Custom fields and workflow rules

Your own fields on expenses, and rules that tell people, send emails or call your other software when something happens.

Custom fields (Standard)

In Settings > Custom fields, click + New field. Choose a name, such as Cost centre, Client code or Vehicle number, and a type:

• text
• number
• date
• choice list (one choice a line)
• yes / no

Tick Required if it must be filled. The fields show on every expense, mileage and per diem form, and in the expenses download. Turn a field off to hide it; the values already entered are kept.

Workflow rules (Professional)

In Settings > Workflow rules, click + New rule.

1. When: an expense is added, or a report is sent, approved, rejected or paid back, or an advance is paid.
2. Only if (optional): the total is at least an amount, the report has a category, or the person is in a department.

3. Then, one of:

   • tell someone: the person, their approver, every admin, Finance, or a chosen person (bell and email)
   • email an address
   • call a web address

In the message, {report_no}, {title}, {person}, {total} and {link} are filled in. For example: "{person}'s {report_no} ({total}) was approved".

Each rule shows how many times it has run.