Create and Manage Report Fields

Report fields let Workspace Admins collect additional information on reports, such as project names, client codes, or trip types. They apply to all spend, so they’re useful whenever you want to prompt members for extra information.

This feature is available on the Control plan only.

Note: If your workspace is connected to an accounting system such as QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite, report fields must be created in that system directly.

Who can create report fields

• Role: Workspace Admin.
• Plan: Control. If your workspace is on another plan, you’re prompted to upgrade before you can enable the feature.
• Prerequisite: The Report fields toggle must be enabled on the workspace.

How to enable report fields on a workspace

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

How to create a report field

1. In the navigation tabs (on the left on web, and at the bottom on mobile), select Workspaces > [workspace name].
2. Select Reports.
3. Select Add field.
4. Select Name and enter a name for the field.
5. Select Type and choose the type of field you want.
6. If you chose List, select List values, then select Add value, enter a Value, and select Save. Repeat for each option you want to offer.
7. Select Initial value and choose the value the field starts with.
8. Select Save.

Note: List fields require an initial value. If you skip step 7, saving returns the error Please choose a report field initial value.

What each report field type does

Choose the type that matches the information you’re collecting:

• 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.

How to edit or delete a report field

1. In the navigation tabs (on the left on web, and at the bottom on mobile), select Workspaces > [workspace name].
2. Select Reports.
3. Select the report field you want to change.
4. Update List values or Initial value as needed.
5. To remove the field, select Delete, then select Delete again to confirm.

Note: Name and Type can’t be changed after a report field is saved. To change either one, delete the field and create a new one.

FAQ

Can I change a report field’s name or type after saving it?

No. Name and Type are fixed once the field is saved. Delete the field and create a replacement instead.

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

Check each of the following:

• You’re a Workspace Admin on the workspace.
• The workspace is on the Control plan.
• The Report fields toggle is enabled on the Reports tab.
• The workspace isn’t connected to an accounting system that manages report fields instead.

Do members see every value in a list field?

No. Only enabled values can be selected by members. Each value on the List values page has its own toggle, so you can retire an option without deleting it.

Do I have to set an initial value?

Yes for List fields — saving fails without one. Date fields are prefilled with Current date, which you can change.