Feature
    Organisation Settings

    Custom Fields

    Track what matters to your firm — add custom data fields to clients and jobs without waiting for a feature request

    3 min read
    Updated August 28, 2026

    You’re setting up a new project, but the standard fields don’t capture the specific data your finance team needs for year-end reporting. Perhaps you need to track a unique client cost center, a specific industry regulatory code, or an internal partner lead that doesn't fit into a standard dropdown. Without a dedicated place for this information, it ends up buried in email threads or scribbled in the "Notes" section where it can’t be tracked or audited.

    Custom fields give you the flexibility to extend AtomicSam’s data model to fit your firm's specific terminology and reporting requirements. By capturing the right data at the point of entry, you maintain commercial control over your records and ensure that the "messy middle" of project administration doesn't lead to data gaps during billing or audits.

    Why Custom Fields Matter

    In a professional services environment, the difference between a smooth month-end and a chaotic one often comes down to data integrity. When you rely on manual workarounds to track legacy project codes or client-specific identifiers, you introduce room for error. If a billing clerk can't find a mandatory purchase order reference because it wasn't captured during the quoting phase, your cash flow stalls.

    Custom fields allow you to bake these requirements directly into your workflow. By making critical data points mandatory, you protect your margin from the administrative friction that occurs when information is missing or disconnected from the job record.

    How to Configure Custom Fields

    You can manage your custom fields within the Settings menu. Because these fields often drive reporting and external integrations, it is worth planning your naming conventions before you commit to a configuration.

    1. Navigate to Settings and select Custom Fields.
    2. Click Add Custom Field.
    3. Enter a Label (e.g., "Client Cost Center" or "Lead Partner").
    4. Select the Field Type that best suits the data you need to capture.
    5. Choose the Entity where this field should appear (Clients or Jobs).
    6. Toggle the Required switch if you want to prevent users from saving a record without this information.
    7. Click Save Field.
    💡 Tip: Use the "Required" flag sparingly. While it ensures data integrity, making too many fields mandatory can slow down your team during the fast-paced quoting stage. Focus on the data points that are essential for billing or commercial reporting.
    📸 [Screenshot: The Custom Field configuration screen showing Label, Type, and Entity selection]

    Choosing the Right Field Type

    AtomicSam provides four distinct field types. Choosing the right one ensures your data remains clean and useful for future filtering.

    Field Type Use this when…
    Text You need to capture unique strings like alphanumeric project codes or external reference IDs.
    Number You are tracking specific quantities, such as "Expected Headcount" or a "Risk Score" out of 10.
    Date You need to track milestones that sit outside the standard project timeline, such as "Contract Renewal Date."
    Dropdown You want to limit choices to a specific list (e.g., "Industry Vertical" or "Office Location") to ensure reporting consistency.
    ⚠️ Heads up: Once a custom field is created and data has been entered against jobs or clients, changing the field type may result in data loss. We recommend testing your fields on a single "Internal" job before rolling them out across your entire firm.

    Mapping Your Commercial Reality

    Custom fields aren't just for internal notes; they are tools for commercial governance. For instance, if your firm struggles with identifying which revenue streams are most profitable, you can use a Dropdown field on the Job entity to categorize work by "Service Line."

    At the end of the quarter, this allows you to move beyond basic project visibility. You can see not just that you were busy, but exactly which types of work—be it Strategy, Design, or Implementation—delivered the strongest margins. This closes the gap between operational activity and commercial insight.

    ✅ Did you know: Custom fields can be configured to appear specifically on Client records or Job records. If a piece of data is evergreen (like a Tax ID), put it on the Client. If it changes with every engagement (like a PO number), put it on the Job.
    📸 [Screenshot: A Job record showing where custom fields appear in the sidebar]

    Pro Tips / Common Gotchas

    • The Power of Four: AtomicSam allows up to 4 active custom fields per organization. This limit is intentional—it encourages you to focus on the high-value data that actually moves the needle for your business rather than cluttering your workspace with rarely-used fields.
    • Dropdowns Over Text: Whenever possible, use a Dropdown field instead of a Text field. Text fields are prone to typos (e.g., "FinTech" vs "Fin Tech"), which makes it difficult to run accurate reports later. Dropdowns keep your data clean and your confidence in your numbers high.
    • Think About the Invoice: If you frequently find yourself manually typing the same reference numbers into invoice comments, consider creating a custom field for "Client Reference" at the Job level. This keeps the data attached to the commercial record from day one.

    By effectively using custom fields, you ensure that AtomicSam reflects the unique way your firm operates, keeping your delivery teams and finance teams aligned on the same set of commercial truths.

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