Here are some explanations as to why your invoices are not being uploaded:
The nature of the invoices
Information on the invoices
Processing time
The connection of your mailbox
Your invoices or transactions are more than 90 days old
The nature of the invoices
Cledara scans for SaaS subscription invoices from your inbox, so if the invoice does not belong to a payment for SaaS, social media advertising or cloud hosting, it may not get picked up and matched against the transaction.
The information on the invoices
Cledara uses the following information from the email to match the invoices to the transactions:
- Name of the application: If the payment is made through payment systems like PayPal or Curve, it may take longer to match the invoice to the transaction
- Payment amount: If the payment is made in another currency and has a different payment amount, it may take longer to match the invoice to the transaction
- Date of invoice: If the invoice is issued ahead of or after the payment date, we might not be able to match it to the corresponding transaction
Note that if the amount of the invoice or the date is different from the transaction, it may not be matched.
Processing time
Your inbox is scanned daily for new invoices, which are subsequently matched to the transactions on our platform. Depending on when you receive the invoice emails, it could take 1–2 days for an invoice to appear in your transaction tab.
If the invoices are still not appearing after 2 days, reach out to us at support@cledara.com.
The connection of your mailbox
If the mailbox's last check time on your Integrations page is more than a day old, it is possible that your mailbox integration has dropped because your password changed or your login token expired.
When this happens, simply disconnect your integration and connect again through a fresh session. This will kick-start your invoice capture feature again.
If you are an Admin or a Finance user, you can check your teammates' Invoice capture connection status in the Settings > Members tab.
Hovering on the icon will show you more information about the connection. If the connection is active, you will see the mailbox that is connected:
If the connection is dropped, you will see a warning icon. Please ask your workspace users to reconnect in their Settings > Integrations page.
Your invoices or transactions are more than 90 days old
The invoice capture works with a 3-month timeframe. We scan for SaaS and related invoices that you've received in the past 3 months, and we match them to transactions you've made in the past 3 months.
If your invoices or transactions are more than 90 days old, please upload them manually to Cledara.