Enable Invoice Fields

Invoice fields let Workspace Admins collect extra invoice-level details on invoices, such as a PO number, a client code, or a project name. Each field you create appears on the invoices sent from that workspace, where you can set its value.

Invoice fields apply to invoices only and are available on the Control plan. To collect header-level information on expense reports instead, learn how to enable Report fields.

Who can use Invoice fields

• Only Workspace Admins can enable Invoice fields and add, edit, or delete them.
• The workspace must be on the Control plan. If it isn’t, you’re prompted to upgrade when you turn on the Invoice fields toggle.
• The workspace must have Invoices turned on. To turn on invoicing first, learn how to set up invoicing.

How to enable Invoice fields on a workspace

1. In the navigation tabs (on the left on web, and at the bottom on mobile), click Workspaces.
2. Click your workspace name.
3. Click More features.
4. Under the Earn section, turn on the Invoices toggle.
5. In the workspace menu, click Invoices.
6. Under Invoice fields, turn on the toggle.
7. If you’re prompted to upgrade, click Upgrade, then click Got it, thanks.

How to add an invoice field

1. Go to Workspaces > [Workspace Name] > Invoices.
2. Under Invoice fields, click Add field.
3. Click Name and enter a name for the field.
4. Click Type and choose one:
   • Text — Add a field for free text input.
   • Date — Add a calendar for date selection.
   • List — Add a list of options to choose from.
   • Formula — Add a formula field.
5. Set the value for the field:
   • For Text, Date, and Formula, click Initial value and enter the value to show in the field.
   • For List, click List values, then click Add value for each option you want members to be able to choose.
6. Click Save.

How to edit or delete an invoice field

1. Go to Workspaces > [Workspace Name] > Invoices.
2. Under Invoice fields, click the field you want to change.
3. Update the Name, Type, Initial value, or List values, or click Delete to remove the field.

What happens after you enable Invoice fields

• Invoice fields appear on the invoices sent from the workspace, where you can set each field’s value.
• Invoice fields and report fields are kept separate. Report fields don’t appear on invoices, and invoice fields don’t appear on expense reports.
• Field names must be unique across the whole workspace. An invoice field can’t reuse the name of an existing report field, and a report field can’t reuse the name of an existing invoice field.
• Turning off the Invoice fields toggle disables invoice fields on invoices.
• Invoice fields stay available only while the workspace is on the Control plan. If the workspace moves to the Collect plan, the Invoice fields toggle turns off and your invoice fields are hidden.

FAQ

Why can’t I see Invoice fields on my workspace?

Check each of the following:

• You’re a Workspace Admin on the workspace. Members can’t see or change workspace settings.
• The Invoices toggle is turned on under the Earn section of the More features page. The Invoices menu item only appears after you turn it on.
• The workspace is on the Control plan. Invoice fields are only available on Control, so you’re prompted to upgrade when you turn on the toggle.

Do invoice fields carry over when I duplicate a workspace or copy workspace settings?

Yes. Selecting Invoices carries the workspace’s invoice fields over as well. Invoices is offered as a setting to copy whenever the Invoice fields toggle is on, even if you haven’t created any invoice fields yet. Learn how to duplicate a workspace or copy workspace settings.

Does deleting a report field also delete my invoice fields?

No. Report fields and invoice fields are managed separately, so deleting a report field on the Reports page leaves your invoice fields unchanged.

Why do I see an error that a field with this name already exists?

Invoice field and report field names must be unique across the whole workspace, so you see an error when the name is already taken by either type of field. The error tells you which type of field is using the name.

If you see:

A report field with this name already exists

a report field on the Reports page already uses that name. If you see:

An invoice field with this name already exists

another invoice field already uses that name. Enter a different name, or rename the field that’s already using it.

What happens to my invoice fields if the workspace moves to the Collect plan?

Invoice fields are only available on the Control plan, so moving a workspace to the Collect plan turns the Invoice fields toggle off. Your invoice fields and the Add field button are hidden, and the invoice field pages can’t be opened by direct link. Your fields aren’t deleted — they’re available again when the workspace returns to the Control plan.