Invoice Custom Fields Guide

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What Are Invoice Custom Fields?

Invoice Custom Fields allow you to add extra data fields based on your business needs. These fields help you store additional information in Items, Invoices, or Item-wise values inside an invoice.

Where Custom Fields Can Appear?

  • Item: Shows while adding or editing an item.
  • Invoice: Shows while creating or editing an invoice.
  • Invoice-wise Item Value: Shows inside each item row during invoice creation.
The image illustrates these three locations on an invoice interface

Why Custom Fields Are Important in Modern Billing Software?

Custom fields play a major role in creating professional and fully personalised invoices. Every business has different requirements, and a fixed invoice layout cannot satisfy all needs. With the custom field feature in Khata Billing, users can easily add business-specific information such as vehicle number, delivery note, customer reference, internal notes, additional charges, warranty information, batch number, and many other values to their invoices.

This feature is extremely useful for businesses that need to include extra details for legal, operational, or customer-based reasons. Whether you are a retailer, wholesaler, distributor, service provider, manufacturer, or freelancer, custom fields allow you to create invoices that perfectly match your business model and workflow.

How Custom Fields Help in Better Accounting and GST Compliance?

Many businesses require custom entries for GST compliance, such as transport information, supply place, E-way bill number, dispatch notes, and other taxation details. Using the custom field options, you can add all necessary data directly to the invoice so your accounting process becomes smoother. This also reduces errors during GST filing because all required details are available clearly in one document.

Khata Billing ensures that each custom field you add remains consistent across your billing cycle. This helps maintain accurate tax records and offers better clarity for auditors, accountants, and customers. It also enhances the professionalism of your invoices and makes them look more complete and reliable.

Examples of Useful Custom Fields

Here are some common examples of custom fields that different businesses use frequently:

  • Vehicle Number: Useful for logistics and delivery-based businesses.
  • Batch Number: Perfect for manufacturers, wholesalers, and pharmacies.
  • Warranty Period: Required for electronics, hardware, and service industries.
  • Customer Reference: Ideal for B2B, dealers, and long-term clients.
  • Additional Notes: For internal communication or special instructions.
  • Service Description: For freelancers and service-based providers.
  • Delivery Date: Useful for order-based businesses.
Here are some visual examples of how different businesses can use these fields

All these fields can be added and managed easily through the Custom Fields settings inside your Khata Billing dashboard. They provide more control and flexibility over your invoice structure and help you include information that matters to your business.

Improve Customer Experience With Personalized Invoices

Personalized invoices increase customer trust and provide clarity during transactions. When a customer receives an invoice containing additional details that are relevant to their order or services, it improves transparency and reduces the chances of disputes. Custom fields enable businesses to deliver detailed and professional invoices that reflect their brand identity and commitment to quality service.

Adding fields like customer code, special discounts, service duration, or payment terms helps customers understand your billing format better. This builds long-term customer relationships and strengthens your business reputation.

SEO Benefits of Detailed Invoice Customization Pages

A well-written help page about invoice custom fields not only guides customers but also helps search engines understand the purpose of your software. Search engines prioritize content that clearly explains features like invoice customization, GST billing, accounting tools, and business management solutions. Adding rich content related to billing software increases the chances of ranking higher for keywords such as "GST billing software", "invoice customization", "custom billing fields", and "business billing system".

Khata Billing offers powerful options that many small businesses search for online. By publishing in-depth details about these features, your website becomes more visible on Google and attracts more users who are looking for advanced yet easy-to-use billing solutions.

Why Use Custom Fields?

Every business has different needs. Custom Fields help you store information such as:

  • Batch No.
  • Warranty Period
  • Delivery Date
  • Vehicle Number
  • Customer Code
  • Extra Product Notes

Custom Field Types

1. Item

Use this when the field belongs to the product itself.

Example: If you sell electronics, you may want to add a “Warranty Period” field.

2. Invoice

Use this when the field belongs to the entire invoice.

Example: Delivery Date, Transport Name, PO Number, or Driver Name.

3. Invoice-wise Item Value

Use this when the field changes for each item row inside an invoice.

Example: Product Batch No., Manufacturing Date, Serial Number, etc.

This infographic summarizes the different field types and their available input formats

Available Input Types

  • Text: For any text input (e.g., Serial Number)
  • Number: For quantities or numeric values (e.g., Warranty in months)
  • Date: For any date value (e.g., Delivery Date)

Step-by-Step: How to Create a Custom Field

  1. Go to Settings → Invoice Custom Fields.
  2. Click on Add Custom Field.
  3. Enter a Key (without spaces). Example: warranty_period
  4. Enter the Title (shown to user). Example: Warranty Period
  5. Add Notes if needed.
  6. Choose Input Type (Text/Number/Date).
  7. Select Type (Item / Invoice / Invoice-wise Item Value).
  8. Enable Auto Generate if needed.
  9. Enable Show on Invoice if you want it on PDF.
  10. Click Save.
Here is what the 'Add Custom Field' screen looks like

Real Business Examples

  • Pharma Shop: Batch No., Expiry Date
  • Electronics Shop: Warranty Months, Serial Number
  • Garment Shop: Size, Color, Brand
  • Hardware Store: Grade, Material Type
  • Transport Business: Driver Name, Vehicle Number