Custom Fields are another way to categorize your transactions in Float! Custom Fields give administrators and bookkeepers added flexibility to create custom transaction categories to categorize and track spend.
To view your Custom Fields, navigate to Settings > Custom Fields as an administrator or bookkeeper!
Creating Custom Fields
If you have integrated Float with your accounting system (QBO, Xero or NetSuite), we will automatically pull in Classes, Tracking Categories, Departments, Locations, etc from those systems as Custom Fields. Professional Plan users will also have the option to create Float only Custom Fields, alongside their accounting system data.
If you do not have an integrated accounting system connected to Float, you will be able to create your own Custom Fields.
Note: Float only Custom Fields created by Essentials customers will be deleted, if an accounting integration is added.
How to Create Custom Fields
You can create a new Custom Field by clicking the "+ Add Custom Field" button on the top right corner of the page.
You will be prompted to choose the field type - multi-select (where options appear in a dropdown list), short text (where a small text box will be visible), and long text (where a larger text box will be visible). Custom short and long text fields are available on the Professional Plan only.
For multi-select Custom Fields, you can choose the specific options that you want to provide to your employees.
Note 🛑 : Custom Fields that are directly created in Float will not export to your accounting software (QBO, Xero, NetSuite). If you have an accounting integration, please create the Custom Field equivalent (outlined below) in your accounting software and sync it to Float.
Editing, Hiding and Deleting Custom Fields
- Custom Field options names can be edited at any time by clicking the
button next to the option you wish to edit
- Options can be deleted by clicking the 'Delete' button.
- Admins and bookkeepers can also hide options to prevent spenders from using them to categorize transactions by clicking the
icon next to a option.
- Hidden options are struck out, and have the invisibility icon
Custom Fields with an accounting integration
Float integrates directly with QuickBooks Online (QBO), Xero and NetSuite. For accounts that have an active accounting integration, most accounting characters and categories are imported directly from your account software. If you create them directly in Float, they will not export back to your accounting software.
The Custom Fields that we support are:
- QBO: Classes, Customers & Projects
- Xero: Tracking Categories
- NetSuite: Classes, Departments, Locations and any Custom Segments you create
Automation with Custom Fields
Once Custom Fields have been created or synced over to Float all users on your account can now start categorizing transactions with these Custom Fields. Admins and bookkeepers can restrict Custom Fields visible by submission policy as well.
The process of categorizing transactions with Custom Fields can also be automated for each Merchant and/or Card.
Transaction Rules
Administrators and bookkeepers can create new transaction rules for normalized merchants that automatically categorize all transactions with this merchant with specific accounting information. To do this:
- Navigate to the 'Accounting' page on the left sidebar
- Click "Manage Transaction Rules" on the top right corner
- Click "+ Create New"
- Select the merchant you wish to create the rule for, populate the Custom Fields and click Save!
Once a transaction rule has been created, all new transactions made with this merchant will now automatically be categorized under the selected Custom Fields.
Card Automation
To automate transaction categorization with Custom Fields for your cards, head to the card page for the specific card. Click the Custom Fields field under the "Accounting automation" section and add the option you want there.
Once set, all new transactions on the card will automatically be coded with the selected Custom Field option.
Please feel free to reach out to support@floatfinancial.com or click the "Talk to Support" button in your Float account and we'd be happy to help!