Business Expenses - Data Sources

How do I add a data source?

To add a data source, follow these steps:

Click + (accounting provider) or Upload CSV under the relevant entity (e.g., Trace AUD or Trace UK).
If you select an accounting provider, follow the authentication steps.
If you upload a CSV, ensure it follows the Trace Template format (all headers and values are mandatory).
The system will process the data source immediately and display its status.

What happens after I add a data source?

Once a data source is added, the system will process the data and assign a status icon:

🟢 Green icon: The data source is valid. If data is available for the selected measurement period, the "Map spend data" button will be enabled.
🟢 Green icon, but button disabled: The data is valid, but no expenses were found in the measurement period. Check the tooltip for more details.
🔴 Red icon: The data source has an issue. You may need to contact support.

Why is the "Map spend data" button disabled?

If the button is disabled and a warning icon appears, it means:

No transactions were found for the selected Measurement Profile period (displayed at the top).
The data source may not have recorded expenses for that timeframe.
If using a CSV, ensure the dates in the file match the expected period.
You may need to adjust your Measurement Profile in the Data section.

My data source has a red icon. What should I do?

A red icon means there's a critical issue with the data source. Possible reasons include:

Authentication problems with the accounting provider.
A corrupted or incorrectly formatted CSV file.
A system error that requires support assistance.

Please contact our support team at support@our-trace.com to resolve this issue.

What format should my CSV file follow?

The uploaded CSV must use the Trace Template format with the following headers:

date,account,supplier,amount,currency

The date column supports multiple formats, including "yyyy-MM-dd", "dd-MM-yyyy", "dd MMMM yyyy", etc.
The currency column must use official currency codes (e.g., USD, GBP, AUD).
Ensure all values are provided, as missing values may cause errors.

Why is my uploaded CSV not working?

If your CSV is not accepted, check the following:
✅ Ensure all required columns are present: date, account, supplier, amount, currency.
✅ Confirm that date values use one of the supported formats.
✅ Verify that all rows contain valid data—empty or incorrect values may cause issues.
✅ Check that the file includes data for the selected Measurement Profile period.

If the problem persists, contact support for assistance.

How do I change my Measurement Profile period?

If your data source doesn’t contain expenses for the selected period, you may need to adjust your Measurement Profile date period:

Go to the Data section of the app.
Continue with your Measurement Profile.
Modify the date range in the step 'Define a measurement period'.
Return to this section to re-check your data sources.

What if my accounting data includes multiple currencies?

We support multi-currency data and aim to apply emission factors that match the local currency. However, when a direct match isn’t available, we convert all amounts to a common currency to ensure consistency.

To do this fairly, we use Open Exchange Rates to retrieve historical conversion rates for the dates in your selected measurement period. We then calculate an average rate across that range and apply it to your data as needed. This ensures any currency conversion reflects realistic exchange values and preserves the integrity of your emissions calculation.