---
title: "Configuring spend type fields for Administrators - Payhawk Help Center"
slug: "configuring-expense-types-fields"
description: "Add existing or new fields from the Fields library to a spend type in Payhawk, and set workflows for each spend type so that you capture the right spend data."
updated: 2026-10-27T14:43:39Z
published: 2026-10-27T14:43:39Z
canonical: "payhawk.com/configuring-expense-types-fields"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Configuring fields in spend types

In Payhawk, you can manage the fields for each individual spend type used at your company.

These capabilities allow you to better configure expenses according to the needs of your organization, gather the relevant information you need based on the spend use-case, and streamline the expense reporting process at your organization.

> [!TIP]
> Settings defined in the **Fields library** apply across all spend types.

## Creating fields in spend types

To add new fields:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Settings** > **Spend** > **Spend types**.
2. Select the desired spend type by clicking on it, for example, **Bill**.
3. In the **Fields** tab, click on **+ Add**.
4. In the panel that opens:
  - Click on **Add existing field** to include an existing field from **Fields library** in the selected spend type, by choosing from the drop-down list, for example **Location**. Note that the chosen field will already have settings defined in the **Fields library**.
  - Click on **Create new field** to create a new field in the **Fields library** and include it in the selected spend type.
    - Enter a name for the field.
    - Enter a short description for the field.
    - Select a type for the field by clicking on one of the available options: **Predefined list**, **Dynamic list**, **Free text input** or **Date**.
    - Under **Visibility**, select from the drop-down lists the entities and the roles which will use this field.
    - Under **Required**:
      - Switch on the **Required for submission** toggle button for submitters to be obliged to provide a value for the field.
      - Switch on the **Required for review** toggle button for reviewers to be obliged to provide a value for the field.

> [!TIP]
> After you create the field, you can change from which step it is required (**Optional**, **Submit**, or **Review**) and add a condition in the field's settings. For more information, see the article on [managing the field settings](/help/managing-the-settings-of-built-in-expense-fields).
5. Click on **Create** **field**.

![Add field panel for the Bill spend type with Create new field selected, the name Project, a description, the Predefined list type, Visibility roles, the Required toggles and the Create field button.](https://cdn.payhawk.com/GA%3AFields%20library/Configuring_fields_in_spend_types_create_field_20261009_ai.png)

> [!TIP]
> The field created from the spend type will be added to the **Fields library** with enabled availability for expenses and will be added for the specific spend type only. You can add this field to other spend types later, if needed.

## Setting workflows for spend types

You can [set approval workflows for spend types](/help/setting-approval-workflows-for-expense-types) from the **Workflow** tab of the respective spend type. For example, to configure the workflow for the **Bill** spend type, open the app switcher in the top-left corner and go to **Se****tt****ings** > **Spend** > **Spend types** > **Bill** > **Workflow** > **Edit workflow**.

![Workflow tab of the Bill spend type showing the Submit, Approve, Review and Pay steps and the Edit workflow link.](https://cdn.payhawk.com/GA%3AFields%20library/article_3_2_20261009_ai.png)

Alternatively, you can set approval workflows for spend types from the **Workflows** tab in **Settings**. For example, to configure the workflow for the **Bill** spend type, open the app switcher in the top-left corner and go to **Settings** > **Workflows** > **Spend types** > **Bill** > **Edit workflow**.