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How to limit custom field options displayed for subscriptions

  • Updated

Limit which custom fields and options appear when your team codes expenses against a specific subscription, without changing your business-wide setup.

Before you start

  • You need the Subscriptions permission (the "Create and edit subscription cards" checkbox in Settings → Roles). This is separate from Budgets permissions.
  • Your business needs custom fields enabled, with at least one field already set up (Settings → Expense fields). Without custom fields enabled, no custom-field controls appear on the subscription form; if none are set up yet, the toggle below just points you to Settings → Expense fields instead of a field list.

Steps

  1. Click Subscriptions in the left-hand menu.
  2. Click Create New Subscription, or open an existing subscription and click Edit.
  3. Scroll down and open Advanced controls.
  4. Turn on the Limit custom fields toggle.
  5. Choose Specific custom fields to pick which fields show, or No custom fields to hide every custom field on this subscription's expense entries.
  6. Under Specific custom fields, check the custom fields you want to appear.
    • Some fields are marked "(visible only to Owners, Admins, Accountants and Approvers)", a separate visibility rule that this setting doesn't affect.
  7. For any checked field that's a dropdown or list type, click the pencil icon next to it to restrict which options appear. Free-text fields have no pencil icon.
    • The pencil icon only becomes clickable once its field is checked.
  8. In the dialog, every option is selected by default. Use Select all or uncheck individual options you don't want, then click Save. At least one option must stay selected.
  9. Click Update subscription (or Create subscription) to save your changes. The pencil-icon dialog only stages the restriction until you complete this step.

To turn this off: reopen the subscription's Edit drawer, go back to Advanced controls, and turn the Limit custom fields toggle off, then click Update subscription. This restores every enabled custom field to the subscription's expense entries.

What happens next

Only the custom fields you selected, and for restricted list fields only the options you kept, appear when someone codes an expense against this subscription; anything you didn't select won't show on the form at all. 

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