When to Use This
You need to track travel expenses for your reps
You want to add a category for specific bonuses or incentives
You need to deduct amounts for housing, equipment, or other items
You want to track reimbursements in a specific category
Your company has unique payroll items that don't fit standard categories
Who Can Create Custom Payroll Fields
Creating custom payroll fields requires admin-level access. Once created, the fields are available for use across all payroll runs.
How Custom Payroll Fields Work
Custom payroll fields add new columns to your payroll screen. Once a field is created:
It appears as a column in the payroll view for all reps
Admins can enter positive amounts (additions to pay) or negative amounts (deductions)
The amounts are included in the rep's net pay calculation
You can add comments to explain each entry
The amounts appear on the rep's pay stub
Custom fields are flexible and can be used for almost any type of payroll adjustment you need to track separately.
Step-by-Step Walkthrough
Creating a Custom Payroll Field
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Click on "Settings" in the left-hand menu or access it through the gear icon.
Look for "Custom Payroll Fields" in the settings options. This may be under a setup or payroll configuration section.
Click on "Custom Payroll Fields." This shows any existing custom fields and lets you create new ones.
Click the pencil icon or "Add" button to create a new field.
Enter the field name. Choose a clear, descriptive name that everyone will understand. For example:
Travel Expenses
Housing Deduction
Equipment Fee
Training Bonus
Select the worker type. Choose which type of workers this field applies to:
Contractor – For 1099 independent contractors (most common for sales reps)
W-2 – For W-2 employees (if your company has them)
Click "Save." The custom field is now created.
Verify the field appears in the list. You should see your new field listed with any other custom payroll fields.
Using Custom Payroll Fields in Payroll
Once a custom field is created, you can use it when running payroll.
Go to the Payroll section. Click on "Payroll" in the left-hand menu.
Select the current payroll period. Open the payroll you're working on.
Find a rep in the payroll list. Scroll to find the rep you need to add an amount for.
Look for your custom field column. The column will appear with the name you created (for example, "Travel Expenses").
Double-click in the cell for that rep. This allows you to enter a value.
Enter the amount.
For additions to pay (like reimbursements): Enter a positive number (for example, 100)
For deductions from pay: Enter a negative number with a minus sign (for example, -100)
Press Enter or click Save. A comment box may appear.
Add a comment explaining the entry. This helps everyone understand what the amount is for. For example:
"Travel expense for gas"
"Housing deduction for September"
"Equipment rental fee"
Confirm the save. The amount should now appear in the cell.
Verify the impact on net pay. Check that the rep's net pay has been adjusted correctly based on your entry.
Viewing Custom Field Entries
In Payroll
Custom field amounts appear directly in the payroll grid as their own columns. You can see at a glance what's been entered for each rep.
On Pay Stubs
When payroll is finalized, custom field entries appear on the rep's pay stub. They're typically shown in a section with other adjustments, deductions, or miscellaneous items.
In Payroll History
You can view past payroll periods to see what custom field amounts were entered for previous pay runs.
Editing Custom Payroll Fields
If you need to change an existing custom field:
Go to Settings and find Custom Payroll Fields.
Find the field you want to edit.
Click the edit or pencil icon.
Make your changes. You can update the name or worker type.
Save your changes.
Note: Changing a field name will affect how it appears going forward, but historical entries will retain the name they had when entered.
Deleting Custom Payroll Fields
If you no longer need a custom field:
Go to Settings and find Custom Payroll Fields.
Find the field you want to remove.
Click the delete option.
Confirm the deletion.
Note: Deleting a field removes it from future payroll runs. Historical data where the field was used is typically preserved for record-keeping.
Common Uses for Custom Payroll Fields
Travel Expenses Track mileage reimbursements, gas costs, or travel stipends separately from other pay.
Housing Deductions If your company provides housing and deducts rent from pay, create a field to track these deductions.
Equipment Fees Track charges for equipment, tools, or technology provided to reps.
Training Costs Deduct or reimburse training-related expenses.
Uniform or Clothing Allowance Track allowances or deductions for required uniforms or work clothing.
Contest Bonuses Track winnings from sales contests or incentives separately.
Referral Bonuses Track bonuses paid for recruiting new team members.
Miscellaneous Deductions Track any other deductions specific to your company's policies.
Tips and Common Mistakes
Use clear, descriptive names. Everyone who sees the payroll or pay stubs should understand what each field is for. "Travel Expenses" is better than "TE" or "Misc 1."
Remember the minus sign for deductions. If you're taking money away from the rep's pay, you must enter a negative number. Forgetting the minus sign will add money instead of deducting it.
Always add comments. Comments explain why an amount was entered. This helps with questions later and provides an audit trail.
Double-check your entries. Before finalizing payroll, review all custom field entries to make sure amounts are correct and have the right sign (positive or negative).
Be consistent. Use the same custom field for the same type of expense each time. Don't create multiple fields for similar items unless there's a good reason to track them separately.
Communicate with your team. If you're deducting something from a rep's pay, let them know in advance so there are no surprises when they see their pay stub.
Review custom fields periodically. Delete fields you no longer use to keep the payroll screen clean and easy to navigate.
Consider the timing. Custom field entries apply to the current payroll period. If you need to adjust a past period, you may need to make a correcting entry in the current period instead.
Common Questions
Can I create different custom fields for different offices? Custom fields are typically available across all payroll. You can choose to use certain fields only for certain offices, but the fields themselves are visible system-wide.
Do custom field amounts affect commissions or overrides? No, custom fields are separate line items. They add to or subtract from net pay but don't change commission or override calculations.
Can reps see custom field entries? Yes, custom field amounts appear on pay stubs once payroll is finalized. Reps can see what was added or deducted under their payroll history.
What if I enter the wrong amount? If payroll hasn't been finalized yet, you can edit the entry. If payroll has already been finalized, you'll need to make a correcting entry in the next payroll period.
Is there a limit to how many custom fields I can create? There may be practical limits, but most companies can create as many custom fields as they need. However, too many fields can make the payroll screen cluttered, so use them thoughtfully.
What to Do Next
Now that you know how to customize payroll fields, explore these related topics:
Updating Commission Rates – Change rep commission structures
Adding Manual Overrides – Add one-time overrides to specific accounts
Payroll Reports – Review payroll history and totals
Managing Employment Packages – Make comprehensive changes to rep agreements
If you have questions about custom payroll fields or need help setting one up, reach out to your admin or our support team and we'll be happy to assist!