Using Expense Fields to add additional information to each expense

Admins can create custom fields that will appear in the expense submission window as a dropdown menu for employees to select from. This allows employees to add additional information to each expense, and this data will be included in the CSV export. Examples include: Project, Event, and Client.

Adding an Expense Field

First, navigate to the  Expense Fields tab in your company settings. Select the Field type. This should be a descriptive label for what this field will track. We offer some standard ones to choose from, or you can create a custom field.  

You can control who sees this field on their expenses. Make it visible to everyone or chose specific groups within your organization to display this field to. Then, add in the items you want to appear in the dropdown menu, or you can bulk add by copy and pasting a space or comma separated list. 

Once you add an Expense Field to your company settings, it will be added to the expense detail in a drop down.

If you want this field to always appear on the expense form (and not in the "add detail" dropdown), you can create a rule requiring this field. Once you save this rule, the field will always be in the top portion of the expense form. Learn more about creating rules  here

Limiting visibility of Expense Fields

If you've created custom  Team Fields to segment your team by department, location, etc., you can limit visibility of Expense Fields based on these criteria. 

If you've already created the Expense field, click the 'Edit' button in the bottom right. 

Next, you can click into the field items below to adjust the visibility settings.  

Mapping Expense Field items to your accounting software 

If you have set up an integration Quickbooks Online, Quickbooks Desktop, Xero, or Netsuite, you can map your Expense Field items to a field in your accounting software. 

First, select the Accounting Field drop down in the header of the field you've just created, and select the accounting field: 

Then, map each item in your list to the corresponding accounting field:

QBO and QBD maps to: class, customers

Xero maps to:  tracking categories 

Netsuite maps to:   location, department, or class 

Intacct maps to:  Class, Department, Location, Customer, Item

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