Custom fields on invoices and estimates
Add your own details, such as a job address or a policy number, to invoices and estimates, and learn which ones print and which block a send.
Custom fields are extra details your business records on each invoice, such as a job address, a vehicle, a policy number or a matter number. They appear in a Details section on the invoice form. Some print on the invoice PDF. Some are required before you can send.
Where you fill them in
If your business type has custom fields, the invoice and estimate forms show a Details section under the line items. A field marked as required shows a required mark. You can save a draft with a required field empty. The check happens when you send.
What prints, and what does not
Each field is set to print or not print on the customer's copy.
- A field that prints appears in the PDF header, in the block on the right under the dates and the PO number, in the order your business type lists them. If your invoice template hides that dates block, the fields in it go too.
- A field that does not print is stored and shown to you in the editor only.
- Fields do not appear on the pay page the customer opens from the link.
- The invoice email attaches the PDF, so a printing field reaches the customer that way.
Types and formats
| Type | How you enter it | How it prints |
|---|---|---|
| Text, long text | Typed | As typed |
| Whole number | A whole number | As typed |
| Money | An amount in the invoice currency, such as 1,250.00 | Formatted in the invoice currency and language |
| Percentage | A percentage, such as 7.5 | With a percent sign after the number |
| Date | A date picker | In the invoice language's date style |
| Yes or no | A checkbox | As the words true or false |
| Choice | One option from the list | The option you picked |
A value that does not fit its type is refused. Values that do not belong to a declared field are dropped and never stored.
Required fields and sending
When you select Save and send, the editor checks the required fields first. A missing one is marked "is required to send." with the field name, and the page jumps to the first. Nothing is sent. The server checks again. If the fields changed after you opened the page, it refuses the send, the editor says "Not sent: fill in the details marked below, then send again", and the fields are marked. Either way, no number is used and no send is counted.
Estimates
An estimate keeps its details too. They are copied onto the invoice when you convert it, so a required field answered on the estimate is already filled in on the invoice. A required field is not enforced when you send an estimate, only when you send the invoice. Fill it in early, or the converted invoice will stop at the send.
Recurring invoices
A recurring schedule copies its details onto every invoice it creates. A detail whose key names a period, for example "Billing period", is moved on by one step each time when the app can read the month in it. Every other detail repeats unchanged.
Add or change fields
Only an owner or admin can change the fields, and you are asked to confirm it is you.
- Open Businesses in the left menu, then open the business.
- Open the Business type tab. Change type replaces the business's line items, fees, fields, tax, terms and reminders with the chosen type's, so use it with care. For example, the contractor type asks for a Job address.
- To add or edit a field without changing type, select Edit as JSON under Advanced. Each field has a key, a label, a type, whether it is required, whether it prints, and optional help text. A choice field also lists its options.
- Select Save model. It is checked before it is saved, and every problem is listed.
If you remove a field, its value is dropped from a draft the next time the draft is saved or sent.