Editing Custom Lists: Activities, Expense Types, and More

Applies to: Billing

The dropdowns your team uses every day — activities, expense types, payment terms — are all editable lists. Go to Settings > Customize > Custom Lists to make them match how your firm actually works.

Custom Lists: activities, expenses, project statuses, project types, and payment terms.

Activities

An activity is the type of work on a time entry — Consulting, Design, Correspondence. Activity names appear on invoices, so name them for your clients, not just your team. Each activity can carry:

• Default Rate and Default OT Rate — an hourly price for this type of work. This lets you charge more for consulting than for admin without touching any client record. (A client or project rate override still wins — see "How Billing Rates Work.")
• Tax — a tax percentage for this activity.
• Default Description — pre-filled description text.
• Billable? — whether entries with this activity default to billable.

Expense Types

Your expense categories, each with an optional tax percentage, default amount, and reimbursable flag. Set a default amount on costs you log repeatedly — it pre-fills the expense form.

Project Status, Project Type, and Payment Terms

• Project Status — the states a project can be in (Open, Approval Pending, and so on).
• Project Type — categories for reporting.
• Payment Terms — the terms offered to clients; these set invoice due dates.

Adding and Removing Items

1. Click Add Activity or Add Expense below the list to add an item.
2. Click the × at the end of a row to disable it.
3. Use the all | active | disabled filters above the lists to bring a disabled item back.