Add invoice fields to a workspace

Invoice fields let Workspace Admins collect extra information on invoices, such as a client code, a purchase order number, or a project name. They work the same way report fields do, but they appear on invoices instead of expense reports.

Invoice fields are only available on the Control plan.

Who can add invoice fields in Expensify

Only Workspace Admins can add invoice fields, and the workspace must be on the Control plan. If your workspace is on a different plan, you’ll be prompted to upgrade before you can turn invoice fields on.

Invoicing must also be enabled on the workspace before invoice fields are available. Learn how to enable invoicing and send an invoice.

How to enable invoice fields in a workspace

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Workspaces.
2. Select your workspace, then select More features.
3. Under Earn, turn on Invoices.
4. In the workspace menu, select Invoices.
5. Turn on Invoice fields.

How to add an invoice field to a workspace

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Workspaces.
2. Select your workspace, then select Invoices.
3. Select Add field.
4. Enter a Name for the field.
5. Choose a Type:
   • Text — free text input.
   • Date — a calendar for date selection.
   • List — a list of options to choose from.
6. Select Save.

For a List field, select List values to add the options members can choose from.

How to name an invoice field so it doesn’t conflict with a report field

Field names must be unique across the whole workspace, and invoice fields and report fields share the same set of names. You can’t have an invoice field and a report field with the same name on one workspace.

If you enter a name that’s already in use, Expensify blocks the save and shows an error telling you a field with that name already exists. The check ignores capitalization, so Client code and client code count as the same name.

To resolve the error, enter a different name, or rename the field that already uses it. Because the name may belong to a report field rather than an invoice field, check both your invoice fields and your report fields.

Learn how to enable report fields.

How to edit or delete an invoice field

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Workspaces.
2. Select your workspace, then select Invoices.
3. Select the invoice field you want to change.
4. Update the settings, or select Delete to remove the field.

How to copy invoice fields to another workspace

Invoice fields are included when you copy settings from one workspace to another. On the Select settings page, the Invoices row shows how many invoice fields will be copied, for example 1 invoice fields. Select Invoices to copy the invoice fields along with the rest of the invoice settings.

Learn how to copy workspace settings.

FAQ

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

Invoice fields appear on the workspace Invoices page, and only after Invoices is turned on under More features. The feature also requires the Control plan, so you’ll be prompted to upgrade if your workspace is on a different plan.

Why does Expensify say an invoice field name already exists when I don’t see that field?

Invoice fields and report fields share one list of names. The name is most likely used by a report field on the same workspace. Check your workspace’s report fields, then pick a different name or rename the existing field.

Where do invoice fields appear?

On invoices only. Invoice fields don’t appear on expense reports. To collect header-level information on expense reports, use report fields instead.

What happens to invoice fields when you turn off Invoice fields?

Expensify asks you to confirm first, because turning the feature off deletes text and date invoice fields and disables list invoice fields.