Introduction
Custom fields for payment requests used to cover timesheets only. Clients can now also add custom fields for expenses â for example a GL code or cost centre â so every expense carries the information your finance team needs.
The value follows the expense all the way through: the worker selects it when adding an expense, the client sees it when reviewing the payment request, and it is printed on the invoice.
Good to know
Expense custom fields are set up separately from timesheet custom fields, in their own Expenses custom fields section.
Fields appear on each individual expense (when adding or editing an expense) â not on the expense report itself.
Dropdown (single select) is the only field type available for expenses.
You can add as many expense custom fields as you need. They stack one under another on the expense form.
Fields marked required must be filled in before the expense can be saved.
Expense custom fields are always visible to workers and always shown on client invoices.
For clients: how to set up expense custom fields
Expense reports must be enabled on your account first: go to Hiring settings and turn on Enable expense reports.
Go to Company Settings > Custom Fields for Payment Requests.
Find the Expenses custom fields section.
Click Add custom field.
Enter the field name and the dropdown options workers can choose from. The input type is set to Dropdown automatically.
Choose whether the field is required, then save.
Fields can be added directly on the account or inherited from the organisation, the same as timesheet custom fields.
Because expense fields are always visible to workers, the options Make this field updateable through the API only and Show this field on client invoices can't be changed for expense fields.
For general guidance on custom fields, see How to Set Up and Manage Custom Fields in Worksome.
For workers: how to fill in expense custom fields
If your client uses expense custom fields, you'll see one or more extra dropdowns on the expense form, just below the description and above the expense date.
Open Add expense in your expense report (or edit an existing expense).
Select a value from each custom field dropdown.
Complete the rest of the expense as usual and click Save.
If you're not sure which value to choose, check with your client â they manage the dropdown options.
For the full expense process, see Submitting an Expense Report in Worksome.
Staffing agencies
On agency-managed hires, the staffing agency (not the worker) adds the expense and fills in the custom fields.
Where the values show up
Worker / staffing agency: on the expense form, and next to each expense in expense lists.
Client: next to each expense on the payment request, the payment request approval modal, the expense files modal, the pay form and the bill card.
Invoice: listed under the expense line.
On the invoice
Values are shown under each expense line, with the field name and value, whether Worksome manages payments or you issue your own invoices.
If an expense has custom field values but no description, the vendor name is used as the line heading.
Credit notes copy the values from the original invoice line.
For supplier â client set-ups, values are copied from the supplier's payment request to the client's payment request and invoice.
Editing expense custom field values
Workers can change a custom field value by editing the individual expense, as long as the payment request hasn't been approved yet.
Once the payment request is approved, the values can no longer be changed. The client needs to contact Worksome support â see How to Cancel or Edit an Approved Payment Request.
FAQs
Why can't I save my expense?
Your client has marked one or more custom fields as required. Select a value in every required dropdown, then save again.
Why don't I see a custom field on my expense report?
Custom fields sit on each individual expense, not on the expense report itself. Open Add expense or edit an existing expense to see them. If you still don't see any, your client hasn't set up expense custom fields.
The value I need isn't in the dropdown. What should I do?
Contact your client â only they can add or change dropdown options.
Can we use text, number or date fields for expenses?
No. Dropdown is the only field type available for expense custom fields.
Can we hide an expense custom field from workers or from the invoice?
No. Expense custom fields are always visible to workers and always shown on client invoices.
Do expense custom fields appear in data exports?
No. Expense custom field values aren't included in data exports or webhooks. To pull them out in bulk, use the Worksome API.
Do timesheet custom fields still work the same way?
Yes. Timesheet custom fields are unchanged and managed in their own section.
TO CONFIRM: whether values show on the client "Download request PDF" and on expenses in the Conversations page (raised in testing on JIRA-17880).
Need Help?
If you have any questions, reach out to Worksome Support through live chat or by emailing hello@worksome.com.