Custom fields allow you to add more personalized data to sales orders (SOs). These fields are in addition to the standard default Katana fields.
For example, you could add payment terms, sales reps, delivery instructions, internal status codes, links to external documents, and more.
Once defined, custom fields will appear on the SO card and on SO rows. The fields can be filtered and sorted as columns on the Sell screen, included in PDF documents, and exported with data.
Custom fields are fully accessible through Katana's public API, enabling them to be used by tools such as Zapier and Make.
What are custom fields?
Custom fields are data fields you can define and use in SOs. Unlike Katana's default fields (customer, order number, delivery date, etc.), custom fields can be completely personalized.
For each custom field, choose:
Name — for example, "Customer PO number," "Payment terms," "Sales rep"
Type — what kind of value the field holds (more info below)
Once a custom field is created, it will show up on every SO.
Where custom fields are available
Custom fields are currently available on:
Sales orders — Define and fill them on an SO card. Appear as columns on the Sell screen where you can filter, sort, save views, include them in PDFs, and export.
Sales order rows — Line items on an SO. Complete them on the row inside the SO and manage them in Settings the same way as order-level fields.
Supported field types
There are seven types of fields available when creating a custom field:
Type | Used for | Good for |
Text | Free-form text | PO numbers, reference codes, short notes |
Number | Numeric values (integers and decimals) | Quantities, prices, weights, sequence numbers |
Date | A calendar date | Promise dates, internal deadlines, certification dates |
Checkbox | On/Off toggle | "Rush order?", "Requires signature?", "VIP customer?" |
Single-select | A defined list of available options. One option can be chosen at a time. | Payment terms (Net 30 / Net 60 / COD), priority (Low / Med / High), internal status codes |
Multi-select | A defined list of available options. Multiple options can be selected at once. | Tags, categories, applicable certifications, and multiple owners on an order |
URL | A web link | Links to shop-floor documents, customer portals, and attached files in another system |
The field type is selected when creating the field. Once created, the type can't be changed.
Who can do what
Action | Who |
Create, rename, and remove a custom field | Account owner only |
Fill in or change values on an SO's custom field | All users with access to that SO |
Add/remove custom field columns from the Sell screen | All users (only affects their personal view) |
Save a custom view (added columns, filters, and sorting) | All users (views are saved per user) |
Use the custom fields API | Any account API key with access to SOs. Definition management endpoints require an owner-level API key |
If a custom field is missing and you're not the account owner, ask the account owner to add it.
Enabling custom fields
Only account owners can enable custom fields
To enable:
Go to Settings → Katana Labs.
Switch on Custom Fields.
A Custom Fields section will appear in Settings, and these fields will be available everywhere they're supported.
Helpful tips
Field types can't be changed after creation. Pick the right type when you create the field. If you need a different type, create a new field and remove the old one.
Renaming a field updates it everywhere. Existing saved views may continue to show the previous label until refreshed.
Removing a custom field is a "soft" delete. Values are kept hidden for 90 days before being permanently removed.
Exports respect your active view. When you export from the Sell screen, the export includes the orders you currently see (with filters applied). Clear filters before exporting to get a full list.
Clear Data removes custom fields too. If you use the Clear Data option, custom fields and their values are cleared along with the rest of your data.
Custom Fields on integrations. Custom fields exist in Katana and are available through the API. Whether a specific integration (Shopify, Xero, QuickBooks, and others) reads or writes them depends on that integration.
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]