Your business has data that no off-the-shelf form was ever built to capture. Kantivo Custom Fields let you define exactly the information you need — attached to any record, any entity, in any format — without writing a single line of code.
Try It FreeStandard accounting software collects standard information. But every business has unique data that falls outside the defaults — a project code on every invoice, a preferred contact method on each customer, a contract reference on vendor bills, a regulatory classification on transactions. Without a way to capture these details, they end up in notes fields, spreadsheets, or simply lost.
Kantivo Custom Fields give you a structured way to extend any record in the system. Define a field once under Settings, assign it to the entity type it belongs to, choose the field format, and it appears on every create and edit form for that entity across your company. The data becomes part of the record permanently — searchable, reportable, and always where you expect it.
Open Settings and create a custom field. Give it a name, choose a type — text, number, date, dropdown, checkbox, URL, email, or textarea — and select which entity it belongs to.
Mark a field as required if it must always be filled in before saving. For dropdown fields, define the list of options your team can choose from.
The field shows up on every create and edit form for that entity — invoices, bills, customers, vendors, estimates, or transactions — with no further setup needed.
Custom field values are saved alongside the record. They persist, remain editable, and become part of the complete picture every time you open that record.
Every data need is different. Custom Fields support eight distinct types so you can match the format to the information you are collecting.
Custom fields can be attached to any of the six core entity types in Kantivo, so your data goes exactly where it belongs.
When a field matters enough to always capture, mark it required. Kantivo will prevent saving the record until the field is filled in — enforcing data completeness across your team.
Dropdown fields give your team a controlled vocabulary to pick from rather than typing free text — eliminating typos, inconsistencies, and variations that break reporting.
Custom fields are defined at the company level. If you manage multiple companies in Kantivo, each company can have its own independent set of custom fields — tailored to that entity's industry, reporting needs, or internal processes. A construction company might attach a job site field to every transaction. A law firm might add a matter number to every invoice. A staffing agency might store a placement type on every customer. Each company's fields are completely separate from the others.
Fields appear inline on forms right where you are already working — not in a separate "custom data" tab buried in a record. When you open a create invoice form, your custom fields are there alongside the standard fields. When you edit a customer, your fields are present. The data feels like a native part of the record because it is.
Professional accounting software should adapt to your business, not the other way around. Most accounting platforms give you a fixed set of fields and expect you to work within those constraints. Custom Fields removes that ceiling. Whether you run a single-entity operation with a handful of specialized data points or a multi-company practice with complex classification requirements, you have the control to build the data model your business actually needs — directly inside the accounting tool you use every day.
You can create custom fields across all six entity types for your company. There is no fixed hard limit on the number of fields. Practical use cases typically involve a handful of fields per entity type, and Kantivo is built to handle that efficiently without performance impact.
Custom fields defined on invoices and estimates are saved with the record and available when generating documents. Whether specific fields appear in the printed output depends on your invoice template settings. Fields that are part of the core record data are accessible for export and reporting purposes.
Yes. You can edit or remove a custom field from Settings at any time. If a field is deleted, the field definition is removed from future forms. The data that was previously saved on existing records remains intact in the database — it simply no longer displays on the form. If you need to retain historical field data visibly, it is recommended to deactivate rather than delete a field.
Yes. Custom field definitions — including dropdown option lists — are set at the company level and apply to every user who has access to that company. When you update an option list, all users see the updated options immediately. There is no per-user field configuration.
Required status is set at the field level and applies company-wide. All users who create or edit a record with a required custom field must fill it in before saving. Role-based required field exceptions are not currently supported, but the required toggle can be changed at any time through Settings.
Custom Fields is available on plans that include advanced customization capabilities. Check the Kantivo pricing page or start a free trial to explore the feature during your trial period — all features are accessible during the 30-day trial regardless of the plan you eventually choose.
Start your free 30-day trial and build the custom fields your company actually needs — on invoices, customers, transactions, and more.