Enable Report Fields

Report fields let workspace admins collect additional header-level information on reports, such as project names, client codes, or trip types. Report fields are only available on the Control plan.

Report fields apply to expense reports. They don’t appear on invoices. To collect extra details on invoices, learn how to enable Invoice fields.

How to enable Report fields

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Reports.
3. Toggle on Report fields.

How to create a Report field

1. In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name].
2. Select Reports.
3. Select Add field.
4. Select Name and enter a name for the report field.
5. Select 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.
     • To create list options, click List values, then click Add value for each option.
   • Formula – Add a formula field.
6. After naming and choosing the field type, select Save.

How to update or delete a Report field

A field’s Name and Type are set when you create the report field and can’t be changed afterward. To use a different name or type, delete the field and create a new one.

To delete a report field:

1. In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name].
2. Select Reports.
3. Under Report fields, choose the field you want to delete.
4. Select Delete.

Fields imported from an active accounting connection have no Delete option. See how imported fields behave below.

How report fields work with an accounting connection

When a workspace is connected to an accounting integration, imported report fields appear on the Reports page under a note that reads “The report fields below are imported from your” and your integration name.

While that connection is active, imported fields and the fields you create behave differently:

• Imported fields can’t be deleted, and you can’t add or delete their List values in Expensify. Add or remove values in your accounting system, then sync the connection.
• You can still turn an imported field’s individual List values on or off in Expensify to control which ones members can pick.
• Fields you create in Expensify stay under your control. You can change their Initial value and List values and delete them, even while the connection is active.
• You can enable Report fields and click Add field while a connection is active.
• Once at least one imported field exists, the Report fields toggle can’t be turned off. Clicking it shows a message that report fields imported from your accounting connection can’t be disabled.

What happens to imported report fields after you disconnect an accounting connection

The fields an integration imported stay on the workspace after you disconnect it, but they behave like fields you created manually. This also applies if you replace the integration with a different one.

• You can turn off Report fields.
• Each leftover field shows a Delete action.
• You can add, delete, enable, and disable List values on those fields.

FAQ

Why can’t I turn off report fields?

At least one report field on the workspace was imported from the accounting connection you’re currently connected to. Imported fields can’t be disabled from Expensify while that connection is active. Change what the connection imports as report fields, or disconnect the integration, and then the toggle becomes available again.

Why can’t I delete a report field?

The field was imported from your active accounting connection, so it’s managed in that system. Delete it there and sync the connection, delete the dimension from your connection’s import settings, or disconnect the integration — after you disconnect, the leftover field can be deleted in Expensify.

Why can’t I change a report field’s name or type?

The Name and Type are set when the field is created and are read-only afterward, for imported fields and for fields you create. To use a different name or type, delete the field and create a new one.

What happens when I turn off report fields?

Text and date fields are deleted, and lists are disabled. Expensify shows this warning before you confirm with Disable.