Hi! 👋


We know that sometimes having the expense category and the employee's note is not enough information for each expense. Often, Accounting departments need the cost center information while the controlling team needs the Project ID or answer of particular question. In order to solve this issue, we have created pre-defined lists, dynamic lists, and free text input. 

Pre-defined lists

You can define lists with specific values and only these values can be selected. The best practice is to use these types of lists for information that will not be modified regularly, such as cost centers.


NB: Payhawk uses custom fields to map them to classes and tracking categories from accounting integrations. Using an accounting integration - find out more here.


Dynamic lists

Labels enable a free text data entry. The user who is responsible for the data entry can enter free text. Or, if there were previous entries, select one of them. The best practice is to use these fields for dynamic data such as Projects or Trips.

Free text input

This option is best for cases such as Learning budget, if your employees are free to spend budget on any course they want or any other expenses that you don't expect to have same values for the field.

To create a custom expense field follow these steps

  1. Go to Settings

  2. Select Expenses

  3. Click on the Add custom field

  4. Define the name of the custom field

  5. Choose whether you want predefined values, dynamic values or free text input.

    NB: for free text input you can add also additional explanation for your employees. This will be displayed as a hint for the field.

  6. Select the visibility of the field.

  7. Choose whether the field to be Required or not.

  8. Press Add


Voila 🎊

Now that you've created your custom field, if the field type is predefined list or dynamic list, you can add values to it:

  1. Select your custom expense field

  2. Add a value to it

  3. [Optional] Input an external id to be mapped to outside software


IMPORTANT: You can create main and sub-list items for the predefined lists. For example, you define Marketing as the main Cost center list item. You can then add Online and Offline marketing as two sub-list items. One of these two sub-list items will need to be entered.



More questions? Feel free to ping us on Intercom. 💳

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