Introduction
Default fields are built into Qargo, indicated with the Qargo 'Q' icon, and appear automatically on the relevant pages. If your business needs a field that isn't shown yet, you can set an existing standard field to Active, or create a custom field, and include it on Orders, Invoices, Resources or Customers.
For example, the Customer Reference field can be activated so users can add a Purchase Order (PO) or customer reference number to transport orders, ensuring it also appears on invoices.
Via additional fields you can:
Choose which fields are visible for each transport service
Set whether a field is required, or should always be shown in the form
Add custom fields using different formats, including:
Text
Number
Toggle
Date
Dropdown
Tag
Url
Configuration
Go to Configuration → Additional fields.
From the left-hand menu, select the category — Orders, Invoices, Resources or Customers. Each category maps to the matching module pages.
For example, you can configure the Customer Reference field for specific transport services such as General Haulage, European Road, Air and Sea.
Additional fields (Default fields(Q sign))
Standard fields are the built-in fields available in the product, indicated with the Qargo 'Q' icon.
Set a standard field to Active to show it, or Inactive to hide it. Setting a standard field to Inactive simply hides it — it does not delete anything, and any data already entered is kept.
Active fields appear green in the list.
Inactive fields appear grey in the list.
Link a field to specific transport services using the Linked transport services field, so it only appears where relevant (for example, Customer Reference linked to General Haulage, European Road, Air and Sea).
⚠️Standard fields cannot be deleted — if you don't need one, set it to Inactive(the info on older orders can afterwards be rectified if placed back to active)
Custom fields
When the field you need isn't already available, use Add custom field.
A side panel opens where you enter the field's details.
Choose the field format from the Type dropdown (Text, Number, Toggle, Date, Dropdown, Tag, Url).
Link the custom field to transport services if needed.
Choose whether it should be visible in the customer portal.
Click Save.
When displayed in the list view, custom fields show their field type.
Removing a custom field - Read before deleting a custom additional field
Unlike standard fields, custom fields cannot be set to Inactive or archived — the only way to remove a custom field is to delete it. So for a custom field your choice is to keep it or delete it.
‼️ Deleting a custom field is permanent. It removes the field and all of the data stored in it from every record, including past/existing orders — not just new ones. When you delete, Qargo shows "Changes will also be applied to existing orders." This is accurate: the data on existing orders will be removed, and it cannot be undone.
‼️ Only delete a custom field when you are certain you no longer need any of its data, on any record.
Workarounds: Keep the data but stop using a custom field
Because a custom field can't be set to Inactive, to move away from one without losing history:
Create the new field and start using it going forward.
Move the existing values from the old field into the new field on the records you need to keep.
Check the old field isn't used in any PDF / document template (removing a field a template relies on can break document generation).
Only then delete the old field.
💬 If you need to remove a custom field but keep its historical data and aren't sure how, contact your Qargo Account Manager or support before deleting — deletion cannot be reversed.
Practical Example: Enabling and Configuring the Customer Reference Field
Overview of the Customer Reference Field
The Customer Reference field is a customisable field in Qargo that can be linked to specific transport services. By enabling and configuring this field, users can ensure that the PO or customer reference number is visible on orders and invoices.
Steps to Enable and Configure the Customer Reference Field
For General Haulage Orders
To enable and configure the Customer Reference field for General Haulage orders:
Make the Field Visible in the Order
Open the order.
Click the Customise button at the top of the screen.
Toggle the Customer Reference field to "on" (it should appear green).
Configure the Field Globally
Navigate to Configuration → Additional Fields.
Locate and edit the Customer Reference field.
Add General Haulage to the "Linked transport services" for this field.
Set the field to "Show by default / Always show."
Once these steps are completed, you can enter the PO or customer reference number in the order’s Customer Reference field, and it will appear on invoices.
For European Road, Air, and Sea Orders
To enable the Customer Reference field for European Road, Air, or Sea orders:
Access the Additional Fields Configuration
Go to Configuration → Additional Fields.
Select the "Orders" level.
Edit the Customer Reference Field
Filter or search for the Customer Reference field and click the edit (pencil) icon.
By default, this field is active only for UK Road transport services. Add European Road, Air, and Sea to its configuration.
Save the Changes
Save the updated configuration. The Customer Reference field will now appear on orders for these transport services.
Troubleshooting and FAQs
What if the Customer Reference field does not appear on invoices?
Ensure that the field is enabled and linked to the appropriate transport service in the Additional Fields configuration.
Can I enable the Customer Reference field for multiple transport services at once?
Yes, you can add multiple transport services (e.g., General Haulage, European Road, Air, Sea) to the "Linked transport services" section when editing the field.
By following these steps, you can successfully enable and configure the Customer Reference field in Qargo, ensuring it meets your operational needs.
How many custom fields can be active at the same time?
Up to 50 additional fields can be active per entity. This applies to all configurable entity types: Orders, Invoices, Resources, and Customers.
📚 The 50-field limit counts all active fields combined - both standard additional fields and custom fields. Inactive or archived fields do not count towards the limit.
What happens when the limit is reached?
Once 50 active fields are configured for an entity, it is not possible to activate or create further fields for that entity until existing active fields are set to inactive or archived.
Is the limit the same across all entity types?
Yes - the limit of 50 active fields applies equally to Orders, Invoices, Resources, and Customers.
Can the limit be increased beyond 50?
The 50-field limit is a platform-wide setting and cannot be adjusted per account. If the current limit does not cover all required fields for a specific workflow, consider whether some fields can be consolidated, made conditional using transport service linking, or whether data is better captured elsewhere - for example, in order notes or via an integration.
💬 For questions about field configuration or workflow design, contact your Qargo Account Manager.