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How to add a custom field to your expense reports

  • Updated

Custom fields capture extra details, like project codes, client names, or job numbers, on your card expenses, reimbursements, and invoices, and Weel can import them automatically from your accounting software.

Before you start

  • Custom Fields is a Premium-plan feature. On the Basic plan, the toggle is locked with an upgrade prompt.

To add a custom field:

  1. Click Settings.
  2. Click Expense fields in the menu.
  3. Scroll down to Custom Fields.
  4. Click the toggle to turn on Custom Fields.
  5. Click Create new custom field.
  6. Enter the Custom field name, e.g. Client Code.
  7. Toggle Make this field visible to Owners, Admins, Accountants and Approvers only if you want this field restricted to those access levels.
    • You can't change this setting once the field is created, so choose carefully, or delete and recreate the field if you need to change it later.
  8. Select an option for Which budgets or subscriptions require this field:
    • All current and future budgets / subscriptions: applies automatically to newly created budgets and subscriptions.
    • Specific budgets / subscriptions: select multiple budgets and subscriptions.
    • None: won't be required on any budgets or subscriptions, and is hidden from the transaction table and CSV exports.
  9. Choose how your team provides the information: Free text input, where they type their own response, or Predefined options, where they choose from a list you define.
  10. If you select Predefined options, type each option into Add new option and press Enter (or click Add new option) to add it.
  11. Click Create new custom field.

Importing fields from your accounting software

If you're integrated with Xero, MYOB, or Business Central, Weel automatically imports your tracking data from that software and creates matching custom fields for you: Xero's tracking categories, MYOB's Jobs (imported as a field called "Job Code"), or Business Central's Dimensions. A Sync with Xero, Sync with MYOB, or Sync with Business Central button is also available at the bottom of the Custom Fields panel, so you can trigger a fresh sync on demand instead of waiting for the next automatic one.

If you're integrated with NetSuite, Weel also imports NetSuite tracking data as custom fields, alongside a separate mechanism that links your NetSuite customers.

Note: a QuickBooks Online integration doesn't import tracking categories or create custom fields automatically. If you use QuickBooks and want business codes captured on expenses, set up a custom field manually using the steps above.

Custom fields imported from an accounting integration are always list-based (Predefined options). You can't switch an imported field to free text, since its values come from your accounting software.

To edit an existing custom field:

  1. Click Settings.
  2. Click Expense fields in the menu.
  3. Scroll down to Custom Fields (click the toggle on if it isn't already).
  4. Click the custom field you want to edit to open it.
  5. Select an option for Which budgets or subscriptions require this field.
  6. Click Update custom field.

For a field imported from an accounting integration, you can change which budgets or subscriptions require it, and choose which of its existing options are visible to your team (tick or untick individual options, or use Select all). You can't rename the field or add or remove its options directly in Weel: make the change in the source accounting software (Xero, MYOB, etc.) and sync your data again. Weel shows a reminder banner on the field when this applies.

Deleting a custom field

Deleting a custom field removes it from your expense reports going forward and from historical reports. This can't be undone, so make sure you no longer need the field's data before deleting it.

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