Using custom fields and tagging capabilities in QuickBooks Online

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Custom fields allow you to track specific data on sales and expense forms using dropdown lists or text fields. As of March 17, 2025, custom field capabilities have expanded to support both sales and expense forms across most plans, with increased data types and value limits.

Note: This feature is limited for QuickBooks Online Free and QuickBooks Online Lite. Upgrade your plan to get more features. Go to Settings , then Subscriptions and billing. Then select Upgrade your plan.

Plan limits and data types

Each custom field supports up to 100 values in a dropdown format. While all plans now support dropdowns, the number of available fields and specific data formats vary by subscription level.

Example:

• If you have Simple Start, you have 1 custom field containing 100 values.
• If you have Essentials, you have 4 dropdowns with 100 values each.
• If you have 60 tags tracking different areas of your business, you can add those 60 tags as values to a single custom field.

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Supported forms

Both sales and expense forms support custom fields.

Can I add and remove custom fields like I do with tags?

Yes. For example, if you want to notate a transaction for review, you can do that with a custom field. Once the transaction has been reviewed, you can remove the custom field.

Which forms support custom fields?

Both sales and expense forms support custom fields. QuickBooks Online Plus and QuickBooks Online Advanced are the only plans that support Purchase Orders.

Which reports support custom fields?

Can I create a P&L report by custom field?

No. This capability doesn't exist.

Can I add custom fields within bank feeds and rules?

No. However, you can manually add them to your transactions and sales and expense forms.