Custom fields
Assure Pro ships with the fields most tax firms need — name, entity type, tax ID, address, filing status. When your firm tracks something else (preferred outreach channel, retainer level, audit history flag, internal billing notes), add a custom field.
Custom fields are defined by your firm and shared across the firm. Each field can apply to every client or only to specific entity types. Once defined, the field appears on every matching client with a fillable input.
The six field types
| Type | Stores | Example |
|---|---|---|
| Text | A short or long string | ”Preferred outreach channel” → “Always email, never call” |
| Number | Any number (whole or decimal) | “Annual revenue (USD)” → 1,250,000 |
| Select | One choice from a fixed list | ”Service tier” → “Gold” / “Silver” / “Bronze” |
| Multi-select | Many choices from a fixed list | ”Subscribed services” → [“Bookkeeping”, “Advisory”, “Tax prep”] |
| Date | A calendar date | ”Last review date” → “2026-04-12” |
| Boolean | A yes/no checkbox | ”Has foreign income exposure” → ✓ |
Pick the type when you create the field. You can’t change a field’s type after it’s been used — delete it and create a new one with the right type.
How to create a custom field
In Settings, open Custom fields — or from any client detail page, scroll to the Custom fields section and click + New custom field.
| What | What goes here |
|---|---|
| Field name | The label shown to users. “Audit risk” or “Annual revenue (USD)”. |
| Type | One of the six types above. |
| Description | Optional helper text shown under the input. |
| Applies to | Optional entity-type scope: Individual, Business, Trust, Nonprofit, or All entities. |
| Required | If checked, Assure Pro won’t let users save a client without filling this field. |
| Default value | Pre-fills the field on new clients. |
| Options (Select / Multi-select only) | The list of choices, one per line. |
Click Save. The field appears on every matching client immediately.
How to fill in a value
Field values appear in the Custom fields section of the client detail page (in the Info tab). Click any field input to edit; values save when you click away.
Multi-select fields are pill pickers. Boolean fields are checkboxes. Date fields open a date picker.
How to filter by custom fields
From the Clients page, the Filter dropdown includes every custom field your firm has defined. Filter by:
- Text / Number — equals, contains, greater than, less than.
- Select / Multi-select — value(s) match.
- Date — before, after, between.
- Boolean — true or false.
Custom field filters combine with tag, assignee, and entity-type filters.
How to edit a field definition
In Settings → Custom fields, click any field to edit.
- Renaming updates the label everywhere — existing data is preserved.
- Adding options to a Select or Multi-select adds them to the dropdown — existing client values aren’t affected.
- Removing options prompts you: “12 clients have this value selected — remove anyway?” If you proceed, those values are cleared.
- Changing required affects new edits going forward. Existing clients with empty values aren’t backfilled.
You can’t:
- Change the type (Text to Number, for example) — create a new field instead.
- Change entity-type scope after the field has values on clients of an entity type you’re trying to exclude.
How to delete a field definition
In Settings → Custom fields, click the three-dot menu next to a field and pick Delete field. Assure Pro shows you how many clients have a value for this field. Confirming removes the field and every value.
Field deletion can’t be undone. Export the values first (Settings → Custom fields → three-dot menu → Export values) if you might want them later.
When to use a custom field vs a tag vs a note
| If… | Use |
|---|---|
| The data has a fixed set of values and you need to filter by it | Select custom field |
| The data is a number you’ll sort, sum, or filter on | Number custom field |
| The data is a free-form note for a single client | A client note |
| The data is a boolean “is this client X” you’ll filter on | A Boolean custom field or a tag — tags are lighter, custom fields are more structured |
| The data is “did the client tell us X” and might change | A note or a boolean field, depending on whether you’ll filter on it |