Custom Accounting Fields

Enrich every transaction with the data your team needs

Custom Accounting Fields let you define company-specific data points that cardholders must fill in on each transaction — things like cost centers, project codes, departments, or any classification your accounting team relies on. Once configured, this information is collected directly inside Clara and exported alongside your transactions, so your finance team spends less time chasing data and more time closing the books.

Only administrators can create and manage custom fields. Cardholders and other users fill them in from the transaction detail view.

Setting up Custom Accounting Fields

Only administrators can complete this setup.

1. Go to Settings from the Transactions section, or navigate to Integrations > Accounting > Custom Fields from the left-side menu.

2. Click Add field to create a new custom field.

3. Choose a field type based on what kind of data you want to collect:
   • Single selection
   • Multiple selection
   • Description (up to 200 characters)
   • Date (today or earlier; future dates are not allowed)
   • Number
   • Checkbox

4. Set the applicable product (e.g., transactions, reimbursements).
5. Define the user segment required to complete the field (e.g., cardholder, manager).
6. Click Save when done.

Repeat these steps for each field your team needs.

⚠️ Note: Custom fields apply to new transactions going forward. Existing transactions are not affected retroactively.

Admins can control whether these fields are mandatory for spenders. Navigate to Configuration → Policies → Requirements for credit cards, where each field can be set as mandatory or optional.

How it works for cardholders

Once custom fields are configured, cardholders will see them in the Requirements tab of each transaction's detail view. The transaction view is organized into three tabs: Requirements, Review, and Activity.

Inside the Requirements tab:

• Mandatory fields appear at the top. A warning banner lists any fields still pending, and each unfilled field is marked with a warning icon and a yellow border.

• Optional fields appear below and can be left blank.
• A green checkmark appears once all mandatory fields are completed.
• Accountants and Administrators have a dedicated tab to view accounting fields and monitor spender compliance.

As users fill in fields, the data saves directly to the transaction.

Filtering by custom field values

Filter your transaction list by any custom field using two options:

• Any selection — shows transactions that have a value in that field.
• No selection — shows transactions where the field is still empty.

This makes it easy to spot transactions with missing data before an export.

Exporting custom field data

Custom field values are included as columns in the Enriched CSV export — a structured, ERP-ready file with all transaction data and your company's custom classifications.

⚠️ Note: Once a transaction has the status Ready to export or Exported, its custom fields are locked and cannot be edited. Hovering over a locked field shows: "Editing is locked because this transaction is already included in an export."

Need help?

💬 Live chat — Find the chat button inside the platform or app to talk with our specialists.

📧 Email — Write to us at contacto@clara.com and we'll be happy to help.