Additional Fields for Expense Capture

Overview

Some expenses require more context than just an amount and a category. Accounting, compliance, and audit teams often need details like business purpose, attendees, project codes, or internal references to properly review, approve, and reconcile transactions.

With Additional Fields for Expense Capture, Owners, Admins, and Bookkeepers can define and require custom fields that users must complete when coding transactions. These fields appear directly on the transaction and accessible via the data through exports, ensuring your team always has the information needed for compliance and reconciliation.

Additional Fields for Expense Capture, 

• Improve compliance and audit readiness by collecting required context at the time of spend
• Reduce back-and-forth between employees and accounting teams
• Ensure approvals have the right information to make decisions
   

Follow the steps below to configure additional fields for your organization 

How to Set Up Additional Fields

1. To create an manage Additional fields. Navigate to Org Settings, the Rules & Workflows section and select Expense Requirements
2. Select Create Field
   1. Configure the field Field Name (e.g., Business Purpose, Attendees, Project Code)
   2. Choose whether the field is Required
3. Once created, this field will automatically appear on all applicable transactions.
4. You can edit, disable, or make fields required at any time from this settings page.

How Users Complete Additional Fields on a Transaction

1. Additional fields appear in the Transaction Flyout inside the Notes / Additional Details section.
2. Open a transaction from the Transaction List
3. In the Additional Details section, users will see:
   1. Notes (which may be required)
   2. Any custom fields your organization has created
4. Users can enter the required information. Any entries will save automatically
5. If a field is marked Required, the transaction cannot be fully coded or approved until the field is completed.

By capturing important details directly on transactions, Additional Fields for Expense Capture help your organization maintain clean records, simplify approvals, and make reconciliation faster and more accurate.

FAQ
 

1. Who can create additional fields?
   Only Owners, Admins, and Bookkeepers can create and manage additional fields in Org Settings.
2. Where do users see these fields?
   Users see them in the Transaction Flyout under Additional Details when viewing a transaction.
3. Can fields be required?
   Yes. Fields can be marked as Required, which prevents transactions from being completed without the information.
4. Can we edit or remove a field later?
   Yes. You can modify, disable, or update fields at any time from Expense Requirements in Org Settings.
5. Are these fields visible to approvers?
   Yes. Approvers can see all additional field information when reviewing transactions.

6. What happens if a user doesn’t fill out a required field?
   They will be prompted to complete the field before they can finish coding or submitting the transaction.