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 | Category is Others (non-SaaS) | Edit category 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 |
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 |