Features
Add a PO number, a project code, a delivery date or your client's tax registration to invoices, estimates and purchase documents. Save a field once, place it above or below the items, and let Invoice Crowd fill some values in from your business, customer or vendor records. Custom fields are on every plan; Link fields need a paid plan.
What is inside
A custom field is a label and a value printed on the document, such as PO number: PO-7781. You keep a library of saved fields, add them to a document where they belong, and each document keeps its own final values.
Once, then reuse it
Add fields in Business Profile → Custom fields with Add Custom Field, or select New in the picker while you edit a document. Give each one a Field Title and a Type (Text, Date, Number, Long text or Link), an optional default value, and choose where it is saved: Saved for this business, or All businesses in this account.
Give a Text field a Value source instead of a typed default, and it fills in from your Business Profile, the customer or the vendor: names, contact name, street, city, state, ZIP code, country, Tax Registration, email, phone, mobile or fax. Automatic values are filled when the document is created and saved when it is finalized, so later edits to a customer never rewrite an issued invoice.
Above or below the items
Each field sits in one of four areas: Above items · left, Above items · right, Below items · left or Below items · right. Turn on Custom-field editing controls in the document's Options and an Add Custom Field button appears in each area. The picker lists your saved fields with a search; click one to add it, or use Edit field and Archive field to manage the library.
Hide custom fields on this document keeps the values saved but leaves them off the customer page and the PDF. To drop a single field instead, remove it from that document; other documents and the saved field are not affected.
Template builder and history
In the template builder, open Add Elements, choose one of the four areas and select Add custom field to pick from the same library. Drag a field between areas, or choose Hide in this design for the current business. New invoices made with that design start with its fields, and you enter the document values when you create the invoice.
Archiving a field removes it from the picker, but documents that already use it keep their label and value. Editing a saved field affects its future uses only. When an approved estimate becomes an invoice, its custom fields are copied across with the lines.
Built in
Field types, where they appear, what fills them in and which plan you need.
Short references, dates from the date picker and numbers that are checked when you save the field.
Room for site instructions, a scope note or delivery terms, up to 10,000 characters.
Link fields need a paid plan and are not available during the free trial. A Link saved earlier stays editable after a downgrade.
Invoices, recurring invoices, estimates, credit notes, payment links, purchase orders, bills and vendor credits.
Every field prints in its area on the PDF and shows on the page your customer opens from the link.
Point a field at the customer's or vendor's Tax Registration and it fills in from their record.
Save a field for one business profile or for all businesses in the account.
The picker groups fields saved in your account and saved for this business, each with its type and default.
Archived fields leave the picker. Documents that used them keep their labels and values.
When you send an invoice through Peppol, its custom fields travel in the UBL file as supplemental data.
Converting an approved estimate copies its custom fields onto the new invoice.
Worklog projects have their own custom fields, separate from the fields on your documents.
Questions
Yes. Save a field such as PO number or project code in Business Profile → Custom fields, or with New in the invoice editor's picker, then add it to any invoice, estimate, credit note, payment link, purchase order, bill or vendor credit. The label and value print on the PDF and show on the page your customer opens.
Text, Date, Number, Long text and Link. Number values are checked when you save, Long text holds up to 10,000 characters, and Link accepts http, https, mailto and tel addresses. Field titles can be up to 100 characters.
In one of four areas: Above items · left, Above items · right, Below items · left or Below items · right. You choose the area when you add the field to a document, and in the template builder you can place a design's fields in the same four areas.
Yes, for Text fields. Choose a Value source such as the customer's Tax Registration, the business's address or the vendor's email, and the value is filled in when you create the document. It is saved when the document is finalized, so a later change to the customer record does not rewrite an issued invoice.
Yes. Text, Date, Number and Long text fields are available on every plan, including Free. Link fields need a paid plan and are not available during the free trial.
You can hide all custom fields on a document with Hide custom fields on this document; the values stay saved but do not appear on the customer page or the PDF. There is no setting to hide one field only from the PDF, so remove that field from the document instead.
No. Custom fields belong to documents, not to customer or item records. To show a customer's details on a document, use a Value source such as Customer Name or Tax Registration. Worklog projects have their own custom fields.
Nothing changes on them. Archiving removes the field from the picker, and edits to a saved field apply to its future uses. Documents that already carry the field keep their label and value.
Save the fields your work needs, add them above or below the items, and let Invoice Crowd fill in what it already knows.
