Troubleshooting - ClearSpend

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 — limits vary (8 MB vs 10 MB)
Upload succeeded but no subscription	Vendor not recognized yet	Check Documents; item may still be processing — see 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

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
Last sync time is old	Sync hasn’t run or failed	Open Integrations → Sync now on the card — Managing 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
Plaid linked but no charges	First sync still running	Wait a few minutes; check 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
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
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
Spend missing from dashboard totals	Invoice-only — no charge yet	Import statement CSV or connect Plaid — 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
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 and 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
No Slack alerts	Slack not connected, or you’re not Owner	Connect under Integrations; only Owner gets Slack — Slack
Email reminders not arriving	Notifications off or wrong recipients	Settings → Notifications — 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
+ Add Data Source blocked	Viewer role	Viewers are read-only — ask Admin to change role

Still stuck?

Email support@clearspend.ai with your workspace name, what you expected, and a screenshot. See Get help for the full checklist.

​Uploads and documents

​Integrations

​Subscriptions

​KPIs and charts show $0 after invoice upload

​Renewals and notifications

​Billing and access

​Still stuck?