Can I add custom data fields to my invoices and documents in Wafeq?

Yes, you can! Wafeq now supports Custom Fields, allowing you to capture and display specific data—such as salesperson names, service dates, or unique identifiers—directly on your sales documents, purchase orders, and contact profiles.

This feature gives you the flexibility to personalize your workflow and ensure your PDF templates reflect the exact information your business requires.

In this article, you will learn:

• How to differentiate between Document-level and Line-item level custom fields.
• How to utilize different field types, including Text, Number, Date, Select, and Employee Lookups.
• The step-by-step process for enabling and displaying fields on your PDF templates.
• Best practices for layout management, such as adjusting font sizes and using Landscape mode.
• Understanding the specific usage limits and current reporting limitations.

Feature Overview: What are Custom Fields?

Every business has unique data points that standard accounting software might not cover. Custom fields bridge that gap, allowing you to add tailored information to:

• Sales Documents: Quotes, Invoices, Credit Notes, and Delivery Notes.
• Purchase Documents: Bills, Debit Notes, and Purchase Orders.
• Contacts: Additional metadata for your customers and vendors.

Why use Custom Fields? Unlocking New Possibilities for Your Business

Standard forms don’t always tell the whole story. Custom fields allow you to bridge the gap between accounting and operations, giving you the flexibility to capture data that matters most to your industry.

How you can benefit from this feature:

1. Enhanced Tracking Assign a Salesperson or Account Manager to specific invoices to simplify internal sales tracking.
2. Operational Clarity Use Service Dates or Project Codes on line items so your clients know exactly what they are paying for.
3. Stronger CRM Store unique identifiers on Contact profiles, such as a customer’s preferred language or a secondary tax ID.
4. Professionalism Ensure your documents meet industry-specific requirements or local regulations by displaying exactly the information you need.
5. Reduced Manual Work Stop manually typing extra info into the "Notes" section; use structured fields to keep your data clean and consistent.

Field Levels & Types

You can categorize your data into two distinct levels:

1. Document Level: General info that applies to the whole file (e.g., assigning a Salesperson).
2. Line-Item Level: Specific info for each row (e.g., a Service Date for every individual item).



How to Set Up and Display Custom Fields

Setting up your custom fields is a straightforward process that takes place directly within your document workflow. By following these steps, you can define your data once and ensure it appears exactly where you need it on your professional PDF templates:

1. Create: Navigate to a document and click Add Custom Field. Define the name, document group, and field level.
2. Translate: Add an Arabic translation for the field label to ensure it displays correctly on dual-language invoices.
3. Enable on Templates: By default, custom fields are hidden on PDFs. You must go to Customize in the document preview and toggle them on.
4. Optimize Layout: If adding columns makes the document crowded, you can:

• Reduce Font Size: Scale down text to fit more data.
• Switch to Landscape: Change the orientation for a wider, more readable table.
• Reorder Columns: Move fields like "Service Date" to the beginning or end of the item table.

Plan Limitations & Specifications

Availability is tiered based on your Wafeq plan:



💡 Pro-Tips for a Clean Invoice Layout

Adding extra columns (Line-item fields) can sometimes crowd your invoice. Here is how to keep it professional:

• Switch to Landscape: If you have more than 5 columns, using Landscape mode in the Document Designer provides much-needed breathing room.
• Adjust Font Size: You can reduce the font size (e.g., to 6pt or 7pt) for specific columns to ensure all data fits on a single line.
• Prioritize Columns: Use the Edit Column Order feature to place the most important information (like Service Date) exactly where the client will look first.

Also Read about: Wafeq Product Update (April 2026): Smart Inventory, Custom Invoices, and Expanded Data Exports

The addition of Custom Fields is a significant step toward making Wafeq the most flexible accounting tool for your specific business needs. Whether you’re tracking sales performance with salesperson tags or adding granular details to your services with custom dates, you now have the power to make your data work for you.