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Invoice Custom Fields

If you need to capture and display information beyond the default fields on your invoice, you can do so by creating custom fields. Learn how to create and manage them.

Scenario: Kate owns an online cosmetic store. Her marketing team runs campaigns to promote her products across various social media platforms. To identify which campaign attracts the most customers, she adds a custom field titled How did you hear about us? to her payment page. This allows her to capture which platform helped customers discover her business. This information helps her team understand which campaigns are most effective for future promotions.

Create Custom field

  • Go to Settings and select Preferences.

  • Navigate to the Invoice Custom Fields tab and click + New Custom Field.

  • Fill in the following fields:

    • Label Name: Enter an appropriate name for your custom field.
    • Data Type: Choose the corresponding data type to determine what kind of information can be entered.
    • Help Text: Enter some text to help users understand the purpose of this custom field.
    • Data Privacy: If the custom field will be used to store sensitive information that can be used to identify individuals, you can protect the information stored in the custom field using PII (Personally Identifiable Information) or ePHI (Electronic Protected Health Information), depending on the information you enter in this field.
    • Select PII if the information you enter is confidential and can be used to identify a person. You can mark fields such as Text, Email, URL, Phone, Number, and Date as PII. You can encrypt and store it if the data is sensitive or store it without encryption if the data is non-sensitive:
    • Sensitive data. Encrypt and store it: This data can be viewed only by users with permission to access PII. This field cannot be used to perform advanced searches.
    • Not sensitive data. Store it without encryption: Only users with access to protected data can view the details. However, users can use this field to perform advanced searches.
    • Select ePHI if the information that you enter can be used to identify a patient. For example, an electronic copy of a medical report will be an ePHI. You can mark only fields such as Text, Email, URL, Phone, and Date as ePHI. The data will be treated as sensitive. Therefore, it will undergo encryption before being securely stored. Only users with access to protected data can access the fields and this field cannot be used to perform advanced searches.
    • Default Value: Enter a default value if you want the field to display a pre-set response before the customer enters their own data.
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    Note: Default value field will not be available if you’ve enabled Data Privacy for the custom field.

    • Make this field mandatory in hosted pages: You can choose if you want your custom field to be a mandatory requirement.
    • Show in all PDFs: If you want your custom field to be visible in all your PDFs, you can check this option.

  • Click Create.

A custom field will be created.

API Field Name

API field name is the name that will be used for referencing this custom field for an API call. To view API field name:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click Edit.

The API field name will be visible at the bottom of the page.

Other Actions for Custom Fields

The various actions you can perform on custom fields are:

Edit a Custom Field

You can edit the details of a custom field. To do so:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field, click Edit and update the details.
  • Click Save.

The custom field will be updated.

Mark a Custom Field as Inactive

To disable a custom field temporarily, you can mark them as inactive. To do so:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click the More icon.
  • Select Mark as Inactive.

The custom field will be temporarily disabled.

Mark a Custom Field as Active

You can enable an Inactive custom field. To do so:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click the More icon.
  • Select Mark as Active.

The temporarily disabled custom field can be used again.

Show in all PDFs

If you want your custom field to be displayed in all your PDFs:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click the More icon.
  • Select Show in all PDFs.

The custom field will be visible in all PDFs

Hide in all PDFs

If you do not want your custom field to be displayed in all your PDFs:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click the More icon.
  • Select Hide in all PDFs.

The custom fields will not be displayed in PDFs.

Delete a Custom Field

To remove a custom field permanently:

  • Go to Settings and select Preferences.
  • Navigate to the Invoice Custom Fields tab.
  • Hover over the custom field and click the More icon.
  • Select Delete Custom Field.
  • Click Yes to confirm.

The custom field will be deleted.

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