Managing the custom expense fields

Add more details to your company expenses by using the custom expense fields settings.

Boris Angelov avatar
Written by Boris Angelov
Updated this week

In addition to the expense category and expense submitter's note, Payhawk enables you to include more details in each company expense such as cost centre, carbon emission category, project ID, and many more.

Payhawk uses the custom expense fields to map classes and tracking categories from ERP systems and accounting software integrations.

Custom expense field types

When adding a new custom expense field, you can choose whether its type will contain predefined or dynamic values, or if submitters will be able to input some text:

  • Pre-defined lists are suitable for the information that is expected to be rarely updated such as cost centers.

  • Dynamic lists are suitable for entering dynamic data such as projects or trips.

  • Free text input is suitable for the Learning budget, if your employees are free to spend the budget on any course they want or any other expenses that you don't expect to have the same values for the field.

Creating custom expense fields

To create a custom expense field in Payhawk:

  1. Log in to the Payhawk web portal.

  2. Go to Settings > Expense fields.

  3. Under the Custom fields category, click on + Add field to add the new custom field.

  4. In the Add field dialog, provide the required details:

    • Field name, for example, Emissions Category 2.

    • Roles, that is, who will be able to view the custom expense field.

    • Whether the custom expense field will be displayed for specific expense categories. If so, choose the category from the drop-down list that will open after you toggle the Display custom field for specific categories option.

    • Whether the custom expense field will be required for submission, that is, whether employees will have to fill it in before they submit an expense.

    • Whether the custom expense field will be required for review, that is, whether the field will be required so that the expense can be marked as reviewed in the Suppliers app.

  5. Click on Add.

Adding values to custom expense fields

Now that a new custom expense field has been created, you can add its values.

Values are only available for custom expense fields of the predefined list or dynamic list types.

  1. Go to Settings > Expense fields.

  2. Select the desired expense field, for example, Emissions Category. Emissions Category is a predefined list type of custom expense field.

  3. Click on + Add value.

  4. In the dialog that opens, add the following details for the predefined value:

    • The value name.

    • (Optional) An external ID that will be mapped to your external accounting software.

    • The managers of the category by clicking on Edit.

  5. Close the dialog.

Adding sub-list values for predefined list field types

For pre-defined list field types, you can also create sub-list items in within the main list item by clicking the plus (+) sign against the value. For example:

  1. Define Marketing as the main Cost center list item.

  2. Add Online Marketing and Offline Marketing as its sub-list items.

Importing custom expense fields in bulk

If you have a huge number of expense filed values to import, you can add them at once by uploading an Excel file and importing them in bulk:

  1. Go to Settings > Expense fields.

  2. Under the Custom fields section, select the desired field by clicking on it. For this example, use Cost center.

  3. Click on the three dots menu and select Import.

  4. On the screen that opens, click on the template file link to download the template Excel file. Enter your expense fields in the required format and save the file locally.

  5. Go back to the Payhawk screen and click on the click to upload link to upload your locally saved Excel file.

  6. On the updated screen that loads, choose the relevant option for you.

    To keep your existing custom expense fields and add the new ones from the file, select the Add to existing values option.

    To remove all existing custom expense fields and replace them with the new ones, select the Overwrite existing values option and check the confirmation checkbox.

  7. Click on Import.

Exporting custom expense fields in bulk

To export your custom expense fields from Payhawk at once in an Excel format:

  1. Go to Settings > Expense fields.

  2. Under the Custom fields section, select the desired field by clicking on it.

  3. Click on the three dots menu and select Export. As a result, the Excel file with the exported expense categories will automatically be downloaded locally on your machine.

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