Make Expense And Team Fields Visible During Expense Submission

As an Emburse Spend administrator, you can control which fields users see and interact with when submitting expenses. This article explains how to make Expense Fields and Team Fields visible during expense submission, and clarifies which field types can be used in rules.

Expense Fields and Team Fields follow the same configuration steps, with one important distinction: Team Fields must be set to user-editable before they are available for use in rules and visible to users. For details on the differences, see Fixed Vs. User-Editable Team Fields.

Make An Expense Or Team Field Visible During Expense Submission

Before You Begin:

  • Expense Fields are available once created.
  • Team Fields must be set to user-editable to appear in the rule dropdown and be visible to users during expense submission. For instructions, see Create a Custom Team Field.
When you access the expense editing screen as an admin, you can see the Team Field option and all available values in the rule dropdown, even if the field is not user-editable. Users only see Team Fields during expense submission if the field is user-editable. Fixed Team Fields cannot be used in rules.
  1. In the sidebar, select ADMIN, then select Expense Policies.
    Admin sidebar with ADMIN selected and Expense Policies highlighted in the navigation menu.
  2. Select ADD.
  3. Select Requirement.
    Rule setup screen with Requirement selected as the rule type.
  4. Select the Expense Field or user-editable Team Field from the Require a(n) dropdown.
    Require a(n) dropdown displaying Expense fields and user-editable Team fields available for selection.
  5. Configure the remaining rule settings based on your organizationʼs policies:
    • Source: Apply to every expense, corporate card expenses, or reimbursable expenses only.
    • Submitted By: Apply to everyone, a specific member, or a Team Field such as Department or Location.
    • Of Amount: Route expenses above this amount to the approver, if applicable.
    • Optional:
      • Categorized As: Select one or more categories.
      • Tagged As: Select one or more Expense Fields.
    • Warn or Block? Decide whether users can submit with a warning or are blocked.
  6. Select PREVIEW RULE.
  7. Review the rule details, then select CREATE RULE.
    Create a Rule confirmation dialog displaying the rule details with REVISE and CREATE RULE buttons at the bottom.

The field appears on the Expense Submission pane, allowing users to enter the required information when submitting expenses.
New Reimbursable Expense panel open on the right side of the screen with fields for Amount, Merchant or Mileage, Category, Date, Business Purpose, and Location, with the Location dropdown highlighted; the main page behind shows a receipt upload modal with options to Browse Gallery or Upload a Receipt.

For more information on creating expense policies, see Create an Expense Policy.

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