Using Team Fields to add information to your expense flow
Team Fields allow admins to assign an additional piece of information to each employee. Examples include: Office Location, Department, Group, and Employee ID.
You can add a Team Field on your People page, or by navigating to your Team Fields tab in your 'Account & Settings' tab. Select the field type. We've provided a few standard ones to choose, or you can create a custom name.
In this example, "Location" is the Team Field, and New York City, San Francisco, Chicago and Austin have been added as field items. You can add them in one by one, or you can copy and paste a list of items in the "bulk add" option. Click "bulk add" and paste in a comma separated list of items:
Fixed vs. User-editable Team Fields
By default, Team Fields are fixed per user and employees do not see the field when submitting expenses; data is automatically captured on each expense, depending on which employee is submitting. This is great for fields that never need to change per employee, e.g. Location.
On the other hand, there may be pieces of data that sometimes change depending on the expense. A common example is department: 95% of the time, my department is Customer Success, but 5% of the time, I need to book expenses to a different department. In this case, you can choose the "user-editable" option for the Team Field:
If you select "Yes (User Editable)" while creating or editing the field, you will be able to set a field for each user such that it will auto-populate on the expense in a drop down menu. Employees can optionally change the field item to something else, or they can leave the field as the default selection (in this example, the Team is "Customer Success" when you open a new expense):
How to assign Team Field items to your employees
After adding a Team Field to your account, you can assign this additional piece of information to individuals or groups of users. This data will be automatically associated with each expense submitted by these users.
On your people page, you can toggle between different Team Fields in order to view that information for each employee. Click the pencil icon to assign or change a Team Field.
Mapping Team Field items to your accounting software
If you have set up an integration Quickbooks Online, Quickbooks Desktop, Xero, or Netsuite, you can map your Team 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, match each item on the list with the accounting field item:
Archiving Custom Field Items:
If your team has a field that is no longer in use, you can archive the field, without losing access to any search or reporting capabilities related to that field. When a field is archived, it will still remain on all historic expenses, so you can still use the disabled field to run reports!
The disabled field will no longer show up in your Team Fields list after they have been archived, and archived fields cannot be reactivated.
Mapping Custom Fields to your Accounting Software:
QBO and QBD maps to: class, customer
Xero maps to: tracking categories
Netsuite maps to: location, department, class
Intacct maps to: class, department, location, customer, item
Learn more about managing your team and assigning Team Fields to people here.