.cc`). **Forward any invoice or billing email** to that address. ClearSpend reads it and adds it as a **supporting document** within a few minutes.
Forwarded invoices follow the same rules as uploads: they create or update subscription metadata but **do not count in KPIs** without a matching charge.
Set up an auto-forward rule in your inbox to send all billing emails to your ClearSpend address. Pair this with [Plaid](/connect/connect-your-bank) or periodic statement imports so charges confirm the spend.
## Link a card
Connect your credit card via [Plaid](/connect/connect-your-bank) from **Integrations**, or use **Connect more data sources → Manage integrations** at the bottom of the **+ Add Data Source** menu. Plaid syncs **charges** in the background — these are what populate KPI cards and dashboard charts.
## Send from the Chrome extension
If you have the [Chrome extension](/connect/chrome-extension) installed and signed in, open the toolbar popup and **drop files or browse** to upload PDF, CSV, JPG, or PNG files without opening the webapp. CSV uploads behave like statement imports (charges); PDF/JPG uploads are treated as invoices (supporting documents).
## Connect an integration
Opens the [Integrations](/connect/integrations) page where you can connect [Google Workspace](/connect/google-workspace), [Gmail](/connect/gmail), [Google Drive](/connect/google-drive), or [Plaid card linking](/connect/connect-your-bank).
* **Plaid** → verified charges → KPIs and charts
* **Gmail / Drive** → invoice discovery → supporting documents
## Something wrong?
| Symptom | What to do |
| ---------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------- |
| KPIs show \$0 after invoice upload | Expected — import a statement or connect Plaid. See [Troubleshooting](/reference/troubleshooting#kpis-and-charts-show-0-after-invoice-upload) |
| Subscription stuck in Needs review | Approve manually or wait for a charge — [Needs review](/features/subscriptions#needs-review) |
| Upload failed | [Limits and formats](/reference/limits-and-formats) |
See also [Troubleshooting — Uploads](/reference/troubleshooting#uploads-and-documents).
# Gmail
Source: https://docs.clearspend.ai/connect/gmail
Connect Gmail to automatically import invoice emails and attachments into ClearSpend.
The **Gmail** integration (tagged **Track Spend**) scans your inbox for billing-related emails, downloads attachments, and turns them into documents ClearSpend parses for subscriptions, amounts, and renewal dates. Connect from **Integrations** on the **Gmail** card.
**Gmail vs Google Drive.** [Gmail](/connect/gmail) imports from your **inbox** (invoice emails and attachments). [Google Drive](/connect/google-drive) imports **PDF files** from a Drive folder you choose. Connect both if invoices arrive by email and by shared drive.
## What you get
| Result | Where to see it |
| ------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Invoice PDFs and attachments from matching emails | **[Documents](/features/documents)** — source shows as Email inbox |
| Parsed vendors, amounts, and billing periods | **[Subscriptions](/features/subscriptions)** metadata and **[Documents](/features/documents)** — invoice amounts do not count in KPIs without a matching charge |
| Apps mentioned only in invoice emails | **[Apps](/features/apps)** — often within an hour or two of the first sync |
ClearSpend requests **read-only** Gmail access. It reads message metadata and downloads attachments for processing; it does not send email on your behalf.
## Who can connect
**Owners** and **Admins** can connect and disconnect Gmail. **Members** and **Viewers** cannot start a new OAuth connection. See [Roles and permissions](/reference/roles-permissions).
## Connect Gmail
Navigate to **Integrations** in the sidebar.
Locate the **Gmail** card under **Track Spend**.
Click **Connect**. You are redirected to Google's OAuth consent screen.
Sign in with the Google account whose inbox receives billing email (your own mailbox, a shared billing inbox, or a finance alias — whichever holds the invoices you want imported).
Approve the requested permissions. ClearSpend uses read-only Gmail scopes to list and download invoice attachments. You can revoke access later from your Google account or from **Integrations**.
After authorization, ClearSpend redirects you back to **Integrations**. A first sync starts automatically. Most inboxes finish within a couple of minutes; large mailboxes with many historical invoices can take longer. The card shows **last sync** when a pass completes.
## How Gmail sync works
On each sync, ClearSpend:
1. **Searches your inbox** for emails that look like billing mail — typically messages with attachments whose subjects mention terms such as *invoice*, *receipt* or *statement*.
2. **Skips already-processed messages** so the same attachment is not imported twice.
3. **Downloads attachments** (PDFs and other supported formats) and uploads them for parsing.
4. **Creates document rows** that flow into subscription matching and spend totals.
The first sync looks back roughly **180 days** unless a narrower window is configured for your workspace. Later syncs pick up new mail since the previous run.
Use [Processing rules](/settings/processing-rules) if you need to exclude specific senders or subjects from auto-import across integrations.
## Link multiple inboxes
You can connect **more than one Gmail account** to the same workspace — useful when invoices are split across personal mailboxes, shared billing inboxes, or different Google accounts. Each connection appears as its own row when you expand the **Gmail** card on **Integrations**.
Repeat the connect steps for each account that receives SaaS billing email.
## Connected state
When Gmail is active, the card shows a green status indicator, how many accounts are linked, and the last sync time. Expand the card to see each linked inbox, sync status, and actions for that connection.
## Gmail vs other upload paths
| Method | Best for |
| ---------------------------------------------------------------------- | ----------------------------------------------------------------------------------------- |
| **Gmail integration** (this page) | Ongoing, hands-free import from inboxes you control via OAuth |
| **[Email forwarding](/connect/data-sources#forward-an-invoice-email)** | Forwarding individual messages to your workspace's `@clearspend.cc` address without OAuth |
| **[Google Drive](/connect/google-drive)** | PDFs stored in a shared Drive folder rather than email |
| **[Manual upload](/connect/data-sources#upload-a-document)** | One-off files not in your inbox |
## Common questions
Discovery happens in two waves. Integrations like Google Workspace surface apps within minutes. Vendors that only appear in invoice email are added as those messages are parsed — usually within an hour or two of connecting Gmail. If something is still missing after a day, [upload an invoice manually](/connect/data-sources#upload-a-document) to seed it.
ClearSpend focuses on messages with **attachments** that match billing-related keywords in the subject. Emails without attachments, sent mail, and drafts are skipped.
Yes. Access is read-only, tokens are encrypted, and you can disconnect from **Integrations** at any time.
## Disconnect
Return to **Integrations**, expand the **Gmail** card, and disconnect the account you no longer want synced. Documents already imported stay in your workspace.
## Related
* [Integrations overview](/connect/integrations)
* [Google Workspace](/connect/google-workspace)
* [Google Drive](/connect/google-drive)
* [Adding a data source](/connect/data-sources)
* [Documents](/features/documents)
* [Processing rules](/settings/processing-rules)
# Google Drive
Source: https://docs.clearspend.ai/connect/google-drive
Connect Google Drive to pull invoice PDFs from a shared folder into ClearSpend.
The **Google Drive** integration (tagged **Track Spend**) syncs PDF documents from a Google Drive folder you specify — for example a shared finance folder where statements are filed. Open **Integrations** and connect from the **Google Drive** card.
**Inbox vs Drive.** To import from **email**, use the [Gmail integration](/connect/gmail). Use Google Drive when invoices are saved as files in Drive. You can connect both, and link more than one Google account if files are spread across mailboxes or shared drives.
## Connect Google Drive
Navigate to **Integrations** in the sidebar.
Find the **Google Drive** card and click **Connect**. You'll be redirected to Google's OAuth consent screen.
ClearSpend requests read-only access to Google Drive file metadata and content. You can revoke access at any time from your Google account.
Choose the **folder path** to scan (default `/ClearSpendDocuments/`) and a **date range** — last 90 days, since last sync, or a custom start date. When you pick **Custom Date**, a start date is required.
Most integrations finish their initial import within a couple of minutes. Large folders can take longer. The integration card will show the last sync time once complete.
## Connected state
Once Google Drive is active, its card shows a green dot, the linked account, and the last sync time.
## Related
* [Integrations overview](/connect/integrations)
* [Gmail integration](/connect/gmail)
* [Google Workspace](/connect/google-workspace)
* [Adding a data source](/connect/data-sources)
* [Documents](/features/documents)
# Google Workspace
Source: https://docs.clearspend.ai/connect/google-workspace
Connect Google Workspace to discover apps, people, and OAuth usage across your domain.
The **Google Workspace** integration (tagged **Manage**) gives you org-wide visibility into which software your teams use — without spreadsheets or chasing departments for answers. Connect from **Integrations** to populate **Apps** and **Team → People** automatically.
**Google Super Admin required.** Only a **Google Workspace Super Admin** for your organization can complete the OAuth connection. That authorization is what lets ClearSpend read the company-wide user directory and OAuth app list — not just one person's account.
**Pair with spend integrations.** Workspace shows *who uses what*. Connect [Gmail](/connect/gmail) or [Google Drive](/connect/google-drive) to import invoices and amounts for the full spend picture.
## What you get
| Area | What fills in |
| --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **[Apps](/features/apps)** | Every OAuth-connected app in your domain — tracked and untracked — with user counts, last login, and source *Google Workspace* |
| **[Team → People](/team/people)** | Directory users linked to the apps they use, including people who do not have a ClearSpend login yet |
| **Renewals** | Usage evidence to right-size seats before auto-renew |
ClearSpend uses **read-only** OAuth scopes. It never writes to your Google account, and you can revoke access anytime from **Integrations** or your Google admin console.
## Who can connect
In ClearSpend, **Owners** and **Admins** can connect and disconnect integrations. **Members** and **Viewers** can view connected integrations but cannot start a new connection. See [Roles and permissions](/reference/roles-permissions).
On the Google side, the person who approves OAuth must be a **Google Workspace Super Admin** for your domain. Regular Workspace users — even department admins — cannot grant the org-wide directory and app-discovery access ClearSpend needs to list users and apps for the whole company.
## Connect Google Workspace
Navigate to **Integrations** in the sidebar (or use **Manage Integrations** from the dashboard empty state).
Locate the **Google Workspace** card under **Manage**.
Click **Connect**. A confirmation dialog explains what ClearSpend reads (directory and OAuth discovery data).
You are redirected to Google's consent screen. Sign in with a **Google Workspace Super Admin** account for your organization — this is required to authorize read-only, company-wide directory and OAuth discovery access. Approve the requested scopes.
ClearSpend redirects you back to **Integrations** when authorization succeeds. The first discovery pass usually finishes within a few minutes; larger directories can take longer. The integration card shows the linked account and **last sync** time when complete.
## Connected state
Once Google Workspace is active, its card shows a green status indicator, the linked Google account, how many connections are linked, and the last sync time. Expand the card to see individual linked accounts in the table below.
## What happens after connect
1. **Apps appear on the Apps page** — including shadow IT your finance team may not have approved. Untracked apps can be converted to subscriptions with **Track Subscription**.
2. **People appear under Team → People** — every user discovered from your directory, with source icons showing *Google Workspace*. Click an **Apps** count to open **Apps used by** for that person.
Discovery runs on a schedule in the background. You do not need to re-connect for day-to-day updates.
## Common questions
A ClearSpend **Owner** or **Admin** should start the connect flow, but the Google sign-in step must be completed by a **Google Workspace Super Admin** for your domain. Only that role can grant org-wide access to the user directory and OAuth app list. One successful connect applies discovery to your whole company, not just one team.
Most organizations see apps within minutes. Very large directories may take longer; check the **last sync** time on the integration card.
Yes, if you want invoice amounts and renewal dates imported automatically. Workspace covers usage and discovery; [Gmail](/connect/gmail) and [Google Drive](/connect/google-drive) cover spend documents.
No. Workspace covers your whole directory. The [Chrome extension](/connect/chrome-extension) adds in-browser usage signals and quick invoice capture for individual users.
## Disconnect
Return to **Integrations**, expand the **Google Workspace** card, and disconnect the linked account. This revokes ClearSpend's access token for that connection. Historical data already imported remains in your workspace unless your admin policy says otherwise.
## Related
* [Integrations overview](/connect/integrations)
* [Gmail integration](/connect/gmail)
* [Google Drive integration](/connect/google-drive)
* [Apps](/features/apps)
* [People (All Users)](/team/people)
* [How data enters ClearSpend](/connect/how-data-enters)
# How data enters ClearSpend
Source: https://docs.clearspend.ai/connect/how-data-enters
Every path for subscriptions, charges, and supporting documents — and what counts toward KPIs and charts.
ClearSpend separates **verified charges** (from card statements or Plaid) from **supporting documents** (invoices and receipts). Only verified charges drive KPI cards, charts, and dashboard totals. Invoices help match and reconcile spend — they do not create spend on their own.
## Charges vs. supporting documents
| Data type | How it arrives | Creates a subscription? | Counts in KPIs and charts? |
| ----------------------- | ------------------------------------------------------------------------ | ------------------------------------------------ | ----------------------------------- |
| **Charge** | **Card statement** (CSV import) or **Plaid** sync | Yes — verified subscription | **Yes** |
| **Invoice / receipt** | Upload, forwarded email, Gmail/Drive sync, Chrome extension, public link | Yes — temporary subscription in **Needs review** | **No** (until a charge confirms it) |
| **Manual subscription** | **Add Manually** in **+ Add Data Source** | Yes — row on Overview | **No** (until a charge confirms it) |
**Invoice-only amounts never appear in KPI cards, spending trend charts, or dashboard widgets** — even if you manually approve the subscription and it moves to Overview. ClearSpend needs a matching **charge** from a statement import or Plaid before that spend is included in totals.
### Invoice-only lifecycle
```mermaid theme={null}
flowchart LR
A[Upload or forward invoice] --> B[Temporary subscription]
B --> C[Needs review tab]
C --> D{Charge arrives?}
D -->|Statement or Plaid| E[Verified subscription]
E --> F[Amounts in KPIs and charts]
D -->|Manual approve only| G[Overview tab]
G --> H[Still excluded from KPIs until charge]
```
1. **Upload or forward an invoice** with no matching charge → ClearSpend creates a **temporary subscription** and places it on **Subscriptions → Needs review**.
2. **A charge arrives** (statement CSV or Plaid) for the same vendor → the subscription is **verified** and linked to real spend. Amounts then flow into KPIs and charts automatically.
3. **You approve manually** without a charge → the subscription moves to **Overview**, but its amount **stays out of KPIs and charts** until ClearSpend receives a charge from a statement or Plaid.
See [Needs review](/features/subscriptions#needs-review) for the approval workflow.
## + Add Data Source menu
The **+ Add Data Source** button (top-right) is the primary entry point for uploads and manual rows.
![Add Data Source dropdown with import, upload, forward, manual, and integrations footer]()
| Menu item | What it does | KPI impact |
| -------------------------------------------------------- | ------------------------------------------------------------------------------------ | --------------------------------------------------------------- |
| **Import your Subscriptions** | Upload **card statements** (CSV) to create or update subscriptions from real charges | ✅ Charges count in KPIs |
| **Upload Invoices/Receipts** | Attach PDF/JPG files; matched to existing subscriptions when possible | ❌ Supporting document only |
| **Forward invoice email** | Forward billing email to your workspace `@clearspend.cc` address | ❌ Supporting document only |
| **Add Manually** | Enter vendor, amount, and billing cycle yourself | ❌ No charge until statement/Plaid |
| **Connect more data sources?** → **Manage integrations** | Open [Integrations](/connect/integrations) (Google Workspace, Gmail, Plaid, …) | ✅ Plaid charges count; invoice integrations add supporting docs |
Details for each option: [Adding a data source](/connect/data-sources).
## Other entry paths
| Path | Best for | KPI impact |
| ----------------------------------------------------------------------------------------------- | ---------------------------------------------- | ------------------------------------------- |
| [Integrations](/connect/integrations) — [Plaid](/connect/connect-your-bank) | Ongoing card transaction sync | ✅ Charges count |
| [Integrations](/connect/integrations) — [Gmail](/connect/gmail), [Drive](/connect/google-drive) | Invoice discovery and import | Depends on file type (statement vs invoice) |
| [Chrome extension](/connect/chrome-extension) | Upload from browser toolbar or download banner | Depends on file type (statement vs invoice) |
| [Public upload link](/connect/public-upload) | Collect invoices from someone without a login | ❌ Supporting documents |
| [Google Workspace](/connect/google-workspace) | App discovery and usage signals | Usage only — not spend totals |
## What each layer contributes
* **Charges (statements + Plaid)** — source of truth for **what was actually paid**. These drive subscription amounts, KPI cards, spending trend, and reconciliation views.
* **Invoices and receipts** — **supporting documents** for reconciliation, audit trails, and matching charges to vendors. They can create or update subscription metadata but do not add spend to charts without a charge.
* **Integrations and the extension** — add **usage** and **app discovery** (logins, OAuth grants, directory users) in addition to documents or transactions.
* **Grouping** on the Subscriptions page rolls related rows under one vendor without deleting history.
## Quick decision guide
| Your goal | Start here |
| ---------------------------------------- | ---------------------------------------------------------------------------------- |
| Backfill spend history and populate KPIs | **Import your Subscriptions** (CSV) or connect [Plaid](/connect/connect-your-bank) |
| Attach proof to an existing subscription | **Upload Invoices/Receipts** or forward email |
| Vendor with no invoices yet | **Add Manually**, then import a statement or connect Plaid when charges appear |
| Triage invoice-only detections | **Subscriptions → Needs review** |
For accurate dashboard totals, connect at least one **charge source** (statement import or Plaid) before relying on invoice uploads alone. See [Choosing integrations](/connect/choosing-integrations) if you are unsure which connection to add first.
## Related
* [Adding a data source](/connect/data-sources) — step-by-step for each menu item
* [Needs review](/features/subscriptions#needs-review) — approve, reject, and understand unverified spend
* [Dashboard](/features/dashboard) — what counts in KPI widgets
* [Troubleshooting — KPIs show \$0](/reference/troubleshooting#kpis-and-charts-show-0-after-invoice-upload)
# Integrations
Source: https://docs.clearspend.ai/connect/integrations
Connect Google Workspace, Gmail/Drive, Plaid, and Slack.
Open **Manage → Integrations** in the sidebar to connect data sources. Each card shows linked accounts and **last sync** time.
![Integrations empty state]()
## When to use integrations
* **Ongoing** invoice import (Gmail, Drive) instead of manual uploads
* **App and people discovery** (Google Workspace)
* **Card charge detection** (Plaid)
* **Slack alerts** for renewals (Owner only)
Not sure which to pick? See [Choosing integrations](/connect/choosing-integrations).
***
## Available integrations
| Integration | Tag | What it does |
| --------------------------------------------------- | ------------- | ------------------------------------------------------------- |
| **[Google Workspace](/connect/google-workspace)** | App Discovery | Apps and people from your Google directory |
| **[Gmail](/connect/gmail)** | Track Spend | Invoice emails and attachments from Gmail |
| **[Google Drive](/connect/google-drive)** | Track Spend | PDF sync from a Drive folder |
| **[Connect your card](/connect/connect-your-bank)** | Track Spend | SaaS charges via Plaid |
| **Slack** | Notifications | Renewal alerts to Owner — [Slack](/connect/slack-integration) |
Link **multiple** Gmail or Drive accounts to one workspace.
***
## Connected state
Active integrations show a green indicator, linked account, and last sync.
![Connected integrations]()
***
## Managing connected integrations
After you connect, use the actions on each integration card or row:
| Action | When to use |
| ------------- | -------------------------------------------------------------------------------------------- |
| **Sync now** | Pull latest data immediately (after connect, or when last sync is stale) |
| **Configure** | Change settings (e.g. Google Drive folder path or date range) before syncing |
| **Reconnect** | OAuth token expired or Google access was revoked |
| **Delete** | Remove the connection (Owner/Admin). Historical data already imported stays in the workspace |
### Sync now
1. Expand the integration card on **Integrations**
2. Click **Sync now** on the linked account row
3. Watch progress in the [Activity log](/features/activity)
First sync after connect can take several minutes for large mailboxes or directories.
### Reconnect
If you see a reconnect prompt or sync failures:
1. Click **Reconnect** on the affected account
2. Complete the OAuth flow again
3. Run **Sync now** to backfill missed data
### Plan limits
Each plan caps how many integrations you can connect. When at capacity, **Connect** is disabled — check **Settings → Billing** usage meters or [Limits and formats](/reference/limits-and-formats#integration-limits-by-plan).
**Viewers** cannot connect, sync, or delete integrations.
***
## AI assistants (MCP)
Query subscriptions from Claude or ChatGPT via the MCP server — separate from integration cards. See [AI assistants](/connect/ai-assistants).
***
## Something wrong?
See [Troubleshooting — Integrations](/reference/troubleshooting#integrations) or [Choosing integrations](/connect/choosing-integrations).
# Request invoice upload
Source: https://docs.clearspend.ai/connect/public-upload
Generate a public upload link and collect missing invoices from people who don't have a ClearSpend account.
When ClearSpend is missing invoices for a subscription (for example, the vendor only emails them to the app owner), you can send a **public upload link** that lets anyone upload the right files from the browser. No ClearSpend account needed.
Each link is a unique, token-protected URL of the form `https://app.clearspend.ai/p/`. It expires when the request is closed or when all the requested invoices have been received.
## Sending a request
There are two ways to generate a public upload link:
Open the subscription, click **Request documents**, pick which months you need, then enter the recipient's email and an optional note. ClearSpend emails them a link and tracks the request on **subscription detail → History** (periods marked **requested**).
From the subscriptions list, select multiple rows → **Request invoices**. You can request from many app owners at once; each recipient gets their own scoped link that only exposes the apps they own.
The recipient does **not** see your other subscriptions, vendors, or pricing, only the apps and months you've explicitly requested.
## What the recipient sees
After you send a request, ClearSpend **emails the recipient** with a unique link to the secure upload portal. When they open that link in their browser, the **upload page loads**; they do not need a ClearSpend account.
That page is a focused upload experience:
* A **left sidebar** listing each subscription you've requested invoices for, with a progress badge (e.g. `2 / 3`)
* A **main area** showing one row per missing period (e.g. "Invoice for September 2026")
* A **drag-and-drop zone** for each row, accepting PDFs and images (JPG / PNG)
Each missing period has its own upload area, scoped to **that subscription (vendor) and billing month**. The recipient can upload **multiple invoice files** for that single period in one session; every file must match that vendor and month. ClearSpend rejects files tied to a **different month, vendor, or year** than the one you requested. Valid files for that period are all accepted until the row is satisfied, subject to the per-file type and size limits and the **per-session** cap below. If you asked for two months, you get two separate periods and the same rules apply to each.
### Upload limits
| Limit | Value |
| ------------------------- | --------------------------------------------------------- |
| Maximum file size | 8 MB per file |
| Maximum files per session | 20 |
| Supported types | `application/pdf`, `image/jpeg`, `image/jpg`, `image/png` |
When a file is dropped, ClearSpend validates it inline:
* ✅ **All invoices matched and submitted:** the file matched the vendor and period and was attached to a transaction
* ⚠ **Duplicate:** the same invoice was already uploaded; ClearSpend keeps the first copy and notifies the recipient
* ❌ **Failed:** the file couldn't be parsed; the recipient gets a specific error (wrong vendor, unreadable, etc.)
## What happens after upload
Each successful upload behaves exactly like a document the team uploaded directly:
1. Goes through OCR + line-item extraction
2. Matches against open transactions for that subscription
3. Updates the subscription's **reconciled** spend on the dashboard
4. Closes the corresponding row on the request page
Once every row is completed, the recipient sees a success state and the request is auto-closed on your side. You'll get a notification (if you've enabled invoice notifications under [Settings → Notifications](/settings/notifications)).
## Tracking requests on your side
Track outstanding requests from **subscription detail → History** (periods marked **requested**) and from the subscriptions you included in a [bulk request](/features/subscriptions-request-invoices).
For each open request you can see:
* Which months are still missing documents
* Whether files have been uploaded and matched
* Reconciliation moving toward **Matched**
To cancel a mistaken request before uploads arrive, use **Revoke request** on the billing period in history. See [Request missing invoices](/features/subscriptions-request-invoices#revoke-a-pending-request).
To follow up with a recipient, send a new request for the same periods or ask them to use the link from the original email if the request is still open.
## Security
* Tokens are random and unguessable; the URL is the only thing the recipient needs (and the only thing they can use)
* Uploaded files use short-lived, signed S3 URLs; they never traverse a public bucket
* Cancelling a request immediately invalidates the link
* We log every successful upload against the request for audit purposes on the subscription history
Treat public upload links like any other unauthenticated URL. Share them via email or chat, not a public channel. If a link is leaked, **Revoke request** on the subscription history row to invalidate the pending placeholder.
# Sign up and sign in
Source: https://docs.clearspend.ai/connect/signup-and-login
Create a ClearSpend account or return with email magic link or Google.
You need a ClearSpend account before you can open a workspace. Sign-up and sign-in both happen on [app.clearspend.ai](https://app.clearspend.ai).
## Sign in options
| Method | What happens |
| -------------------- | -------------------------------------------------------------------------------------- |
| **Email magic link** | Enter your work email. ClearSpend emails a one-time link. Click it to land in the app. |
| **Google** | Use **Continue with Google** to authenticate with your Google account. |
![ClearSpend email magic link]()
Use the **same email** your admin invited you with if you are accepting a [team invite](/team/invite-via-link).
## New account (sign up)
![ClearSpend sign-up page]()
1. Open [app.clearspend.ai/signup](https://app.clearspend.ai/signup) or choose **Sign up** from the login page.
2. Prefer your **work email** so teammates with the same domain can join one workspace instead of creating duplicates.
3. Complete authentication (magic link or Google).
4. ClearSpend routes you to:
* [Onboarding](/onboarding) if you are the first person from your domain, or
* [Request to join](/request-to-join) if a workspace for your domain already exists, or
* Straight to the dashboard if you arrived via an invite link.
Personal domains (`gmail.com`, `outlook.com`, etc.) always create a separate workspace.
Each user can belong to up to **3 organizations** on one account — useful if you want separate sandboxes with a personal email.
# Slack integration
Source: https://docs.clearspend.ai/connect/slack-integration
Connect Slack so the workspace Owner receives renewal alerts in a Slack channel.
Send renewal reminders to the workspace Owner in Slack as well as email. Connect from **Integrations**; message content matches [Subscription notifications](/features/subscription-notifications).
## Who can connect
**Owners** and **Admins** can start the connection from **Integrations**. Only the workspace **Owner** receives Slack notifications after Slack is connected.
## Connect Slack
Go to **Manage → Integrations** in the sidebar.
Locate the **Slack** card in the integration list.
ClearSpend redirects you to Slack's authorization screen. Review the workspace and channel access Slack requests.
Approve the installation. You are redirected back to ClearSpend with a success confirmation when the connection completes.
## What you receive in Slack
Examples (see screenshots on the notifications doc):
* **Upcoming subscription renewals** table with days until due
* **Monthly renewal digest** — upcoming renewals for the month with vendor, amount, and owner
* **Invoice upload request** when someone selects **Request Invoices** on a subscription
Each message includes a button back to the app (for example **Manage subscriptions**).
![ClearSpend Slack notifications for invoices and renewals]()
## Email settings still apply
Configure timing under [Settings → Notifications](/settings/notifications): reminder days (1, 3, 7, 15). Slack does not replace email unless you turn email off; it adds a second channel for the Owner.
## Disconnect
Return to **Integrations**, open the Slack card, and disconnect or reinstall from Slack's app management if your admin policy requires it.
## Related
* [Subscription notifications](/features/subscription-notifications#slack-notifications)
* [Notifications settings](/settings/notifications)
# Activity
Source: https://docs.clearspend.ai/features/activity
See document processing, matches, and sync events as they happen.
The **Activity log** shows what ClearSpend is doing in real time — uploads parsing, invoices matching, and integration syncs.
## When to use it
* You just uploaded files and want to know when they'll appear on **Subscriptions**
* An integration **Sync now** finished and you want to confirm results
* A charge shows **Pending** reconciliation and you want to see match attempts
## Open Activity
| Where | Best for |
| ------------------------------ | -------------------------------------------------- |
| **Header → Activity Log icon** | Quick peek while working; opens the grouped drawer |
| **Sidebar → Activity** | Full page with filters, sorting, and pagination |
| **Subscriptions → View logs** | After a bulk upload on the subscriptions page |
![Activity drawer with grouped subscription events]()
## List and By Subscription views
Use the toggle in the top-right to switch how activity is organised:
| View | What it shows |
| ------------------- | ---------------------------------------------------------------------------------------------- |
| **List** | A flat, chronological table of every event. Filter tabs (below) let you narrow by entity type. |
| **By Subscription** | Activity grouped under each subscription. Expand a row to see that vendor's full timeline. |
**List** is best when you want to scan recent events across the whole workspace. **By Subscription** is best when you're investigating one vendor's history.
![Activity page with All, Subscriptions, Transactions, Groups, and Documents tabs]()
## Filter tabs
In **List** view, five tabs narrow the table without leaving the page:
| Tab | What it shows |
| ----------------- | ------------------------------------------------------------------------------------------------- |
| **All** | Every activity event — subscriptions, transactions, groups, and documents |
| **Subscriptions** | New detections, updates, and subscription-level events (e.g. auto-detected from a card statement) |
| **Transactions** | Charge and invoice matching — when a document is linked to a payment |
| **Groups** | Events where subscriptions were merged or grouped under a parent |
| **Documents** | Upload, parse, and processing events for individual files |
## Status badges
| Status | Meaning |
| --------------------- | ------------------------------------------------------------------------------- |
| **New** | Just recorded — e.g. a subscription auto-detected from a card statement |
| **Needs review** | Needs human approval — see [Needs review](/features/subscriptions#needs-review) |
| **Invoice match** | A document was matched to a charge |
| **Transaction match** | A charge was linked to billing history |
| **Invoice uploaded** | A file was received and stored |
| **Grouped** | A subscription was grouped under another subscription |
Click any subscription name to open its detail page.
## Permissions
All roles can view Activity. Only **Members** and above can upload or approve items that create new log entries.
## Something wrong?
| Symptom | What to do |
| -------------------------------- | ---------------------------------------------------------------------------------------------- |
| Stuck on **New** for a long time | Wait 2–5 minutes; large batches take longer |
| **No match** on many rows | Upload may not match vendor — check [Documents](/features/documents) |
| Nothing in Activity after upload | Confirm upload succeeded; Viewers can't upload — [Troubleshooting](/reference/troubleshooting) |
## Related
* [Documents](/features/documents)
* [Needs review](/features/subscriptions#needs-review)
* [Adding a data source](/connect/data-sources)
# AI spend (Coming Soon)
Source: https://docs.clearspend.ai/features/ai-spend
Track foundation-model usage and cost across OpenAI, Anthropic, Google Gemini, and other providers.
**Work in progress.** AI Spend is available in the app but still marked **WIP** in the sidebar. Features and layout may change between releases. Not every workspace sees the nav item yet — open `/{orgId}/ai-spend` directly if your role has access.
The AI spend module brings usage and cost data from foundation-model providers into the same view as the rest of your SaaS spend.
![AI spend dashboard]()
## KPIs
Four cards anchor the top of the AI Spend page:
| KPI | What it shows |
| ------------------ | -------------------------------------------------------------- |
| **Total Spend** | Cumulative cost across all providers over the selected window. |
| **Daily average** | Mean daily cost, with average cost per request. |
| **Total requests** | Number of API calls made across all models. |
| **Active models** | Count of distinct models in use, with the top model by cost. |
## Providers
OpenAI, Anthropic, and Google Gemini are supported. Use the **All providers** filter to scope the dashboard to a single vendor. Use the date filter (e.g. Last 6 months) to adjust the time window.
## Tabs
| Tab | What it shows |
| ------------ | ---------------------------------------------------- |
| **Overview** | Total spend trend broken down by provider per month. |
| **Cost** | Per-day cost breakdown. |
| **Models** | Which specific models are driving spend. |
| **Imports** | History of CSV imports and their processing status. |
## Spend chart
The **Spend** bar chart shows monthly spend stacked by provider. Use it to see which vendors are growing month over month.
## Token breakdown
Shows total processed tokens split between **Input Tokens** and **Output Tokens**, with percentage share for each.
## Insights
Automated callouts surface key findings such as:
* **Peak Spend Day:** the single highest-cost day and how much was spent across how many requests.
* **Average Cost Per Request:** the mean cost per API call and the cost per 1K tokens.
## Importing usage
Click **Add data** in the top-right to upload a CSV export from your AI provider. ClearSpend auto-routes the file based on its schema when possible.
For providers that require column mapping, use **Manage import labels** (`/{orgId}/ai-spend/labels`) to map CSV columns to your workspace entities before import.
Most providers let you schedule a recurring CSV export. Pair that with email forwarding so AI usage flows in automatically.
## Related
* [Adding a data source](/connect/data-sources)
* [Dashboard](/features/dashboard)
# Apps
Source: https://docs.clearspend.ai/features/apps
View all detected apps, distinguish tracked from untracked, and convert untracked apps into subscriptions.
The Apps page lists every third-party tool detected in your environment, including ones without a subscription record. Use it to spot shadow IT, track usage, and decide which apps to formally track.
![All Apps page]()
## What each row tells you
| Column | Meaning |
| ------------------ | ---------------------------------------------------------------------------------------------- |
| **App name** | Detected vendor name with logo. |
| **Estimated cost** | Inferred monthly spend when known (shown as `~$X.XX`). |
| **Status** | **Tracked** (linked to a subscription) or **Untracked** (detected but not yet a subscription). |
| **Used by** | Number of unique users; click to see the list. |
| **Last accessed** | Most recent activity signal. |
| **Category** | Software category: e.g. Design, Account, Software, Design Tool. |
| **Source** | Where the signal came from: Google Workspace, Email forwarding, Chrome extension, etc. |
| **Action** | **Track expenses** for untracked apps, or **View details →** for tracked ones. |
## Tracked vs. Untracked
* **Untracked** apps have been detected (via Google Workspace or another integration) but don't yet have a subscription record. Click **Track expenses** to convert one into a tracked subscription.
* **Tracked** apps are linked to a subscription with spend data. Click **View details** to open the subscription detail page.
## Filters
Use the **Category** and **Status** dropdowns at the top to filter by category or tracking status.
Apps detected only by signal (without a matching invoice) appear here but not in the [Subscriptions](/features/subscriptions) table. Upload an invoice or click **Track expenses** to add one.
# Renewal calendar
Source: https://docs.clearspend.ai/features/calendar-subscribe
Add your ClearSpend renewal dates to Google Calendar, Outlook, or Apple Calendar and keep them in sync automatically.
Subscribe once to see every upcoming renewal in Google Calendar, Outlook, or Apple Calendar. ClearSpend hosts a personal `.ics` feed; renewal dates sync when they change in the app, with no manual entry on your side.
## Why subscribe
* **Never miss a renewal date.** Your calendar already reminds you of meetings and deadlines. Adding renewals to the same place means you see them as part of your normal planning view.
* **No manual maintenance.** The feed is live. When a renewal date changes in ClearSpend, your calendar picks up the change on its next refresh, usually within 24 hours.
* **Works with any calendar app.** The feed is a standard `.ics` URL. Google Calendar, Outlook, Apple Calendar, and any other app that supports calendar subscriptions can use it.
* **Read-only and safe to share.** The feed only shows renewal events. It doesn't write to ClearSpend or expose any account data beyond vendor names and dates.
## How to subscribe
From the **Renewals** page, click the **Subscribe** button in the top-right of the page header.
You can also open the same dialog by hovering over **Renewals** in the left sidebar: a calendar icon appears on the right of the row. Click it to open the dialog without navigating to the Renewals page first.
The dialog shows your personal **Calendar feed URL**: a unique, token-protected `.ics` link.
You have two options:
**Option A: One-click add (recommended)**
Click **Google**, **Outlook**, or **Apple** to open your calendar app directly with the feed pre-filled. Confirm the subscription inside your calendar app and you're done.
| Button | What it opens |
| ----------- | ---------------------------------------------------------------------------------- |
| **Google** | Opens Google Calendar's "Add from URL" flow with the feed pre-filled |
| **Outlook** | Opens Outlook's "Add calendar from web" flow with the feed pre-filled |
| **Apple** | Opens the `webcal://` link, which Apple Calendar (macOS/iOS) handles automatically |
**Option B: Copy the URL manually**
Click **Copy** to copy the feed URL to your clipboard, then paste it into any calendar app that accepts a subscription URL. Look for "Add calendar from URL", "Subscribe to calendar", or similar in your app's settings.
Your calendar app will ask you to confirm. Accept the subscription. Renewal events will appear within a few minutes for most calendar apps.
Once subscribed, click **Done** to close the dialog.
## What appears in your calendar
Each event in the feed represents one subscription renewal. Events include:
* The **vendor name** (e.g. "Adobe Design Inc. renewal")
* The **renewal date** as the event date
All-day events are used so they don't block time on your calendar.
![Google Calendar showing ClearSpend renewal all-day events]()
## How updates work
The feed is live and generated fresh each time your calendar client fetches it. Most calendar apps refresh subscribed feeds every **24 hours** automatically. You don't need to re-subscribe when renewals change; updates appear on the next refresh.
If you need a renewal to show up immediately, you can manually trigger a refresh in your calendar app. In Google Calendar: open Settings → Other calendars → find the ClearSpend feed → click the three-dot menu → Refresh. In Apple Calendar: right-click the calendar → Refresh.
## Security and access
The feed URL contains a unique token that acts as the credential. Keep this URL the same way you'd treat a password-reset link:
* **Don't post it publicly.** Anyone with the URL can read your renewal dates.
* **It's read-only.** The feed cannot modify ClearSpend data or your calendar app's other calendars.
* If you believe the URL has been leaked, contact your ClearSpend admin to revoke and regenerate the feed.
## Supported calendar apps
| App | Method |
| -------------------------- | ----------------------------------------------------------------------------------------------------- |
| **Google Calendar** | One-click via the **Google** button, or paste the URL under Settings → Other calendars → Add from URL |
| **Outlook (web/desktop)** | One-click via the **Outlook** button, or paste the URL under Add calendar → Subscribe from web |
| **Apple Calendar (macOS)** | One-click via the **Apple** button, or use File → New Calendar Subscription |
| **Apple Calendar (iOS)** | Paste the `webcal://` URL into Safari and tap "Subscribe" |
| **Any other app** | Use the copied HTTPS URL in the app's "Subscribe to calendar" or "Add from URL" setting |
Once subscribed, you can rename the calendar inside your calendar app to something like "ClearSpend renewals" so it's easy to find and toggle on or off.
# Dashboard
Source: https://docs.clearspend.ai/features/dashboard
Overview of the ClearSpend dashboard — KPIs, spending trend, and widgets.
Your home page: total spend, renewal risk, and trends in one view.
## When to use the dashboard
* **Monday check-in** — KPI cards and upcoming renewals widget
* **Board or finance review** — spending trend (Trend vs Actual vs Reconciliation)
* **Customize your layout** — show only the widgets you need
![ClearSpend Dashboard overview]()
## SaaS spend vs. Non-SaaS spend
ClearSpend splits every transaction into one of two buckets:
| Type | What it includes | Included in KPIs and charts? |
| ------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------- |
| **SaaS spend** | Subscriptions with a recognized software category (Figma, AWS, Cursor, Slack, etc.). Also includes subscriptions with an **empty or blank category** (treated as SaaS until classified otherwise). | ✅ Yes |
| **Non-SaaS spend** | Any subscription type categorized as **"Non-SaaS"**: hotels, flights, hardware, and anything that isn't software spend. | ❌ No (excluded from all KPIs, charts, and totals) |
**Non-SaaS amounts are excluded from every number you see on the platform:** total spend, average monthly spend, the spending trend chart, the spend-type donut, and all other widgets. If a subscription is in the "Non-SaaS" category, its cost does not count toward any total.
If you see a subscription that should be SaaS but ended up under "Non-SaaS" (or vice versa), fix it directly from the subscriptions list:
1. Go to the **Subscriptions** page
2. Find the subscription and click the **⋯** (three dots) menu on its row
3. Click **Edit**. A pop-over appears.
4. Change the **Category** field to the correct software category (or to **Non-SaaS** to exclude it)
5. Click **Update subscription**. The change takes effect immediately and the subscription's amount will start appearing in (or disappearing from) all KPIs and charts.
![Edit subscription modal showing category field]()
Likewise, if a non-SaaS payment (e.g. a hotel booking charged to a company card) was auto-categorized as software, change its category to **Non-SaaS** to remove it from your SaaS totals.
Subscriptions with a **blank or missing category** are counted as SaaS spend by default. Only the **"Non-SaaS"** category excludes a subscription from calculations.
***
## Dashboard sections
Total SaaS spend, average monthly spend, and upcoming renewals — what each card shows and what counts toward the totals.
Trend, Actual Spend, and Reconciliation views — how to read each mode and toggle non-SaaS spend.
All four widgets, how to show/hide them, and how to customize your layout.
## Something wrong?
| Symptom | What to do |
| -------------------------- | ------------------------------------------------------------------------------------------------ |
| KPIs show \$0 | No data yet — [Add a data source](/connect/data-sources) or check [Activity](/features/activity) |
| Vendor missing from totals | Type is **Non-SaaS** — [SaaS vs Non-SaaS](#saas-spend-vs-non-saas-spend) |
| Widget missing | Open **Customize charts** and enable it |
## Next steps
Upload invoices, forward statements by email, or connect an integration to start populating your dashboard.
Dig into your grouped subscription list with filters, billing cycles, and spend totals.
See every upcoming auto-renewal and act before it hits your card.
Link [Google Workspace](/connect/google-workspace), [Gmail](/connect/gmail), or [Google Drive](/connect/google-drive) to keep your data fresh automatically.
# Dashboard KPIs
Source: https://docs.clearspend.ai/features/dashboard-kpis
Understand the three KPI cards at the top of the ClearSpend dashboard.
Three summary cards anchor the top of the dashboard and update with the date window you select.
![Dashboard KPI cards showing Total SaaS spend, Average Monthly Spend, and Upcoming Renewals]()
## The three KPI cards
| KPI | What it shows |
| ------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Total SaaS spend** | Cumulative SaaS spend over the selected window. Non-SaaS spend is shown as a separate callout below the card and is **not** included in this total. |
| **Average monthly spend** | Mean monthly SaaS spend across the selected window, with a trend indicator vs. the prior period. Non-SaaS is excluded. |
| **Upcoming renewals** | Count of renewals coming up (with total amount due) and a row of vendor logos. Click **View all renewals** to jump to the [Renewals](/features/renewals) page. |
## What counts toward KPIs
KPIs only include **verified charges** from card statement imports or Plaid syncs. Invoice uploads and manually added subscriptions are excluded until a charge confirms them.
| Source | Counts in KPIs? |
| ----------------------------------- | --------------------------- |
| Statement CSV import | ✅ Yes |
| Plaid card sync | ✅ Yes |
| Invoice or receipt upload | ❌ No (supporting document) |
| Forwarded billing email | ❌ No |
| Manual subscription (no charge) | ❌ No |
| Needs review (invoice-only) | ❌ No |
| Approved on Overview without charge | ❌ No — until charge arrives |
If KPI cards show **\$0** after uploading invoices, that is expected. Import a card statement or connect Plaid to populate totals. See [How data enters ClearSpend](/connect/how-data-enters).
## SaaS vs. Non-SaaS
Only SaaS subscriptions count toward the KPI totals. If the type is **Non-SaaS**, they are excluded from all calculations and displayed as a separate reference callout.
Subscriptions with a **blank or missing category** are treated as SaaS by default. See [Dashboard — SaaS spend vs. Non-SaaS spend](/features/dashboard#saas-spend-vs-non-saas-spend).
## Related
* [Dashboard](/features/dashboard)
* [Spending trend](/features/dashboard-spending-trend)
* [Widgets](/features/dashboard-widgets)
* [How data enters ClearSpend](/connect/how-data-enters)
# Spending trend
Source: https://docs.clearspend.ai/features/dashboard-spending-trend
Interpret the spending trend chart on your ClearSpend dashboard — Trend and Actual Spend views.
The **Spending Trend** chart sits below the KPI cards and shows bar-chart spend per calendar month. Use it to track budget trajectory and spot anomalies.
## Two view modes
| Tab | What it shows |
| ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Trend** | Spreads recurring charges across months. A \$1,200/year subscription shows as \$100 per month across 12 months, so the chart stays smooth instead of spiking in one month. |
| **Actual Spend** | Shows each charge in the month it posted, with no spreading. That same \$1,200 yearly bill appears as one \$1,200 bar in the payment month. Use this view to match your card statements. |
These match the in-app tooltips on the **Trend** and **Actual** tabs.
![Spending trend: Trend tab]()
![Spending trend: Actual Spend tab]()
## Non-SaaS
Each bar stacks **SaaS spend** (purple) with a grey segment for **Non-SaaS** spends — travel, hardware, and similar charges. The grey portion appears automatically when those charges exist.
Non-SaaS amounts are **excluded from KPI cards and SaaS totals**, but still show on the chart. See [SaaS spend vs. Non-SaaS spend](/features/dashboard#saas-spend-vs-non-saas-spend) for how type affects your totals.
## Date window
The chart respects the date filter in the dashboard top-right. Changing it rescopes all KPIs, the trend chart, and widgets simultaneously.
## Related
* [Dashboard](/features/dashboard)
* [Dashboard KPIs](/features/dashboard-kpis)
* [Widgets](/features/dashboard-widgets)
# Dashboard widgets
Source: https://docs.clearspend.ai/features/dashboard-widgets
Explore every widget on the ClearSpend dashboard — what each one shows and how to customize your layout.
Below the KPIs and spending trend chart you'll find dashboard widgets. Click **Customize charts** in the top-right to show, hide, or drag-and-drop widgets into the order you prefer. Your layout is saved per workspace.
## Widget overview
| Widget | What it shows |
| ------------------------- | ----------------------------------------------------------------- |
| **Upcoming renewals** | Subscriptions renewing within the next 30 days, sorted by urgency |
| **Top products by spend** | Horizontal bar chart of highest-cost vendors |
| **Spend type** | Donut chart of recurring vs one-time subscriptions |
| **Subscription calendar** | Month view with vendor logos on renewal dates |
Some widgets are hidden by default on first visit — enable them from **Customize charts**.
## Widget details
### Upcoming renewals
Lists every subscription renewing within the next 30 days, sorted by urgency. Each row shows the vendor logo, name, renewal date, amount due, and a color-coded days-remaining badge (red for 1–3 days, orange for 4–7 days). Click **View all** to open the full [Renewals](/features/renewals) page.
![Upcoming renewals widget]()
### Top products by spend
Horizontal bar chart ranking your vendors by total spend over the selected date window. Spot which tools absorb the most budget and whether the distribution looks as expected.
![Top products by spend widget]()
### Spend type
Donut chart breaking your active subscriptions into **Recurring** and **One-time** segments. The number shown on each label is the count of subscriptions in that segment, not the dollar amount. Hover over a segment to see the spend total.
![Spend type donut chart]()
### Subscription calendar
Month view with vendor logos plotted on each renewal date. Days with more subscriptions than fit show a **+N** badge. Use the arrows to step forward or backward through months.
![Subscription calendar widget]()
## Customizing your layout
1. Click **Customize charts** in the top-right of the dashboard.
2. Toggle widgets on or off using their switches.
3. Drag widget cards to reorder them.
4. Your layout is saved automatically per workspace.
## Date filter
The date filter in the top-right scopes every widget simultaneously:
| Option | Date range |
| ------------- | ------------------------------------------- |
| This month | First day of the current month to today |
| Last month | Full prior calendar month |
| Last 3 months | First day 3 months ago to end of last month |
| Last quarter | Full prior calendar quarter |
| Last 6 months | Six full calendar months ending last month |
| Year to date | Jan 1 to today |
| All time | All available data |
## Related
* [Dashboard](/features/dashboard)
* [Dashboard KPIs](/features/dashboard-kpis)
* [Spending trend](/features/dashboard-spending-trend)
* [Renewals](/features/renewals)
# Documents
Source: https://docs.clearspend.ai/features/documents
Search, filter, and export every invoice and statement ClearSpend has collected.
The Documents page lists every invoice and statement in your workspace so you can search, download, and audit what backed each charge.
Sources include manual upload, forwarded email, Gmail/Drive, and Slack. Each row shows a **Source** label (with icon) so you can see where a file originated.
![Documents page]()
## Table columns
| Column | Description |
| -------------------- | -------------------------------------------------------- |
| **Documents** | File name |
| **Subscriptions** | The vendor/subscription this document is matched to |
| **Amount** | The amount on the document |
| **Type** | Document type: **Invoice** or **Card Statement** |
| **Source** | How the file arrived (manual upload, Gmail, Slack, etc.) |
| **Transaction date** | The date of the transaction or invoice |
| **Added** | Date the document was added to ClearSpend |
Each row has **Download** (↓) and **Delete** (🗑) action icons on the right.
## Filtering and search
Use the **Filters** button to narrow by document type or other attributes. The search field accepts both document names and subscription names.
## Bulk actions
Select multiple documents to **Delete** or **Reparse**. Reparse re-runs OCR and extraction on the selected files — useful when a document failed to match initially or after you update [processing rules](/settings/processing-rules).
## Bulk export
Click **Export all** in the top-right to download all documents in the current view, convenient at month-end close.
# Renewals
Source: https://docs.clearspend.ai/features/renewals
View upcoming renewals, filter by owner or billing cycle, and add dates to your calendar.
The Renewals page lists every upcoming auto-renewal so you can review spend at risk and act before a charge goes through.
![Renewals page]()
## Header KPIs
![Renewals header KPI cards]()
Two summary cards anchor the top:
| KPI | What it shows |
| ----------------------------------- | ----------------------------------------------------------------- |
| **Critical (7 days)** | Count of renewals charging within 7 days, with total amount due. |
| **Upcoming (30 days) Renewal Cost** | Count of all renewals in the next 30 days, with total amount due. |
## Table columns
| Column | Description |
| ------------------ | ------------------------------------------------------------------------------------------ |
| **Subscriptions** | Vendor name, logo, and plan name |
| **Amount** | Cost for the upcoming renewal |
| **Renewal Date** | The date the subscription auto-renews |
| **Remaining days** | Days until renewal, color-coded red (≤ 5 days), orange (≤ 26 days), or plain (further out) |
| **Billing Cycle** | Monthly, Quarterly, Semi-Annually, Yearly, or One-time |
| **Owner** | The member responsible for the subscription (shown by **email** in filters) |
## Active vs. Inactive
Use the **Active Renewals** and **Inactive** tabs to separate subscriptions ClearSpend still treats as live from ones that have lapsed.
| Tab | What it shows |
| ------------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| **Active Renewals** | Upcoming renewals for subscriptions still marked **Active**, sorted by days remaining. |
| **Inactive** | Subscriptions that have gone **Inactive** — no upcoming renewal date is shown because ClearSpend no longer expects a charge. |
### How Active and Inactive are decided
ClearSpend keeps a subscription **Active** while it still looks like an ongoing recurring charge:
* A **new charge** for the billing period keeps it active.
* For **monthly** subscriptions, the latest charge (or renewal activity) must fall within the **last 3 months**. If no new monthly charge shows up after that, the subscription moves to **Inactive**.
* **Quarterly** and **yearly** subscriptions use a longer grace window before they flip inactive (6 months and 15 months, respectively).
This matches the **Active** / **Inactive** status on the [Subscriptions](/features/subscriptions) page.
### Renewal reminders
Scheduled renewal emails and Slack alerts only go out for **Active** subscriptions. Inactive subscriptions are omitted from upcoming-renewal notifications even if an old renewal date is still on file. Configure timing under [Settings → Notifications](/settings/notifications).
## Filters
Use the **Owner** and **Type** filters to narrow the list by responsible person or billing cycle. The owner filter shows each person's **email address** (falling back to display name when email is unavailable).
## Add renewals to your calendar
Click **Subscribe** in the top-right of the Renewals page to get a live `.ics` feed of all your renewal dates. Add it to Google Calendar, Outlook, or Apple Calendar in one click. See [Renewal calendar](/features/calendar-subscribe) for the full setup guide.
# Subscription detail
Source: https://docs.clearspend.ai/features/subscription-detail
Review spend, usage, and billing history for a single subscription, and edit subscription details.
Click any subscription row on the [Subscriptions](/features/subscriptions) page to open its detail view.
## 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 |
![Subscription detail KPI cards]()
## 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.
![Subscription detail spending trend chart]()
## 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
![Subscription detail usage graph]()
## History
A per-month list of every charge, with columns:
| Column | Description |
| -------------------- | ------------------------------------------------- |
| **Date** | The billing period month |
| **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. |
![Subscription detail billing history]()
### Reconcile status
| Status | Meaning |
| ------------------ | ------------------------------------------------------------------------------------ |
| **Matched (100%)** | Every document for this period has been matched to a transaction |
| **Partial match** | Most invoices and charges align for this period, but some charge matching is pending |
| **Pending** | Documents are present but not yet fully reconciled |
![Subscription detail reconcile status in history]()
## Something wrong?
| Symptom | What to do |
| --------------------------------------- | ----------------------------------------------------------------------------------------------------- |
| Reconcile stuck on Pending | Upload invoice for that month or [request missing invoices](/features/subscriptions-request-invoices) |
| Duplicate charges | [Duplicates and mark as transaction](/features/subscriptions-duplicate-entries) |
| Wrong category / missing from dashboard | Edit **Category** — [SaaS vs Non-SaaS](/features/dashboard#saas-spend-vs-non-saas-spend) |
| Tags or aliases | [Tags and aliases](/features/subscriptions-tags-aliases) |
# Editing a subscription
Source: https://docs.clearspend.ai/features/subscription-editing
Update owner, status, billing cycle, category, and other details on any subscription.
From any row in the Subscriptions table, open the **⋮** menu and click **Edit** to open the edit dialog.
![Edit subscription modal]()
## 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](/features/renewals#active-vs-inactive). 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](/features/dashboard#saas-spend-vs-non-saas-spend) |
## Related
* [Subscription detail](/features/subscription-detail)
* [Subscriptions](/features/subscriptions)
* [Dashboard KPIs](/features/dashboard-kpis)
# Subscription notification email
Source: https://docs.clearspend.ai/features/subscription-notifications
Understand the notification emails ClearSpend sends for upcoming renewals, monthly summaries, and document requests.
ClearSpend sends subscription notification emails automatically. Each email goes to the recipients configured under [Settings → Notifications](/settings/notifications). If you've connected Slack, the workspace **Owner** receives renewal alerts in Slack as well.
Settings also sends **document request** notifications to recipients when someone asks an owner to upload a missing invoice. See [Request missing invoices](/features/subscriptions-request-invoices).
## Upcoming renewal
**Trigger:** the renewal date is 1, 3, 7, or 15 days away (whichever cadences you've enabled).
![Upcoming renewal notification email]()
The email includes:
* **Subscription:** the subscription name
* **Amount:** the expected charge
* **Billing Cycle:** Monthly, Quarterly, Semi-Annually, Yearly, or One-time
* **Remaining Days:** days until the renewal date
* **View all Upcoming Renewals** button: links directly to the Renewals page in ClearSpend
No action is required if you're okay with the renewal. The email is a heads-up so you can review, downgrade, or cancel before the charge hits.
You can change which intervals trigger this email under [Settings → Notifications](/settings/notifications). Many teams enable both 7 days (for planning) and 1 day (as a final check).
## Monthly summary
**Trigger:** sent on the **1st of each month**.
![Monthly summary notification email]()
The email includes:
* A table of **renewals scheduled for that month** with subscription name, amount, and renewal date
A **View all Upcoming Renewals** button links directly to the Renewals page in ClearSpend.
For Slack alerts, see [Slack notifications](/features/subscription-notifications-slack).
# Slack notifications
Source: https://docs.clearspend.ai/features/subscription-notifications-slack
Renewal reminders, monthly digests, and invoice upload requests sent via Slack.
If your workspace has Slack connected, ClearSpend sends renewal and document alerts as Slack messages in addition to email. Messages include direct links back to ClearSpend.
Slack notifications go to the **Owner** only. Email notifications go to all recipients configured under [Settings → Notifications](/settings/notifications).
To connect Slack, go to **Integrations** and connect the Slack card. See [Slack integration](/connect/slack-integration).
## Renewal reminder
![ClearSpend Slack notification for upcoming subscription renewals]()
Sent when a renewal is 1, 3, 7, or 15 days away (based on your notification settings). Same details as the [upcoming renewal email](/features/subscription-notifications#upcoming-renewal).
## Monthly renewal digest
![ClearSpend Slack notification for monthly renewal digest]()
At the start of each month, ClearSpend posts **Upcoming Subscription Renewals — This Month** in your configured channel.
## Invoice upload request
![ClearSpend Slack notification for invoice upload request]()
When someone selects **Request Invoices** on a subscription, the bot sends **Invoice Upload Requested** to the configured channel. The message includes an **Upload Invoice** button that opens a secure upload page.
## Related
* [Subscription notifications](/features/subscription-notifications)
* [Slack integration](/connect/slack-integration)
* [Settings → Notifications](/settings/notifications)
# Subscriptions
Source: https://docs.clearspend.ai/features/subscriptions
View, filter, sort, and export every subscription ClearSpend has detected.
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** |
Not sure which tab? See [Choosing integrations — Subscriptions tabs](/connect/choosing-integrations#subscriptions-overview-vs-transactions-vs-needs-review).
![Subscriptions list]()
## Header KPIs
Two summary cards anchor the top of the page:
![SaaS spend KPI card]()
* **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 Non-SaaS subscriptions. 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](/features/dashboard#saas-spend-vs-non-saas-spend) for details.
![Upcoming renewals KPI card]()
* **Upcoming renewals (next 10 days):** count, total amount, and a row of vendor logos. Click **View all renewals** to jump to the [Renewals](/features/renewals) page.
## Overview, Transactions, and Needs review
The page has three tabs:
### Overview
![Subscriptions Overview tab]()
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
![Subscriptions Transactions tab]()
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.
![Subscriptions Needs review tab]()
Use this tab to approve new detections, upload supporting documents, or remove bad matches. See [Needs review](/features/subscriptions#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) |
From any row **⋮** menu you can also **Mark for review** to send a subscription to the Needs review queue.
## 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](/features/subscriptions#needs-review) |
| Wrong totals on dashboard | Type may be **Non-SaaS** — [Dashboard](/features/dashboard#saas-spend-vs-non-saas-spend) |
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.
# Duplicates and mark as transaction
Source: https://docs.clearspend.ai/features/subscriptions-duplicate-entries
Resolve duplicate charges and promote extra documents to their own transaction from subscription history.
Keep spend and reconciliation accurate when the same payment appears twice. On [subscription detail](/features/subscription-detail), open the duplicate drawer to mark an extra record as a duplicate or promote it to its own transaction.
## 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**.
## 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:
| Action | When to use it |
| ---------------------------------------------- | ------------------------------------------------------------------------------------------------ |
| **Mark as Duplicate** | The 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.
## 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.
## Reconciliation status
| Status | Meaning |
| ------------------ | ---------------------------------------------------------- |
| **Matched (100%)** | Documents and charges align for that period |
| **Partial Match** | Documents and charges match within a date or amount buffer |
| **Pending** | Documents exist but matching is incomplete |
Resolving duplicates keeps dashboard and subscription KPIs from double-counting the same dollars.
## Related
* [Subscription detail](/features/subscription-detail)
* [Documents](/features/documents): source column shows where each file originated
# Group subscriptions
Source: https://docs.clearspend.ai/features/subscriptions-merge-group
Roll multiple subscription rows under one parent vendor on the Subscriptions overview.
Use **Group** when ClearSpend shows separate rows for the same vendor (for example different plans or billing entities) and you want one combined line on the **Overview** tab with an **X subs grouped** badge.
Grouping links subscriptions under a parent. It does **not** delete charges or documents.
## When to group
* The same vendor appears more than once after imports from email, Drive, or manual entry.
* You want a single overview row while still drilling into each child from subscription detail.
## Group from the Subscriptions list
Go to **Subscriptions** and stay on the **Overview** tab.
Use the row checkboxes to select the subscriptions you want to combine. The bulk action bar appears at the bottom of the table.
Click **Group** in the bulk bar. You must select at least two subscriptions.
In the dialog, pick which row should be the **parent**. The other selected rows become children linked to that parent.
ClearSpend updates the overview table. The parent row shows **X subs grouped** under the vendor name.
## What changes after grouping
* **Overview:** one primary row per parent with a grouped badge; expand or open detail to see children.
* **Transactions:** each billing event still appears on its own row when you switch to the **Transactions** tab.
* **Spend totals:** grouped children roll up into the parent for overview KPIs according to your filters.
## Related
* [Subscriptions overview](/features/subscriptions#overview-vs-transactions)
* [Subscription detail](/features/subscription-detail) for per-vendor history and documents
# Request missing invoices
Source: https://docs.clearspend.ai/features/subscriptions-request-invoices
Ask owners to upload invoices in bulk, from one subscription, or revoke a pending request.
Email subscription owners a secure upload link for the months you select. Use a single subscription, or run a bulk request from the Subscriptions toolbar when many vendors are missing invoices in the same period.
## Ways to send a request
| Flow | Where to start | Best for |
| ----------------------- | ------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------ |
| **Single subscription** | Subscription detail → **Request documents** (or **Request invoice** in history) | One vendor, selected months |
| **Bulk by period** | Subscriptions → **Request missing invoices** (toolbar dropdown) | Many subscriptions missing docs in the current month, prior months, or last 6 months |
See [Public invoice upload](/connect/public-upload) for what recipients see after they open the email link.
## Bulk request from Subscriptions
On **Subscriptions**, click **Request missing invoices** in the toolbar. The menu shows counts for the current month, the two prior calendar months, **Last 6 months**, and **Custom** (date range).
Choose the option that matches the gaps you are chasing. ClearSpend pre-selects subscriptions that are missing invoices in that window.
The bulk dialog groups subscriptions by billing style (monthly vs yearly). Select invoice months or years, set **Notify** frequency (for example once a day), and add an optional note.
Click send. Each **subscription owner** receives their own email with a link to a portal that only shows the apps they own.
## Single subscription request
From [subscription detail](/features/subscription-detail#requesting-missing-invoices):
1. Click **Request documents**.
2. Choose notification frequency and the invoice month(s) on the calendar.
3. Add an optional note and send.
The owner receives the same style of secure upload link as the bulk flow.
## Revoke a pending request
If you sent a request by mistake or the wrong months were selected, revoke it before the recipient uploads files.
Find the billing period with status **requested** (invoice still outstanding).
In the row action menu, choose **Revoke request** (shown when a placeholder request is active for that period).
The pending request is canceled. The public upload link for that request stops working for new uploads tied to that placeholder.
Only **Members** and above can send or revoke document requests.
## Related
* [Public invoice upload](/connect/public-upload): recipient experience and upload rules
* [Subscription notifications](/features/subscription-notifications): email templates for renewals (separate from document requests)
# Tags and aliases
Source: https://docs.clearspend.ai/features/subscriptions-tags-aliases
Organize subscriptions with tags and aliases so teams can find vendors the way they actually refer to them.
**Tags** group subscriptions (by project, department, etc.). **Aliases** add alternate names next to the canonical vendor name.
![Subscription tags and aliases]()
## When to use tags vs aliases
| | Tags | Aliases |
| ----------- | ----------------------------------- | ----------------------------------- |
| **Purpose** | Filter and group many subscriptions | Rename for your team's vocabulary |
| **Example** | `Design`, `Q4-audit` | "Adobe CC" for Adobe Creative Cloud |
| **Filter** | **Filters → Tags** on Subscriptions | Search only |
***
## Tags
### Add or remove
**Subscriptions → Overview** or [subscription detail](/features/subscription-detail):
1. Click **+ Tag** or **+ Tags**
2. Enter name and save
3. Remove via chip **×**
### Filter
**Filters → Tags** or click any tag chip on a row.
Tags filter appears only after your workspace has at least one tag.
***
## Aliases
1. Click **+ Alias** or **+ Aliases**
2. Enter alternate name
3. Alias shows next to vendor name on list and detail
***
## Related
* [Subscriptions](/features/subscriptions)
* [Choosing integrations](/connect/choosing-integrations)
# Introduction
Source: https://docs.clearspend.ai/index
Learn what ClearSpend does and navigate to the right starting point.
ClearSpend aggregates every subscription, invoice, and renewal across your organization so you can see what you're paying for, who's using it, and what's coming up.
![ClearSpend Dashboard overview]()
## What ClearSpend does
| You'll know | Where to look |
| ------------------------------ | --------------------------------------------------------------------------------------- |
| What you're paying and to whom | [Subscriptions](/features/subscriptions) |
| What's about to renew | [Renewals](/features/renewals) / [Dashboard](/features/dashboard) |
| Who's actually using each tool | [Apps](/features/apps) / [People](/team/people) |
| Where invoices are missing | [Documents](/features/documents) / [Subscription detail](/features/subscription-detail) |
| Whether uploads are processing | [Activity](/features/activity) |
| How AI API usage breaks down | [AI Spend](/features/ai-spend) *(WIP)* |
Press ⌘K (or Ctrl K) anywhere in the app to open [global search](/reference/global-search) and jump to any subscription instantly.
# Onboarding
Source: https://docs.clearspend.ai/onboarding
Complete the onboarding wizard and land on the dashboard for the first time.
After your first login, ClearSpend opens a short onboarding wizard. The whole flow takes about a minute and only runs once; you'll land directly on the dashboard on subsequent logins.
## Step 1: Your profile and organization
Fill in four quick fields:
* **Full name:** how you'll appear to teammates
* **Work email:** pre-filled and read-only; your domain (`@yourcompany.com`) is used to group your team
* **Your role:** Finance, IT, Founder, Engineering, etc.
* **Organization name:** defaults from your domain; edit it if needed
Hit **Continue** and ClearSpend creates your workspace. Any future signup with the same company domain is automatically routed to join your org rather than starting a new one.
**Already part of an existing organization?** If a colleague has already signed up with the same domain, you'll be routed to [Request to join](/request-to-join) before reaching this step.
## Step 2: Your goals
![Onboarding Step 2: pick your goals]()
Pick one or more goals that best describe what you want to get out of ClearSpend: reducing SaaS waste, tracking renewals, centralizing invoices, or getting visibility into shadow IT. You can select multiple or skip this step and go directly to the platform.
Click **Go to Platform** to land on the dashboard and start adding your data.
## Re-running onboarding
Onboarding only runs once per user. To change your name and organization name later, go to [Settings → Profile](/settings/profile). Goals aren't editable in the UI; contact support if you'd like them updated.
# Get started
Source: https://docs.clearspend.ai/quickstart
Import card charges and see your first subscriptions appear on the dashboard.
The fastest way to see value in ClearSpend is to add a data source right after you log in. **Subscriptions and dashboard spend come from card charges** — import a **card statement** **(CSV)** or connect your card via **Plaid**. Invoices and receipts are supporting documents for reconciliation; they may appear in **Needs review** but do not populate KPI totals until a matching charge exists.
Log in to [app.clearspend.ai](https://app.clearspend.ai). The login screen offers two options:
* **Login with email**: enter your email and receive a magic link
* **Login with Google**: sign in via your Google account
![ClearSpend login page]()
**Signing up for the first time?** Personal Gmail accounts are supported so you can try ClearSpend out, but we **recommend signing up with your work email**: it lets us auto-claim your company domain so teammates land in the same workspace instead of creating duplicates. After signing up you'll go through a short [onboarding flow](/onboarding) (name, role, organization, goals) before landing on the dashboard. If a colleague has already signed up your company, you'll be routed to [Request to join](/request-to-join).
Once logged in, your organization name and total subscription count appear at the top-left of the sidebar.
If your workspace is empty, the dashboard shows a **"Connect or add your first subscription"** screen with two buttons:
![Dashboard empty state with Add Data Source and Manage Integrations buttons]()
* **+ Add Data Source**: import a **card statement** **(CSV)** to create subscriptions from real charges, or upload invoice PDFs and receipts as supporting documents. Card charges populate the dashboard and Subscriptions list within minutes.
* **Manage Integrations**: set up a continuous source such as Google Drive, Gmail inbox, or Google Workspace. These run in the background and keep your data fresh automatically.
**Start with a card statement.** Import a statement CSV under **+ Add Data Source → Import your Subscriptions** for the fastest path to subscriptions, KPI cards, and spend charts — no integration setup required. Add invoice sources afterwards for reconciliation and renewal context.
As soon as a document is processed, ClearSpend extracts vendor names, amounts, billing periods, and renewal dates. You'll see:
* **Dashboard**: KPI cards (Total SaaS Spend, Average Monthly Spend, Upcoming Renewals) update with real numbers
* **Subscriptions**: each identified service appears as a line item with its billing cycle, amount, and status
* **Renewals**: Upcoming renewals come from invoices and statement charges; charge-based dates are estimated and refined when invoice data is available
If you connected an integration instead, the initial discovery pass typically takes a couple of minutes. Apps appear under **Apps** as they're found, and known SaaS tools are converted into **Subscriptions**.
Once you've seen the basics, head to **Manage → Integrations** to connect additional sources:
| Integration | What it adds |
| --------------------------------------------------- | -------------------------------------------------------------------------------------------------------------- |
| **[Google Workspace](/connect/google-workspace)** | Discovers all OAuth-connected apps and active users across your domain |
| **[Gmail](/connect/gmail)** | Auto-imports invoice emails and attachments from your inbox (supporting documents — not dashboard totals) |
| **[Google Drive](/connect/google-drive)** | Syncs invoice PDFs from a Drive folder on an ongoing basis (supporting documents — not dashboard totals) |
| **[Connect your card](/connect/connect-your-bank)** | Detects SaaS charges from linked card accounts via Plaid — **creates subscriptions and drives dashboard KPIs** |
| **[Slack](/connect/slack-integration)** | Sends renewal alerts to the workspace Owner and auto-imports invoices or receipts uploaded in Slack |
Each new source fills in gaps: amounts from invoices, usage signals from OAuth, and charge dates from card data all combine into one unified view.
Press ⌘K (or Ctrl K) anywhere in the app to open the global search and jump to any subscription instantly.
## Next steps
Subscription, app, document, renewal: what each one means.
Deep-dive into every integration ClearSpend supports.
Capture in-browser app usage and one-click invoice downloads.
Send a public upload link to app owners and vendors.
# Activity log
Source: https://docs.clearspend.ai/reference/activity-log
See document processing, matches, and sync events.
This page moved to **[Activity](/features/activity)** under Working with spend.
The Activity log covers the header drawer, full **Activity** page, status badges, and troubleshooting.
# Demo environment
Source: https://docs.clearspend.ai/reference/demo-environment
Use the ClearSpend demo host to explore the product without your own organization data.
Explore ClearSpend on a **demo hostname** with sample data before you connect Gmail, card feeds, or your own invoices. The demo is separate from your company's live workspace.
## How demo mode behaves
When you open the app on the demo host:
* URLs omit the usual `/{orgId}` prefix (for example `/subscriptions` instead of `/org_xxx/subscriptions`).
* The sidebar may show a fixed label such as **Demo** instead of your organization name.
* Data is shared demonstration content; changes may reset or not persist.
Demo detection is automatic in the browser when the hostname matches the operator's `DEMO_HOSTNAME` configuration. You do not toggle demo mode inside a normal production workspace.
## Who should use it
* Evaluators getting a guided tour before signup
* Internal training without connecting real Gmail or card data
## Sign up for a real workspace
To connect your integrations and see your own spend, sign up at [app.clearspend.ai](https://app.clearspend.ai) with your work email. Follow [Get started](/quickstart) and [Onboarding](/onboarding).
If you need a dedicated demo tenant with your branding, contact your ClearSpend account team. This page describes the technical demo host pattern in the webapp, not a custom sales sandbox.
# FAQ
Source: https://docs.clearspend.ai/reference/faq
Find answers to common questions about discovery, data, roles, and billing.
Discovery happens in two waves. The first scan captures what's visible from your connected integrations within a few minutes. Apps that only show up in invoice emails are added as those emails are parsed, usually within an hour or two of connecting [Gmail](/connect/gmail). If something is still missing after a day, upload an invoice manually to seed it.
An app is marked Active when there's a recent login, OAuth grant, or charge. Inactive means ClearSpend hasn't seen any of those signals in your selected time window, which is a good prompt to review it for cancellation.
Yes. Each subscription is stored in its native currency (you'll see entries like `AED 185.68` or `NPR 1,673,278`) and converted to your workspace default for the totals on the dashboard.
Yes, if you opt in. [Connect your card](/connect/connect-your-bank) uses Plaid for read-only transaction sync — ClearSpend never sees full card numbers and does not initiate payments. You can also use invoices, receipts, OAuth signals, and CSV statement uploads without linking a card.
**Spend** is everything we attribute to a subscription, whether or not we've matched it to a document. **Reconciled** is the subset that has supporting documentation. The gap between them is your reconciliation backlog.
Owners and Admins. Rules apply to the entire workspace; a rule that filters out "grepsr" affects all members.
Email **[support@clearspend.ai](mailto:support@clearspend.ai)** or see [Get help](/reference/get-help). [AI Spend](/features/ai-spend) is still marked WIP in the sidebar — feedback there is especially useful.
On **Subscriptions → Overview**, select at least two rows and click **Group** in the bulk bar. See [Group subscriptions](/features/subscriptions-merge-group).
Use **Request missing invoices** on the Subscriptions toolbar. See [Request missing invoices](/features/subscriptions-request-invoices).
Yes. Open the extension popup and drop or browse for a file. See [Chrome extension](/connect/chrome-extension#send-documents-from-the-extension) and [Adding a data source](/connect/data-sources#send-from-the-chrome-extension).
The workspace **Owner** after Slack is connected under **Integrations**. See [Slack integration](/connect/slack-integration).
File size limits depend on the upload path (8 MB vs 10 MB). See [Limits and formats](/reference/limits-and-formats) or [Troubleshooting](/reference/troubleshooting#uploads-and-documents).
# Get help
Source: https://docs.clearspend.ai/reference/get-help
Contact support and find answers when you are stuck in ClearSpend.
Email **[support@clearspend.ai](mailto:support@clearspend.ai)** when the app does not match what you expect, or use the links below for self-service answers.
## In the app
* **Settings** (gear in the sidebar footer): profile, notifications, billing, and workspace configuration.
* **Documentation** (this site): step-by-step guides for subscriptions, renewals, integrations, and the Chrome extension.
* **FAQ**: [Common questions](/reference/faq) for discovery delays, roles, currencies, and reconciliation.
The sidebar may show **Get Help**. If that link does not load a page in your build, use the support email below or the **Support** link in the documentation header.
## Contact support
Email **[support@clearspend.ai](mailto:support@clearspend.ai)** with:
* Your workspace name
* The page you were on (for example Subscriptions, Integrations)
* Screenshots or screen recording if UI looks wrong
* Approximate time (with timezone) if reporting a failed sync or missing data
## Before you write in
1. Check [Quick links](/common-tasks) for the task you are trying to complete.
2. Confirm your role in [Roles and permissions](/reference/roles-permissions) if an action is disabled.
3. For missing invoices, see [Request missing invoices](/features/subscriptions-request-invoices).
## Product feedback
Feature requests and bug reports are welcome at the same support address. Mention **AI Spend** or **Documents** if the issue is on a module still marked work-in-progress in the app.
# Global search
Source: https://docs.clearspend.ai/reference/global-search
Jump to any subscription from the header search bar using ⌘K or Ctrl+K.
Find a subscription by vendor name without scrolling the full table.
## When to use it
* You know the tool name (e.g. "Notion", "AWS")
* You need **last transaction** and **next billing** at a glance before opening detail
* You're triaging **Needs review** items that also appear in search results
## Open search
| Method | Action |
| ------------ | -------------------------------------------------------- |
| **Keyboard** | ⌘K (Mac) or Ctrl K (Windows/Linux) |
| **Mouse** | Click the search field in the top header |
![Subscriptions filtered by global search for Grafana]()
## How search works
1. Type at least **two characters**
2. Results show logo, status, **Last transaction**, **Next billing**, and amount (Overview + Needs review rows)
3. Click a result or press Enter to open subscription detail
Search is scoped to your current **workspace** only — not documents, people, or settings.
## Something wrong?
| Symptom | What to do |
| ------------------ | ------------------------------------------------------------------- |
| No results | Type 2+ characters; check correct org in sidebar |
| Wrong subscription | Similar vendor names — use dates on each result row to disambiguate |
## Related
* [Keyboard shortcuts](/reference/shortcuts)
* [Subscriptions](/features/subscriptions)
* [Troubleshooting](/reference/troubleshooting#subscriptions)
# Glossary
Source: https://docs.clearspend.ai/reference/glossary
Look up definitions for the terms used across ClearSpend.
| Term | Definition |
| ------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Reconciled** | A charge that has been matched to an uploaded document. Indicates how completely charges have matching documents. |
| **Tracked** | An app for which ClearSpend is actively monitoring usage and spend. |
| **Source** | The integration or upload mechanism that surfaced an app or document (e.g. Gmail, Google Drive, Google Workspace, Chrome extension, Manual Upload). |
| **Owner (subscription)** | The team member responsible for that subscription. Drives reminder routing. |
| **Owner (workspace)** | The single member with full administrative authority over the ClearSpend workspace. |
| **Subscription** | A recurring or one-time service your organization pays for. |
| **App** | Any third-party tool detected in your environment, whether or not you have an active subscription. |
| **Document** | An invoice, receipt, or card statement. |
| **Tag** | A workspace label attached to one or more subscriptions for grouping and filtering (e.g. *Design*, *Engineering*). |
| **Alias** | An alternate display name for a subscription, shown alongside the canonical vendor name. |
| **Needs review** | A subscription queue for items awaiting human approval before they appear in the main portfolio. |
| **Activity log** | A chronological record of document processing, matches, and subscription events. |
| **Renewal** | The upcoming billing event for an active subscription. |
# Limits and formats
Source: https://docs.clearspend.ai/reference/limits-and-formats
File sizes, supported types, and upload caps for every ClearSpend upload path.
Upload limits depend on **which screen** you use. This table is the source of truth.
## File size and count limits
| Upload path | Max file size | Max files | Supported types |
| -------------------------------------------------------------- | ------------- | -------------- | ------------------ |
| **+ Add Data Source → Upload Invoices/Receipts** | 10 MB | 20 | PDF, JPG, CSV |
| **+ Add Data Source → Import subscriptions** (card statements) | 10 MB | 20 | CSV |
| **Subscription detail → upload** | 10 MB | Per dialog | PDF, JPG |
| **Needs review → approve with documents** | 8 MB | 10 | CSV, PDF |
| **Public upload link** (`/p/`) | 8 MB | 20 per session | PDF, JPG, PNG |
| **Chrome extension popup** | 8 MB | Varies | PDF, JPG, PNG, CSV |
**Why two sizes?** In-app bulk uploads allow **10 MB**; public and review flows cap at **8 MB** for faster processing and consistent recipient experience.
## Statement CSV tips
* Export from your card portal as **CSV** when importing subscriptions in bulk.
* Include columns for **date**, **merchant/description**, and **amount** when possible.
* ClearSpend matches merchants to known vendors; unknown rows may create new subscriptions or land in [Needs review](/features/subscriptions#needs-review).
## Invoice and receipt formats
* **PDF** and **JPG** work for individual invoices and receipts.
* Scanned PDFs and photos are supported; OCR extracts vendor, amount, and date.
* Multi-page PDFs are treated as one document.
## Integration limits (by plan)
Integration caps depend on your ClearSpend plan. Check **Settings → Billing** for your workspace's **Integrations** usage meter. When you're at the limit, **Connect** is blocked until you upgrade or remove a connection. See [Billing](/settings/billing#usage-limits).
## Related
* [Adding a data source](/connect/data-sources)
* [Public invoice upload](/connect/public-upload)
* [Troubleshooting — upload rejected](/reference/troubleshooting#uploads-and-documents)
# Roles and permissions
Source: https://docs.clearspend.ai/reference/roles-permissions
See what Owners, Admins, Members, and Viewers can do in ClearSpend.
See whether your role can edit subscriptions, connect integrations, or manage billing. ClearSpend uses four workspace roles; higher roles include everything lower roles can do, except where noted.
## Role summary
| Role | Typical use |
| --------------------------------------------------------- | --------------------------------------------------------------- |
| **Owner** | Billing, org name, full admin control. One Owner per workspace. |
| **Admin** | Integrations, team, rules, blocked apps; no billing portal. |
| **Member** (shown as **Contributor** in Profile settings) | Day-to-day subscriptions, documents, uploads, invoice requests. |
| **Viewer** | Read dashboards, subscriptions, renewals; no edits. |
## Permission matrix
| Action | Owner | Admin | Member | Viewer |
| --------------------------------------------------- | ----- | ----- | ------ | ------ |
| View dashboards, subscriptions, renewals, documents | Yes | Yes | Yes | Yes |
| Upload documents / use extension to send files | Yes | Yes | Yes | No |
| Edit subscriptions, request invoices | Yes | Yes | Yes | No |
| Connect / disconnect integrations | Yes | Yes | No | No |
| Invite members, approve join requests | Yes | Yes | No | No |
| Change member roles | Yes | Yes | No | No |
| Processing rules, blocked apps | Yes | Yes | No | No |
| Notification settings (email recipients, reminders) | Yes | Yes | No\* | No |
| Slack integration (connect) | Yes | Yes | No | No |
| Workspace billing (Stripe portal) | Yes | No | No | No |
| Rename organization | Yes | No | No | No |
\* Members receive document-request emails when they are named as owners; they do not configure workspace notification settings.
Slack renewal alerts go to the **Owner** only, even when additional email recipients are configured. See [Subscription notifications](/features/subscription-notifications#slack-notifications).
## Related pages
* [Members and roles](/team/members#roles)
* [Profile settings](/settings/profile) (organization name is Owner-only)
# Keyboard shortcuts
Source: https://docs.clearspend.ai/reference/shortcuts
Find keyboard shortcuts for navigating ClearSpend without a mouse.
## Navigation
See [Global search](/reference/global-search) for full behavior. Quick reference:
| Shortcut | Action |
| --------------------------------- | ------------------------------------------ |
| ⌘K / Ctrl K | Focus header search and find subscriptions |
| Esc | Close a modal, dropdown, or side panel |
| ↑ / ↓ | Navigate search results |
| Enter | Open the highlighted result |
## Tables
| Shortcut | Action |
| --------------------------------- | ----------------------------------------- |
| ⌘A / Ctrl A | Select all rows in the current table view |
| Esc | Deselect all / close an inline editor |
## General
| Shortcut | Action |
| ------------ | ---------------------------------------------------------------- |
| ? | Show this shortcut reference (when focus is not in a text field) |
Shortcuts are not active while a text input or dropdown is focused. Press Esc first to return focus to the page, then use shortcuts freely.
# Troubleshooting
Source: https://docs.clearspend.ai/reference/troubleshooting
Fix common issues with uploads, integrations, subscriptions, billing, and search.
Use this page when something in ClearSpend doesn't look right. Each section links to the full guide.
***
## Uploads and documents
| Symptom | Likely cause | What to do |
| ------------------------------------ | ----------------------------- | --------------------------------------------------------------------------------------------------------- |
| File rejected as too large | Over the limit for that flow | Check [Limits and formats](/reference/limits-and-formats) — limits vary (8 MB vs 10 MB) |
| Upload succeeded but no subscription | Vendor not recognized yet | Check [Documents](/features/documents); item may still be processing — see [Activity](/features/activity) |
| Duplicate file warning | Same invoice already uploaded | Safe to ignore; first copy is kept |
| Public upload link rejected file | Wrong vendor or billing month | Recipient must match the requested period — [Public upload](/connect/public-upload) |
***
## Integrations
| Symptom | Likely cause | What to do |
| ----------------------------------------- | ---------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| **Connect** button disabled or greyed out | Viewer role, or plan integration limit reached | Viewers can't connect — ask an Admin. Owners: check [Billing → usage](/settings/billing#usage-limits) |
| Last sync time is old | Sync hasn't run or failed | Open **Integrations** → **Sync now** on the card — [Managing integrations](/connect/integrations#managing-connected-integrations) |
| OAuth error / "reconnect" prompt | Token expired or revoked | Click **Reconnect** on the integration card |
| Gmail connected but no invoices | Wrong inbox, or no matching billing emails | Confirm the connected account receives invoices — [Gmail](/connect/gmail) |
| Plaid linked but no charges | First sync still running | Wait a few minutes; check [Activity](/features/activity) |
***
## Subscriptions
| Symptom | Likely cause | What to do |
| ----------------------------------- | ------------------------------ | ----------------------------------------------------------------------------------------------------------------------- |
| Subscription missing from Overview | Still in **Needs review** | Open **Subscriptions → Needs review** or check the sidebar badge — [Needs review](/features/subscriptions#needs-review) |
| **Export** button disabled | You're on the Needs review tab | Switch to Overview or Transactions |
| Global search shows nothing | Fewer than 2 characters typed | Type at least two characters — [Global search](/reference/global-search) |
| Wrong vendor name | Auto-match confidence low | Edit the subscription or use **Mark for review** |
| Spend missing from dashboard totals | Type is **Non-SaaS** | Edit type on the subscription — [SaaS vs Non-SaaS](/features/dashboard#saas-spend-vs-non-saas-spend) |
| Spend missing from dashboard totals | Invoice-only — no charge yet | Import statement CSV or connect Plaid — [How data enters](/connect/how-data-enters) |
| Can't assign owner by email | Need Member role or higher | External emails work for owners who don't have logins — bulk **Change owner** |
***
## KPIs and charts show \$0 after invoice upload
This is **expected behavior**, not a bug.
ClearSpend uses **charges** from card statements (CSV import) or **Plaid** for KPI cards, spending trend charts, and dashboard widgets. Invoices are **supporting documents** — they help reconciliation but do not create spend totals on their own.
| What you did | What you'll see | How to fix |
| -------------------------------- | ------------------------------------------------ | --------------------------------------------------------------------- |
| Uploaded or forwarded an invoice | Subscription in **Needs review**; KPIs unchanged | Import a statement CSV or connect [Plaid](/connect/connect-your-bank) |
| Approved Needs review item | Subscription on **Overview**; KPIs still \$0 | Same — wait for or import the matching charge |
| Added subscription manually | Row on Overview; KPIs \$0 | Import statement or connect Plaid when charges appear |
See [How data enters ClearSpend](/connect/how-data-enters) and [Dashboard — Verified charges only](/features/dashboard#verified-charges-only).
***
## Renewals and notifications
| Symptom | Likely cause | What to do |
| ----------------------------------- | ------------------------------------------ | ----------------------------------------------------------------------------------------------- |
| Renewals page shows upgrade overlay | Plan inactive or trial ended | Owner: **Settings → Billing** — [Billing](/settings/billing) |
| No Slack alerts | Slack not connected, or you're not Owner | Connect under **Integrations**; only **Owner** gets Slack — [Slack](/connect/slack-integration) |
| Email reminders not arriving | Notifications off or wrong recipients | **Settings → Notifications** — [Notifications](/settings/notifications) |
| Renewal date looks wrong | Billing cycle or category recently changed | Edit subscription **Next billing** field |
***
## Billing and access
| Symptom | Likely cause | What to do |
| ------------------------------ | ------------------- | ------------------------------------------------------------------------------------------- |
| Can't change plan | Not workspace Owner | Only Owners start upgrades — Admins have read-only billing |
| Usage meter shows "Over limit" | Plan cap exceeded | Upgrade or remove unused integrations/documents — [Billing](/settings/billing#usage-limits) |
| **+ Add Data Source** blocked | Viewer role | Viewers are read-only — ask Admin to change role |
***
## Still stuck?
Email **[support@clearspend.ai](mailto:support@clearspend.ai)** with your workspace name, what you expected, and a screenshot. See [Get help](/reference/get-help) for the full checklist.
# Request to join
Source: https://docs.clearspend.ai/request-to-join
Request access to an existing organization and understand what happens while you wait for approval.
If a colleague has already signed your company up for ClearSpend, your first login goes to the **Request to join** screen instead of [onboarding](/onboarding). This protects an existing organization from accidentally getting split into two workspaces.
ClearSpend identifies the match by the domain in your email (e.g. anyone signing up with `@yourcompany.com` after the first person from that domain). Public domains like `gmail.com` and `outlook.com` are excluded from this check, so personal-email signups always create their own workspace.
## What you'll see
The page shows the existing organization's name and member count so you can confirm it's the right one. You then have two options:
* **Request to Join**: sends a join request to your org's admins; they review and approve it from **Team → Members → Requests**
* **Create a new organization**: spins up a separate workspace under the same domain, useful for separate business units or sandboxes
![Request to join existing organization]()
## After requesting
![Request to join pending approval state]()
Once you submit, the page enters a **Pending approval** state. As soon as an admin approves you, the page redirects you straight into the organization.
While you wait, you can safely close the tab. The next time you log in, ClearSpend remembers your pending request and you'll either go to:
* The **dashboard** (if you were approved), or
* This **Request to join** page (if still pending or declined)
## What admins see
Requests appear under **Team → Members → Requests**. Each row shows the requester's email, the date they requested, and two action buttons:
* **Approve** (blue checkmark): the user joins as a Member; their role can be changed afterwards
* **Decline** (red ✕): the requester sees "Request not approved" on their next login and can submit a new request or create a separate workspace
Admins can also filter by status using the **All Status** dropdown, or search by name to find a specific request.
## Edge cases
Yes. Open the page again and submit a fresh request; declined requests don't block future ones. Alternatively, ask the admin to invite you directly from **Team → Members → + Invite team member**.
Two companies that share a domain (rare but it happens with `.co` or shared subdomains) can collide here. Click **Create a new organization** to set up your own workspace and contact support if you need the domain split.
Ask the current Owner to remove you from **Team → Members**, then sign back in. The next session will route you to **Request to join** if a sibling org exists, or [Onboarding](/onboarding) if you're the only one again.
# Billing
Source: https://docs.clearspend.ai/settings/billing
Compare plans, track usage limits, and manage payment through Stripe.
Manage your ClearSpend subscription from **Settings → Billing**. Owners can upgrade, switch billing cycle, and open the Stripe portal; Admins can view usage but cannot change payment.
![Billing settings page]()
## When to use this page
* See which **plan** your workspace is on and whether you're in **trial**
* Check if you're **over limit** on integrations or other meters
* **Upgrade** or open **Manage Billing** (Stripe) for invoices and payment method
***
## Plans
| Plan | Best for | Highlights |
| -------------- | -------------------------------------------- | ----------------------------------------------------------------------------------------- |
| **Starter** | Small teams starting with spend visibility | Core subscriptions, renewals, documents, invoice requests, renewal notifications |
| **Growth** | Teams adding integrations and AI workflows | Everything in Starter plus MCP (Ask Claude), AI spend insights, advanced processing rules |
| **Scale** | Larger orgs needing full history and support | Everything in Growth plus full history retention, priority support |
| **Enterprise** | Custom contracts | SOC 2 review, dedicated CSM — contact sales |
Each plan card on the Billing tab lists **marketing features** with tooltips. Exact caps (integrations, documents, etc.) appear in the **usage meters** below your current plan badge.
### Self-serve vs Enterprise
* **Starter, Growth, Scale** — upgrade via **Upgrade** buttons (Stripe Checkout)
* **Enterprise** — **Contact us** / sales; not self-serve in the app
### Trial
New workspaces may start on a **trial** of a paid tier. When the trial ends, features may lock until you add a payment method or choose a plan.
***
## Usage limits
Below your plan badge, **usage meters** show consumption vs limit:
| Meter | What counts |
| -------------------- | ------------------------------------------------------- |
| **Integrations** | Each connected OAuth or Plaid link |
| **Documents** | Stored invoices and statements (per plan) |
| **SaaS spend range** | Total tracked SaaS spend (warning when approaching cap) |
### Caps by plan
| Limit | Starter | Growth | Scale | Enterprise |
| ------------------------- | ----------- | ----------- | ------------ | ---------- |
| **Team members** | 3 | 5 | 10 | 20 |
| **Integrations** | 3 | 5 | 10 | Unlimited |
| **Bank accounts (Plaid)** | 2 | 5 | 10 | Unlimited |
| **Documents per month** | 200 | 600 | 2,500 | Unlimited |
| **SaaS spend tracked** | Up to \$25k | Up to \$75k | Up to \$200k | \$200k+ |
Documents reset on the **1st of each month**. SaaS spend is based on charges from the **last 30 days**.
* **Over limit** badges appear when you've exceeded a cap.
* **Unlimited** meters show no progress bar.
* When integrations are at capacity, **Connect** on new integrations is blocked until you upgrade or remove a connection.
If **Renewals** or other pages show an **upgrade overlay**, your plan may be inactive or over limit. Owners should resolve billing here first.
***
## Manage Billing (Stripe)
Click **Manage Billing** to open the **Stripe Customer Portal** in a new tab:
* Update payment method
* Download ClearSpend subscription invoices
* Review billing history
Close the portal tab to return to ClearSpend Settings.
![Stripe Add payment method portal]()
***
## Where to upgrade
| Entry point | Who |
| ------------------------------------ | ----- |
| **Settings → Billing** upgrade cards | Owner |
| **Sidebar → Upgrade plan** | Owner |
![Where to upgrade: Billing in the user menu and subscription packages]()
Only **Owners** can start upgrades and open Manage Billing. **Admins** have read-only access to the Billing tab.
***
## Something wrong?
| Symptom | What to do |
| --------------------------- | ----------------------------------------------------------------------------------------- |
| Can't click Upgrade | You may not be Owner — see [Roles](/reference/roles-permissions) |
| Integration Connect blocked | Check **Integrations** meter — [Troubleshooting](/reference/troubleshooting#integrations) |
| Renewals page blocked | Plan inactive — complete checkout here |
The user menu in the sidebar also links to **Profile**, **Settings**, **Billing**, **Notifications**, and **Log out**.
# Notifications
Source: https://docs.clearspend.ai/settings/notifications
Configure email channels, renewal reminder timing, and the recipients for each notification type.
Control renewal reminder timing, email recipients, and Slack delivery from **Settings → Notifications**.
## Channels
Toggle **Email notifications** on or off using the switch. When enabled, ClearSpend sends renewal reminders and alerts to the configured recipients.
## What you'll be notified about
Notifications cover three kinds of events, all delivered to whichever channels you've turned on:
* **Upcoming renewals:** heads-up before a subscription auto-charges.
* **Monthly summary:** a list of every subscription renewing in the current month, sent at the start of each month.
* **Document requests:** a notification to the recipient when someone asks them to upload a missing invoice via [Request documents](/features/subscription-detail#requesting-missing-invoices).
## Renewal reminders
Choose any combination of:
* **1 day** before the renewal
* **3 days** before
* **7 days** before
* **15 days** before
You can pick more than one. Many teams use 7 days for planning and 1 day as a final check.
## Monthly summary
At the start of each month, ClearSpend sends a summary of every subscription scheduled to renew during that month. Each row includes the vendor, amount, and renewal date so you can review the full month's renewals without logging in.
![Monthly summary email showing upcoming renewals]()
## Slack
Slack is connected from **Integrations**, not this tab. Once connected, the workspace **Owner** receives renewal alerts in Slack as well as email.
See [Slack integration](/connect/slack-integration) for the connect flow and [Subscription notifications](/features/subscription-notifications) for message examples.
![ClearSpend Slack notifications for invoices and renewals]()
## Recipients
Add or remove email addresses that should receive renewal alerts. The Owner is always included by default.
Add a shared finance alias as a recipient so renewal alerts route to whoever's on rotation, not just one person.
## What the emails look like
See [Subscription notifications](/features/subscription-notifications) for screenshots and details of each email template ClearSpend sends.
# Processing rules (Coming Soon)
Source: https://docs.clearspend.ai/settings/processing-rules
Build AND/OR rules to prevent specific emails or files from being auto-imported into ClearSpend.
Stop specific emails or files from auto-importing before they become documents under **Settings → Processing rules** (Processing rules tab labeled **Rule** in the app).
## Two scopes
| Scope | What it filters |
| --------------------- | ---------------------------------------------------- |
| **Email messages** | Skip emails matching the rule before they're parsed. |
| **Documents & files** | Skip files in Drive or upload that match the rule. |
## Building a rule
Each rule is a condition group with AND/OR logic. Conditions match on `Vendor Name` or `Subscription Name` using operators like `contains`, `equals`, or `does not contain`.
Click **+ Rule** to add a single condition or **+ Group** to start a nested group with its own logic.
```text Sample rule theme={null}
OR
AND
Vendor Name contains tetra
Subscription Name contains tetra
Subscription Name contains grepsr
Vendor Name contains grepsr
```
Click **Update** at the bottom of the page to save your changes.
Rules are evaluated against new incoming items only; historical data isn't re-processed.
Only Owners and Admins can change processing rules. Rules apply to the entire workspace; a rule that filters out "grepsr" affects all members.
# Profile
Source: https://docs.clearspend.ai/settings/profile
Update your display name and organization name in ClearSpend.
Change your display name and (if you are the Owner) your organization name under **Settings → Profile**.
![Profile settings]()
## Profile fields
| Field | Description |
| --------------------- | -------------------------------------------------------------------------------------- |
| **Full name** | Your display name shown across ClearSpend (members list, subscription ownership, etc.) |
| **Organization name** | The name of your workspace/organization |
**Organization name** can only be edited by the workspace **Owner**. If you hold the Owner role, the field is editable directly from this page. All other roles see it as read-only.
# Start by role
Source: https://docs.clearspend.ai/start-by-role
Jump to the docs most relevant to finance, IT, owners, and app owners.
Pick the path that matches your job. Each link goes to a short guide — no need to read the whole docs site.
## Finance / Accounts Payable
You care about invoices, reconciliation, and renewal dates.
[Upload a statement or invoice](/connect/data-sources) or [connect Gmail](/connect/gmail) for ongoing import.
[Request missing invoices](/features/subscriptions-request-invoices) from subscription owners.
Use **Subscriptions → Transactions** and check [reconcile status](/features/subscription-detail#reconcile-status).
Open the [Activity log](/features/activity) while uploads run.
## IT / Admin
You connect integrations, manage apps, and control access.
[Google Workspace](/connect/google-workspace) for app and people discovery.
[Gmail](/connect/gmail), [Drive](/connect/google-drive), or [Plaid](/connect/connect-your-bank).
[Integrations — Sync now, reconnect, limits](/connect/integrations#managing-connected-integrations).
[Processing rules](/settings/processing-rules).
## Workspace Owner
You own billing, team access, and workspace settings.
[Members and roles](/team/members).
[Notifications](/settings/notifications) and [Slack](/connect/slack-integration).
[Plans and usage limits](/settings/billing).
## App owner (Member / Contributor)
You respond to requests and maintain subscriptions you own.
Filter by owner email on [Subscriptions](/features/subscriptions#filtering-and-columns) or use [⌘K search](/reference/global-search).
Use the link in the email from ClearSpend — [Public upload](/connect/public-upload#what-the-recipient-sees).
[Edit a subscription](/features/subscription-detail#editing-the-subscription) (owner, status, next billing).
## Not sure which integration?
See [Choosing integrations](/connect/choosing-integrations) for Gmail vs Drive vs Plaid vs Workspace.
# Accept an invite link
Source: https://docs.clearspend.ai/team/invite-via-link
Join a ClearSpend workspace from an email invitation before you can use the app.
Join a workspace an admin already created by opening the invite link in your email (`https://app.clearspend.ai/invite/`). ClearSpend validates the token and adds your account to that organization after you sign in.
## What invitees see
Click **Accept invitation** (or the equivalent button) in the invite email. The link opens in your browser.
ClearSpend shows the organization name, your assigned role (Member, Admin, or Viewer), and who invited you.
* If you already have a ClearSpend login, sign in with the **same email** the invite was sent to.
* If you are new, complete sign-up (magic link or Google) using that email address.
After authentication, confirm **Accept invitation**. ClearSpend adds you to the workspace and routes you into the app. Invited users typically **skip full onboarding** because the org already exists.
## Invalid or expired invites
The page explains why an invite cannot be used, for example:
* The token expired or was revoked
* The invite was already accepted
* You are signed in with a different email than the one invited
Ask your admin to send a fresh invite from **Team → Members → + Invite team member** if needed.
![Invalid invite email mismatch screen]()
## Difference from Request to join
| Flow | Who it is for |
| ----------------------------------- | -------------------------------------------------------------------------------- |
| **Invite link** | Someone an admin explicitly invited by email |
| [Request to join](/request-to-join) | Someone whose company domain already has a workspace but who was not invited yet |
## Related
* [Members and roles](/team/members#inviting)
* [Sign up and sign in](/connect/signup-and-login)
# Members & roles
Source: https://docs.clearspend.ai/team/members
Invite teammates, assign roles, and manage membership for your ClearSpend workspace.
Manage who can sign in to ClearSpend from **Team → Members**.
![Members list]()
## Roles
| Role | Permissions |
| ------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner** | Full access. Can manage members, billing, integrations, and processing rules. Only one Owner per workspace. |
| **Admin** | Can view and edit all spend data, manage subscriptions, invite members, and manage integrations. Cannot change billing. |
| **Member** (shown as **Contributor** in Profile) | Day-to-day access. Can create and edit subscriptions, upload documents, and trigger syncs. Cannot manage integrations, billing, or invite others. |
| **Viewer** | Read-only access. Can view dashboards, subscriptions, and renewals but cannot make changes or invite others. |
## Member status values
| Status | Meaning |
| ----------- | ------------------------------------------------------- |
| **Active** | Member is actively using the workspace |
| **Invited** | Invitation has been sent; the user has not yet accepted |
| **Removed** | Member has been removed from the workspace |
## Inviting
Go to **Team → Members**.
Enter the new member's email and pick a role: **Admin**, **Member**, or **Viewer**.
The invitee gets an email with a link to set up their login. Their row appears in the table with an **Invited** status badge until they accept.
## Changing a member's role
Owners and Admins can update another member's role from **Team → Members**. Use the row actions for the member you want to change.
## Requests tab
If someone in your domain tries to join the workspace before being invited, their request appears in the **Requests** tab.
The tab shows:
* **Name**: the requester's email
* **Requested on**: the date of the request
* **Action**: a checkmark button to approve or an ✕ button to decline
Approving a request sends the user an invitation and moves them to the Members list.
## Filtering
Use the **All Status** filter to show only Active, Invited, or Removed members. You can also search by name or email using the search field.
# People
Source: https://docs.clearspend.ai/team/people
See every person discovered across your integrations and review their app usage before inviting them to ClearSpend.
The **People** page lists every person from your connected **workspace directory**. ClearSpend gets this information by syncing your company directory after you connect **[Google Workspace](/connect/google-workspace)** under **Integrations** — name, email, last login, storage, and account status come from that directory sync. If Google Workspace is not connected, the People page stays empty until you connect it and sync completes.
This view is broader than **Members**: it includes people in your organization who don't have a ClearSpend login yet.
![People / All Users list]()
## Table columns
| Column | Description |
| -------------- | ----------------------------------------------------------------------------------------------- |
| **Name** | Display name and email address |
| **Last login** | When the person last signed in to Google Workspace (shown as relative time, e.g. "7 days ago"). |
| **Storage** | Google Workspace storage used by this person. |
| **Apps** | Number of apps this person is active in (shown as a clickable link). |
| **Status** | Current status in the workspace |
| **Synced on** | Date the person was last synced from Google Workspace. |
## Status values
| Status | Meaning |
| ------------- | ------------------------------------- |
| **Active** | Person has an active ClearSpend login |
| **Inactive** | Inactive Google Workspace account |
| **Suspended** | Suspended Google Workspace account |
| **Removed** | Previously had access, now removed |
## Apps used by
Clicking the **Apps** count for any user opens an **Apps used by** modal.
![Apps used by modal]()
The modal shows:
* The user's name and email
* A search field to filter apps
* A list of every app they use with the app logo, name, and:
* **Last activity**: when they were last seen using the app (e.g. "3 hrs ago") via the Chrome extension
* **Source icon**: which integration reported this usage (extension or Google Workspace)
Use this to review a person's full software footprint before offboarding or auditing licenses.
## Read-only by design
This view doesn't grant logins; it's purely for visibility. To give someone access to ClearSpend, [invite them as a member](/team/members#inviting) from the Members tab.
Use the **Extension Status** filter to see which of your users have the ClearSpend Chrome extension installed. Users with the extension provide the most granular usage data.