Enable and create report fields in a workspace

Report fields collect header-level information on a report, such as a project name, client code, or trip type. Each report gets one value per field, so report fields are useful when the information applies to the whole report instead of a single expense.

Report fields are available on the Control plan only. If your workspace is connected to an accounting integration, the fields that integration imports are managed in that system and can’t be edited or deleted in Expensify while the connection is active, but you can still create and manage your own fields alongside them.

Who can use report fields

• You must be a Workspace Admin.
• The workspace must be on the Control plan. If it isn’t, you’ll be prompted to upgrade before Report fields turns on. Learn more about the differences between the Collect and Control plans.
• Members select values in report fields, but they can’t create or change the fields.

How to enable report fields for a workspace

1. In the navigation tabs (on the left on web, on the bottom on mobile), click Workspaces.
2. Click the workspace name.
3. Click Reports.
4. Enable Report fields.

How to create a report field in a workspace

1. On the Reports page, click Add field.
2. Click Name and enter a name for the field.
3. Click Type and choose one:
   • Text – Adds a field for free text input.
   • Date – Adds a calendar for date selection.
   • List – Adds a list of options to choose from.
   • Formula – Adds a formula field.
4. To prefill the field on every report, enter an Initial value.
5. For a List field, click List values, click Add value, enter the value, then click Save. Repeat for each value you want members to choose from.
6. Click Save.

The new field appears in the list on the Reports page and on every report in the workspace.

How to edit or delete a report field

1. On the Reports page, click the field you want to change.
2. Update the Name, Type, Initial value, or List values.
3. To remove the field, click Delete.

Fields imported from an active accounting connection have no Delete option. See how imported fields behave below.

How report fields work with an accounting connection

When a workspace is connected to an accounting integration such as QuickBooks Online, QuickBooks Desktop, NetSuite, Xero, Sage Intacct, or Certinia, the dimensions you import as report fields appear on the Reports page under a note that reads “The report fields below are imported from your” and your integration name.

While that connection is active, imported fields and the fields you create behave differently:

• Imported fields can’t be deleted, and you can’t add, edit, enable, or disable their List values in Expensify. Change them in your accounting system, then sync the connection.
• Fields you create in Expensify can be edited and deleted as usual, even while the connection is active.
• You can enable Report fields and click Add field while a connection is active.
• Once at least one imported field exists, the Report fields toggle can’t be turned off. Clicking it shows a message that report fields imported from your accounting connection can’t be disabled.

To stop using an imported field, remove it from the import settings for your connection or disconnect the integration.

What happens to imported report fields after you disconnect an accounting connection

The fields an integration imported stay on the workspace after you disconnect it, but they behave like fields you created manually. This also applies if you replace the integration with a different one.

• You can turn off Report fields.
• Each leftover field shows a Delete action.
• You can add, edit, enable, and disable List values on those fields.

FAQ

Why can’t I turn off report fields?

At least one report field on the workspace was imported from the accounting connection you’re currently connected to. Imported fields can’t be disabled from Expensify while that connection is active. Change what the connection imports as report fields, or disconnect the integration, and then the toggle becomes available again.

Why can’t I delete a report field?

The field was imported from your active accounting connection, so it’s managed in that system. Delete it there and sync the connection, delete the dimension from your connection’s import settings, or disconnect the integration — after you disconnect, the leftover field can be deleted in Expensify.

Can I add my own report fields while an accounting integration is connected?

Yes. Click Add field on the Reports page. Fields you create are separate from imported fields, and you can edit or delete them at any time.

What happens when I turn off report fields?

Text and date fields are deleted, and lists are disabled. Expensify shows this warning before you confirm with Disable.

Why can’t I see report fields on the More features page?

Report fields isn’t on the More features page. Enable it on the workspace Reports page instead.