---
title: "Creating fields and values for Administrators - Payhawk Help Center"
slug: "managing-custom-fields-and-values-from-the-fields-library"
description: "Create fields and their values in the Payhawk Fields library: choose the field type, set where the field is available, and add values with managers and rules."
updated: 2026-10-27T14:43:47Z
published: 2026-10-27T14:43:47Z
canonical: "payhawk.com/managing-custom-fields-and-values-from-the-fields-library"
---

> ## 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.

# Creating fields and values from the Fields library

In Payhawk, you can create fields and their values, which correspond to the requirements at your company. You can also configure and manage the default settings for fields and their values.

Fields allow you to collect specific information for expense reporting, for example, **Project** or **Cost center**. Values provide predefined options that help standardize data entry across your company.

To add projects, cost centers, or similar dimensions, create a field and add its values. To add many values at once, see the article on [bulk import of field values](/help/bulk-import-of-custom-field-values).

## Creating and configuring fields

To create new fields:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library**.
2. Click on **+ Add field**.
3. In the **New field** panel that opens:
  1. Enter a name for the field.
  2. Enter a description for the field to guide users with additional context.
  3. Select a type for the field from the list:
    - The **Predefined list** field type allows users to select a single option from a list.
    - The **Dynamic list** field type allows users to select from predefined options or provide a new one.
    - The **Date** field type allows users to choose a date from a calendar.
    - The **Text** field type allows users to enter a brief response.
  4. Click on **Continue**.

![New field panel with a name and description entered and the Predefined list type selected.](https://cdn.payhawk.com/Beta%3AFields%20library/new_field_panel_20261022_ai.png)
4. In the **Field settings** panel that opens:
  1. Under **Visibility**, from the drop-down list, choose which entities can use this field.
  2. Under **Availability**, choose for which types of transactions the field will be used:
    - Switch on the **Expenses** toggle to allow this field to be included in spend types and choose for which spend types, for example, **Bill** and **Card payments**, from the drop-down list.
    - Switch on the **Requests** toggle to allow this field to be included in request types and choose for which request types, for example, **Hardware** and **Software**, from the drop-down list.
  3. Click on **Create field**.

![Field settings panel with the entities that use the field and the spend and request types it is available in.](https://cdn.payhawk.com/Beta%3AFields%20library/new_field_settings_20261022_ai.png)

> [!TIP]
> When creating new fields in the **Fields library**, the fields **Availability** you define can no longer be edited from the **Fields library**. To edit the fields **Availability** further, do so from the respective spend or request type.

## Creating and configuring fields values

To create new values:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library**.
2. Select the desired field by clicking on it, for example, **Project** or **Cost center**.
3. Navigate to its **Values** tab and click on **+ Add value**.
4. In the panel that opens:
  1. Enter a name for the value.
  2. Select the parent value from the drop-down list, if you want to create a sub-category value; otherwise, leave blank.
5. Under **Visibility**, from the drop-down list:
  1. Choose which entities will use this value.
  2. Choose which teams, users or roles will use this value.
  3. Choose **Conditional display** rule, if the value must be visible only if the certain values in another field are selected.
6. Click on **Add value**.

![New value panel with the label, parent value, visibility, conditional display and managers settings.](https://cdn.payhawk.com/Beta%3AFields%20library/new_value_panel_20261022_ai.png)