How to add a Custom Field?

Custom Fields (CF) enrich transactional data, provide context, and increase efficiency when searching for data based on categorization.

Users with an Admin profile and users with a Technical Admin permission, may add and edit Custom Fields.

Please follow the steps below to create a custom field:   

1. Navigate to the upper left side, click on your company, and then on the Company Settings link.

2.

Old UI : Scroll down to the Custom Field section and click the Manage Custom Fields button.

New UI: Scroll down Expenses Management >> Custom Fields and click the Edit button. If this is the first time you add a custom field click the Create A New Custom Field button. 

3. The newly designed (i.e., GA Aug 24th, 2025), summary page enables authorized users (i.e., users with an Admin profile or tech admins with custom field permissions) to add new custom fields, edit existing ones, enable or disable custom fields, order active custom fields, and more.​ 

Notes: 

• For each CF, the page clearly depicts the field type, values, spend category and it also shows dependencies if customers use them.
• The process for creating new custom fields remains unchanged.
• The value to our customers is display simplicity and the flexibility to order and present custom fields in the sequence that best supports their daily operations.. 

3.1 To create a new custom field, click the 'Add custom field' button, then proceed to Step 4.

3.2 'Active' custom fields are displayed at the top, while 'inactive' custom fields are shown at the bottom. To enable an inactive custom field, switch its toggle to the on position.

3.3 To order active custom fields, click the 'Edit order' button. Rearrange the fields by dragging them up or down, then click 'Done' to save your changes.

Note: The selected order will be reflected in the Transactions and Expenses modals.

3.4 To edit an existing custom field, click the pencil icon next to it.

4. Enter relevant information and make relevant selections as described below. 

4a.  Select a Field Type and enter a Field Name.

• Drop Down: a predefined list of items that the user can select from (e.g., Department with 'items' such as Finance, Marketing, Sales, etc.).
• Async Drop Down : This option is related to the Mesh-Unanet integration and the way we pull data to populate values in custom fields . 
• Text Field: a text box that the user can type free text into (e.g., a label).
• Date Picker: a date field (e.g., MM/DD/YYYY) that the user can select from. 
• Button Group: a predefined collection of buttons (up to 4) that the user can select from. This is very similar to a drop-down list.  
• Attachment: a placeholder for an attachment (e.g., a file such as PDF, JPG, or PNG) that the user can add to a card request.  Use case: a file that contains information to help justify an expense (e.g., Invoice, Purchase Order, comparison table, etc.)
  • This field is not displayed on Transactions. 
  • This field cannot be synced with external systems, such as ERP, that Mesh integrates with.
  • You can attach up to five files. 

4b. Click on Advanced settings and set up the Field info and the Configurations.

4b1. Field Info

• Placeholder text- a default text that the user will use before entering or setting data for the field.
• Helper Text - informs the user what to do when they request to add data to a field during the card request.
• Parent field- connect related custom fields. 

4b2. Configurations 

• Required Field - if checked, users must fill in data in this field before requesting a card. A red-inked text message (ie., This field is required) indicates this request. 
• Create filter - if checked, users can filter results under Transactions based on this field.
• Visible to employees - if checked, users with 'employee' permissions can see the field when requesting cards or searching for cards and transactions. 
• Show in analytics reports - The selected Custom Field will appear in the Mesh Report module.

Note: some Custom Fields will show fewer or grayed-out options. 

5. Check the relevant boxes in the Mappings sections. This part will define the relevancy of the Custom Field (i.e., where users can see and make selections related to the mentioned custom field).

Notes:

• 'Users' refers to the option 'automatically populating a predefined custom field value' into a card or trip request.
• If the Spend Categories (SC) option is checked it is possible to assign a conditional Custom Fields.  

6. Some Custom Fields, such as the Drop Down List, require additional information. For example, 'items' should be added to the List of Values. Each item needs to have a name, and a unique numerical value, and one of those items needs to be set as a default value. 

Notes:

• If a custom field is associated with an ERP (i.e., accounting platform) integration there is no need to add values. In such a case, customers add values on the ERP side, and Mesh synchronizes the added values to the corresponding custom field.
• You can add the items manually or in bulk. To add items in bulk, click the 'Import from file' link and follow the directions. A sample file is provided. Each row in the Value column should be unique. 

7. When you finish the configuration you can see a Preview in the upper right corner. To finish click on the Save button. 

8. The newly added custom field will appear on the custom field page that can be accessed from the main page described in section 3 above.