Track the metadata that matters to your organisation

1.  Overview

Custom Fields lets your organisation capture metadata beyond Spendflo's standard fields. Every team tracks contracts differently — some need to record security classifications, others track price increase caps or data residency requirements. Custom Fields gives you the flexibility to define and manage those attributes directly within Spendflo, without maintaining separate spreadsheets or external tools.

There are two ways to work with custom fields:

Custom fields you create are available across all agreements of the relevant document type, and they behave exactly like standard fields once added.

2.  Pre-Requisites & Permissions

Different roles have different levels of access to custom fields. Here is what each role can do:

Additional limits to be aware of:

• Each entity (Vendors and Agreements) supports a maximum of 30 custom fields. Standard fields do not count toward this limit.

• Standard (system-defined) fields can be toggled on or off but cannot be deleted.

• Custom fields can be toggled on or off and can also be deleted.

3.  How Custom Fields Work

3.1  Managing Fields from Platform Settings (Admins only)

The Configure Entity Fields page is the central place to manage all fields across your organisation. You can access it at:

The page is split into two tabs — Vendor and Agreements — each with its own field list and count. Fields are displayed in a table showing the field name, document type, field type, section, category (Standard or Custom), and whether the field is currently enabled.

Adding a New Custom Field

1. Click '+ Add Field' in the top-right of the table.

2. A panel slides in from the right. Fill in the following:

3. Click 'Add Field' to save. A confirmation toast — "1 field added successfully." — will appear and the field will show up in the table immediately.

Enabling and Disabling Fields

Any field - standard or custom, can be toggled on or off using the toggle in the Enabled column. Disabling a field hides it from Agreement Detail pages across all agreements, but does not delete the data. If you re-enable the field later, all previously entered values are restored immediately.

When you attempt to disable a field, Spendflo will prompt you to confirm:

• If the field has data populated across agreements, the confirmation will tell you how many agreements are affected before you proceed.

• If the field has no data, a simpler confirmation is shown.

Disabled fields remain visible in the Configure Entity Fields table with their toggle turned off, so you can always re-enable them.

3.2  Adding a Field Inline from an Agreement (Admins only)

If you are reviewing a contract and realise a field is missing, you can add it without leaving the page.

4. Open any agreement in Spendflo and go to the Agreement Details panel on the right.

5. Click '+ Add Fields'.

6. A dropdown appears listing all enabled fields that are configured for this document type but not yet added to the current agreement's view. Fields already added are shown as checked.

7. Select any unchecked field to add it to the current agreement's detail panel.

8. To create a brand new field, click '+ Add Custom Field' at the bottom of the dropdown.

When creating a new field from this view:

• The Document Type is pre-filled based on the agreement you are currently viewing.

• Fill in the Field Name, Section, and Type, then click 'Add Field'.

• The new field appears immediately in the Agreement Details panel under the correct section with an empty value, ready to be populated.

• The field is also added to the global field configuration and becomes available across all agreements of the same document type.

4.  Conclusion

Custom Fields gives your organisation full control over the metadata you track on agreements and vendors in Spendflo. Whether you manage a handful of specialist fields or need a comprehensive set of custom attributes across different contract types, the feature is designed to be flexible, easy to manage, and non-destructive — disabling a field never deletes its data.

Key things to remember:

• Admins can create and manage custom fields from Platform Settings or directly from an Agreement Detail page.

• Each entity supports up to 30 custom fields. Standard fields do not count toward this limit.

• Disabling a field hides it but preserves all its data — it can be restored at any time.

• Fields added inline are immediately available across all agreements of that document type.

• Members and Viewers can view and populate custom fields but cannot create or configure them.

For questions or support, contact the Spendflo team through your account portal.