This article covers how to manage the dropdown lists used throughout Factor for classifying and categorising records.
Accessing Lists
To access your list settings, navigate to Settings > Lists.
The page displays all configurable lists organised by category. You can scroll through the page or use the jump links at the top to navigate to a specific list.
Common List Operations
Most lists are managed the same way:
Adding items: Click the Add button for the list and enter the new item name.
Removing or disabling items: Use the icons to the left of each item to remove or disable it. Disabled items won't appear in dropdowns, but historical data using that item is preserved.
Editing items: Click on a specific value to modify its name or other properties.
Reordering items: Adjust the sort order to control how items appear in dropdown lists.
Key Lists
Project Roles: Each role has a default billing rate. These roles are available when setting up projects and assigning team members. They also serve as defaults for employees, saving time during project setup. This list establishes your defaults - you can always override rates on individual projects.
Project Types: Categories for classifying projects (e.g., by type of work, department, or location). Used for filtering and measuring performance across different types of work.
PTO Allowances: Configure paid time off types and manage individual employee allowances.
Expense Types: Options available when setting up expense budgets on projects and when employees log expenses.
Service Types: Classify the services your firm provides.
Adjustment Types: Named categories for invoice adjustments - your firm defines what each one represents (e.g., retainers, discounts, late fees).
Payment Terms and Tax: Standard financial classification lists. (Vendors are managed separately under SETTINGS > Companies, not here.)
Phase Categories: The categories available when organizing budget phases on a project. New ones are added automatically the first time you use one; remove obsolete or misspelled entries here.
Task Names: The suggested names shown when creating a project task. New ones are added automatically the first time you use one; remove obsolete or misspelled entries here.
QuickBooks Online Integration
If your firm uses QuickBooks Online, many of these lists - like Expense Types and Service Types - can be linked to corresponding items in QBO directly from this Lists page. This is critical for automating accounting - it ensures that invoices sent to QBO are properly categorised and that expenses are distributed to the correct accounts. Vendors and Clients are linked to QBO separately, under SETTINGS > Companies.
If you're not using QuickBooks, these lists still function independently for classification within Factor.