Product updates

What’s New:

• Toggle a vendor to inactive from the vendor details page
• Inactive vendors won’t appear when creating new bills, expenses, or POs
• Existing transactions with that vendor are unaffected
• Inactive vendors still appear in filters so historical data stays searchable
• Active/inactive state syncs bi-directionally with QuickBooks

What’s New:

• Every job now has an Activity tab
• Logs changes including name updates, edits, and other modifications
• See exactly who changed what and when

What’s New:

• New description column on each change order line
• Works for both standard lines and markup lines
• Descriptions appear on PDF and Excel exports alongside the line amounts

What’s New:

• Associate a vendor document with a specific job
• Works in manual uploads and in vendor document requests

What’s New:

• List view stays the default
• Side-by-side view shows all item info in a table layout, with an alert popover that flags issues (red triangle) or informational notes (blue icon), like retainage calculation details
• Bottom-of-page view renders items full-width below the form, with a max height to keep things tidy
• Available on bills, expenses, purchase orders, and timesheet details
• Each transaction type remembers its own view preference, so you can use list on expenses and bottom-of-page on bills

What’s New:

• AI Rules and Settings tabs: visible only to Company Admins
• Approvals tab: visible only to users with the “Manage Approval Workflows” permission
• Agents tab: unchanged
• Users without any of these permissions will no longer see the Automations menu or be able to open the page directly
• Previously, anyone on a client with AI Rules or Chat Assistant enabled could reach this page

What’s Improved:

• Click the actions menu on any thread to rename it (so “Untitled thread” can become something useful)
• Agents and Reports now use a chat layout designed for their workflow, showing the agent name, run time, and removing buttons that don’t apply (like “start a new conversation”)
• The standard chat experience is unchanged

What’s New:

• The Payments page now shows who started each payment flow
• A matching filter lets you quickly find payments by creator

What’s Improved:

• The filter section now stays in place when you scroll horizontally, not just vertically
• Filters are always available no matter where you are on the page

What’s Improved:

• New “Period from” field that intelligently formats on exports: shows a date range when both fields are filled (e.g., Period: 03/03/2026 to 03/06/2026), shows just one if only one is filled, and hides both if neither is set
• Activity log now displays more draw fields, including retainage information
• Excel tabs standardized so all tabs follow the same layout, alignment, and header styling
• “This Period” column now shows “BY” when more than one period is selected, making multi-period draws easier to read
• Address now included on Excel exports
• Current Payment Due removed from transaction backup where it was always blank

How it works:

• Add a +Signature section at any point in the template
• Use multiple signature sections in a single waiver, with text before or after each one
• Customize templates to match exactly how your team or owners want them structured

How it works:

• Add notes directly on the vendor record so context lives where you’d actually look for it
• @mention teammates to loop them into a vendor conversation
• Coming soon: @mention the vendor themselves to turn Notes into a direct comms channel

What’s New:

• Updated color palette built around our deeper green
• Cleaner button styling and tighter spacing across pages
• No navigation changes — WIP, jobs, bills, POs, vendors, reports, settings, and search are all in the same places
• New Help Center guide: Navigating the Adaptive Interface — covers the sidebar, workspace switcher, keyboard shortcuts, and AI Assistant

How it works:

• Click Solve with AI on any sync error
• The agent investigates the root cause and returns specific instructions to resolve the conflict
• Resolve and re-sync without leaving the error view

How it works:

• Pause a workflow while you’re on leave without losing the configuration
• Stage new workflows before turning them on
• Have your account manager build workflows in advance for you to review and activate
• Flip between Active and Inactive on any existing workflow

How it works:

• Create your own types: Add any vendor type you need — subcontractor, supplier, or something custom to your business — directly on the vendor profile
• Filter everywhere: Vendor type is available as a filter on the vendors, bills, and expenses tables
• Batch apply: Tag multiple vendors at once from the vendors table
• Build approval workflows: Use vendor type as a condition (“is one of” / “is none of”) to route bills to the right approvers
• Update via chat: Ask the AI assistant to set or change a vendor’s type

How it works:

• QuickBooks customers: OCR will best-guess a class and apply it at the line level, similar to how vendors and jobs are handled today
• Non-QuickBooks customers: OCR uses the mapping between cost codes and cost types (classes) or custom categories defined on the Accounting pageIf no mapping exists, it falls back to best-guess behavior

Note: These fields will only populate if the “Set class per line” and/or “Set custom category per line” settings are enabled.

• $0 bills are treated as paid, with the payment section hidden on the frontend
• Sync successfully to both QBO and QBD

Note: The $0 restriction remains in place for vendor credits

• Draw, highlight, or mark up PDF attachments inline
• Annotations are saved back to the bill or expense automatically
• Available for all clients

What’s new:

• A new job selector at the top of the app lets users switch between individual jobs or view all jobs at once
• When a job is selected, the To-Do, Catch-Up, and Costs tabs all filter to that job automatically
• Defaults to “All Jobs” so existing workflows are unaffected
• Note: The AI chat continues to reference all jobs regardless of the selected filter

Also includes:

• Mobile bill approval UI improvements
• Fix for tag background color display
• Removal of deprecated “Flag expenses” permission across the app and roles

• New “1099 eligible” checkbox on vendors
• Bi-directional sync with QuickBooks

Also available in:

• Vendor page filters
• Optional column in vendor table
• Vendor reports

What’s new:

• Journal entries now appear in cost and drawn calculations on both Budgets and Jobs pages
• Journal entries appear in the Transactions dialog for Costs to Date and Drawn to Date (on the Budget page)
• Journal entry settings moved to General Settings for easier access

This makes it much easier to distinguish between multiple files of the same type (especially “Other”).

Previously:

• “Materials presently stored” behaved the same as “This period”
• Materials stored would automatically roll into “From previous draws” on the next draw

Now:

• Only work completed (“This period”) rolls into “From previous draws”
• Materials presently stored remain in that column until manually moved into “This period”

This gives you more control and improves accuracy in draw reporting.

What’s new:

• Dark Mode – switch between light and dark for a better viewing experience
• Performance improvements & small fixes

What’s new:

Expanded Report Fields

• “Class Active (T/F)” and “Job Active (T/F)” fields are now available across:All Transactions report
• Unpaid Bills report
• Purchase Orders report

This makes it easier to filter and report on active vs. inactive classes and jobs.

New Built-In Report: Lien Waivers

• A dedicated Lien Waivers report is now available
• Designed to simplify tracking and compliance visibility

New Built-In Report: Changes

• A new Changes report provides visibility into system-level updates
• Improves audit tracking and transparency across workflows

These updates enhance reporting flexibility, improve audit readiness, and reduce manual tracking.

Exports from the Bills and Expenses list are now customizable.

What’s new:

• Select which columns to include
• Reorder columns before exporting
• Column preferences are saved for future exports

This reduces spreadsheet cleanup and allows teams to generate reporting-ready exports directly from Adaptive.

We’ve improved the AI Assistant conversation history to make ongoing work easier to track.

Previously, all threads appeared in one long list. Now they’re organized into:

• In Progress Agents — Background tasks that are still running
• Awaiting Follow-Up — Conversations that require user input
• Conversation History — Completed or inactive threads

Additional updates:

• Refined new chat navigation
• Clear chat titles
• Share link access within each chat
• New Chat button relocated within the sidebar

As we expand background agent capabilities, this structure will make active tasks and required actions easier to find.

What’s new:

Improved Notifications UI Cleaner and more consistent toast and in-app notification styling.

AI Chat Mentions Users are now notified when they’re mentioned in AI Chat conversations.

Bug Fixes General stability improvements and minor fixes.

In addition to pulling:

• Budgets
• Commitments
• Vendors

Eligible customers can now push:

• Bills
• Expenses
• Burdened timesheets

This strengthens the two-way integration between Adaptive and Procore and reduces duplicate data entry across systems.

How it works

When a bill is processed, Adaptive automatically attempts to:

• Match the bill to an open PO
• Link bill line items to PO line items

Here are the current matching criteria:

• Exact PO reference required
• Bill total must be within remaining PO balance
• All bill lines must match (or no match occurs)

We’ll continue expanding matching logic based on customer feedback.

What’s new:

• Filter bills by whether they’re tied to a PO
• Makes it easier to reconcile committed vs. actual costs

Why it matters:

This update helps teams track committed costs more easily and reinforces tighter budget controls as usage of POs scales.

What’s new in the CapitalOS beta?

Bank account management

• Go to Settings → Bank Accounts
• Click Manage bank connections to add or update connected banks
• Bank connections are now managed through the CapitalOS widget, replacing the Plaid flow for beta customers

Why it matters:

****This beta introduces a more scalable payments foundation and lays the groundwork for faster, more reliable bill payments and expanded payment capabilities as we continue to evolve Adaptive’s payments infrastructure.

Approval workflows can now require approvers who are both:

• Assigned to a specific job, and
• Have the required role on that job

What’s new:

• New approver type: “{Role} on job” (e.g. Project Manager on job)
• Only users with that role and job assignment can approve
• Ideal for field-driven approvals

How to use it:

• Go to Settings → Approval workflows
• Select approvers from the People on job group

Why it matters:

This ensures costs are approved by the right people (those actually working on the project) improving accountability, reducing delays, and strengthening field-to-finance collaboration.

View Revenue Budget This permission allows you to toggle visibility of revenue budget columns across:

• WIP
• Jobs table
• Job budget table

The permission is enabled by default for all standard roles, except Contributor (which already does not have access to jobs). You can now toggle this setting when creating or customizing roles.

Why it matters:

****This update helps teams share the right level of financial visibility across roles — keeping sensitive revenue data accessible only to those who need it.

We’ve added two powerful new conditions you can use in approval workflows:

Linked PO (for Bills) Route bills based on how they relate to their linked PO:

• “is exceeded by” — triggers if the bill exceeds the PO by X
• “has X or less remaining” — triggers if the PO has X or less left after the bill

Card Transaction (for Receipts) Route receipts based on whether they’re matched to a card transaction:

• “is matched” — the receipt has a linked card transaction
• “is not matched” — the receipt is not yet matched

Why it matters:

****These new conditions give you more control to route approvals based on real-world context — like overspending or unmatched receipts — without extra review work.

What’s New:

• Redesigned toggle for currency/percentage fields
• Easier to switch between input types
• Improved clarity and reduced friction across the app

What’s New:

• You can now set default job participants in General Settings
• Every new job will automatically include these people
• Added two handy shortcuts on the Jobs page:Edit defaults → Jump straight to settings
• Reset to defaults → Re-apply default people after changes

Why it matters:

For teams that staff jobs consistently, this eliminates manual setup and reduces the risk of forgetting someone.

What’s New:

• Create approval workflows specifically for receipts
• New “Waiting for approval” tab replaces “Waiting for review”
• Approval logic mirrors the bill approval process (same UX)
• Fallback workflows apply to both bills and receipts
• Help article is live to guide users through the update

Why it matters:

****This brings receipts into your approval process, giving finance teams tighter control and cleaner records.

What’s New:

• Add Vendor, Description, and Comment when uploading a receipt
• New empty state screens and UI improvements to Mobile Catch Up
• Other bug fixes and polish

What changed:

• Old: A single dropdown where “empty = everyone”—confusing UX
• New: Radio buttons to clearly choose between “Everyone” or “Specific people”
• The People page now shows which jobs a user is on
• From an individual user page, you can add them to jobs not set to “Everyone”

Why this matters:

****Build more accurate approval workflows for any budget scenario—not just when a budget is exceeded.

What’s new:

****Budget rules now support:

• Exceeded by % or $
• Within % or $

Examples for a $500 budget:

• Within $100 → $400–$500
• Within 10% → $450–$500
• Exceeded by $100 → $600+
• Exceeded by 10% → $550+

This gives you the flexibility to flag bills based on where they fall relative to budget—not just when they go over.

What’s new:

• Journal entries now appear in cost and drawn calculations on both Budgets and Jobs pages
• Journal entries appear in the Transactions dialog for Costs to Date and Drawn to Date (on the Budget page)
• Journal entry settings moved to General Settings for easier access

Note: Currently available for QuickBooks Online customers only

What’s new:

• Refreshed designs across Tabs, Approvals, Greeting Message, and more
• AI Chat is now live and has its own dedicated tab
• Settings has moved into the More tab
• Added support for:Expense Approval
• Payment Approval

New: Pinned Columns (WIP First)

You can now pin any column in WIP so it stays visible while you scroll horizontally. This makes wide tables much easier to navigate and helps keep key context in view.

• Pin important columns like Job, Notes, or Budget
• Maintain context while scrolling through wide WIP views
• Works seamlessly alongside table configuration

We plan to extend this to other areas of the app (like Budgets) soon.

Here’s how it works now:

• Boss is in the workflow and hasn’t approved: → Approve is the primary button → Bypass Approvals is secondary
• Boss is in the workflow and already approved: → Approve is disabled (with a tooltip explaining why) → Tooltip includes a link to Bypass Approvals
• Boss is not in the workflow: → Bypass Approvals becomes the primary button
• In all cases, Bypass Approvals is also available from the three-dot menu

This makes vendor compliance easier to manage—especially for customers who already store COIs or vendor docs elsewhere and simply want to track expiration dates inside Adaptive.

• Faster onboarding
• Less manual uploading
• Better support for “record-only” vendor doc tracking

This makes it easy to stay up to date on new features, improvements, and product announcements—right where you work.

Here’s what’s new:

• You can now create approval workflows specifically for Receipts, just like you do for Bills.
• We’ve added a new “Waiting for approval” tab, replacing the old “Waiting for review” section.
• Receipts will follow the same approval logic you’re familiar with for Bills.
• Fallback workflows will now apply to both Bills and Receipts.
• A help article is available to guide you through the new functionality.
• Rolled out to a limited group to start.

Why this matters:

****In certain scenarios—like low-dollar receipts—we want to skip redundant approvals and move faster. If the bill or receipt meets specific conditions and there is an Auto-approve workflow defined, Adaptive will bypass all remaining steps and approve it automatically.

This helps reduce back-office friction and accelerates processing for common, low-risk purchases.

****Now syncing Credit Memos from QuickBooks Online!

What’s New:

• Credit Memos now appear on the WIP and Budgets pages
• Reflected in Job costs
• New client setting to enable/disable Credit Memo sync → Find it in Settings → General

What’s New:

• See potential duplicates directly in the Bills & Expenses lists
• Flags duplicates across Bills and Expenses
• New sidebar experience for reviewing duplicates without losing context
• Filter to show only transactions with possible duplicates

What’s New:

• “This Period” Page: Groups time activities into a single line per cost code
• New Optional Page: “Labor Backup” PDF page now lists full time activity detail (off by default)
• Removed from Transaction Backup: Time activities no longer clutter the backup section
• No changes to in-app draw tables or Excel exports

Why it matters:

****This keeps draw exports cleaner and more digestible — especially for teams tracking time at the shift level — while still allowing full detail when needed.

You can now find Adaptive directly in the Intuit QuickBooks App Store.

New: Sync Errors Dashboard ⚠️

Managing sync issues just got easier.

What’s New:

• View all sync errors across objects in one place
• Take batch actions to re-sync or ignore errors
• Review previously ignored errors in the new “Ignored sync errors” tab

Explore it here: finance.adaptive.build/settings/sync-errors

What’s New:

• New “View History” button next to the Vendor field on Bills, Receipts, and POs
• Links to a Transactions tab on the vendor detail page
• Shows all transaction lines across bills, receipts, and POs
• Includes filtering options and a total sum across selected lines

What’s New:

• Improved Receipt Submission Flow: Upload another receipt without leaving the camera
• View Details Shortcut: Tap the receipt to open and view submission details
• Comment Shortcut in Catch Up: Quickly view or add comments to items waiting for approval — directly from the Catch Up view

These changes are all about reducing friction when capturing costs and communicating with your team in the field.

New Bill Approval Options Released

****We’ve updated the Send for Approval options on bills to give you more flexibility and control — especially when you’re both entering and approving bills.

What’s New:

When creating a bill (detail page):

• Send for approval → sends for approval without auto-approving
• Send for approval & approve → sends and auto-approves if you’re in the workflow

From the Bills page after a bill is created:

• Send for approval → sends (no auto-approve) and moves to the next draft bill
• Send for approval & approve → sends and auto-approves, moves to next
• Send for approval and stay on bill → sends, no auto-approve, stays on the bill

Bill list actions have been updated:

• “Ready for approval” is now split into:Send for approval
• Send for approval & approve

This change improves clarity and helps streamline approval workflows — especially for teams that batch-enter and approve bills in one sitting.

What’s New:

• Renamed: “Remaining Budget” is now called Uncommitted Budget to reflect its purpose more clearly
• Smarter Calculation: Now calculated as: Revised Cost Budget − PO Amounts − Approved Costs (not linked to POs)
• New column: Added to the Budgets table and Excel export for quick visibility
• Platform-wide update: Uncommitted Budget is now shown across Bills, Expenses, Purchase Orders, and Timesheets

Why it matters:

****This helps prevent over-committing project funds by showing exactly what’s still available — after accounting for existing POs and costs.

****You can now convert purchase orders from Procore into Adaptive POs — just like you already can with QuickBooks.

This makes it easier to centralize your purchase order workflow, no matter where the original PO came from.

If you’re using our Procore integration, Adaptive will now import lump sum budgets directly — as long as the job is linked — and automatically lock the synced budgets from editing (you’ll still be able to edit the other budget type manually if needed).

This update streamlines the budget import process and removes the need for cost code mapping entirely.

This is especially useful when setting up a new job that’s similar to a previous one. Instead of recreating POs from scratch, just duplicate and assign them to the new job — complete with reference numbers and cost codes.

This makes it even easier to track all job-related expenses in one place — including labor — and get a real-time view of profitability.

What’s New:

• Faster load times and a cleaner, modern layout.
• Instead of a modal prompt for QuickBooks payment accounts, we now highlight missing fields inline in the table, allowing you to fill them out directly.
• Manual verifications and favorite settings remain easy and accessible.
• This update brings the page in line with our current UI standards and simplifies the overall workflow.

Let us know if you have feedback on the new experience!

What’s New:

• Alerts are now collapsed by default — keeping your interface clean.
• You can now expand any alert to see a full table of the duplicate bills/receipts.
• From the table, you can archive or delete duplicates inline, without leaving the page.

What’s New:

Now, when change tracking is enabled:

• All changes for a job live in a dedicated Changes tab on the job page
• Each change opens in a drawer view — with its own unique URL for easy sharing and linking

Whether you’re reviewing updates or sharing with a teammate, it’s faster and more organized than ever.

We now validate your AI rules and detect conflicts AI rules just got an intelligence boost to help prevent mistakes before they happen, without taking away flexibility.

Now you can:

• See if a rule will actually work before saving
• Accept suggested improvements for clearer rule logic
• Get alerted when rules conflict — and choose which ones to keep or remove
• Override validation if needed (power users, this one’s for you)

Select payment accounts and dates in bulk You can now manage multiple or combined payments more easily with new batch actions for payment accounts and debit dates.

What’s included:

• Set or update payment accounts and debit dates across multiple records
• Real-time validation ensures dates align with payment method rules
• Fully compatible with ACH and Marketspade
• Smarter error handling (e.g., skips accounts missing valid payment info)

Fewer clicks. Faster payments.

Faster, cleaner, and just works Our date field just got a major usability upgrade. You can now edit any part of the date without your cursor jumping around — and we’ve added smart autofill so typing dates feels effortless.

Here’s what’s new:

• Autofills zero-padding for months and days (e.g. 1/ becomes 01/)
• Two-digit years like 21 expand to 2021
• Works across both single and range pickers
• No more frustrating backspacing or retyping

This is one of those little updates that saves time across your entire workflow.

What’s New:

• Import 1099 Vendors from QuickBooks Instantly pull contractor/vendor profiles into Adaptive without manual setup.
• Sync Contractor Time Entries Approved time activities logged in QuickBooks now flow into Adaptive automatically.
• Link Vendor to Employee Associate each contractor with an Adaptive employee profile to ensure accurate job costing and reporting.

What’s New:

• Billable labor pricing shown in time sheet and time activity views
• Shows $0 for missing data (cost rate, job, etc.)
• Permission-based access for billable visibility

****Your WIP report just got smarter—with journal entry support from QuickBooks Online.

What’s New:

• Toggle on journal entry sync in WIP Settings
• Filter by specific income/expense accounts

What’s New:

• Swipe through missing info or unmatched charges
• Add/edit class fields on mobile
• Clean up card transactions from anywhere

What’s New:

• Add class at receipt submission
• Edit class directly from line items in the app

What’s New:

• Sync employees from QuickBooks Desktop to Adaptive
• Bidirectional sync for Time Activities
• Add time entries to invoices; mark as billed in QuickBooks Desktop

Learn More

What’s New:

• More space in app pages
• No more hover-only sidebars
• Simplified sidebar nav + new header
• New Adaptive logo + faster page load

What’s New:

• New Automations page with AI Rules + Approval Workflow access
• Add logic to improve OCR results
• Autofilled bills show clear AI attribution
• “Help AI Improve” prompts let users teach the system

Save time by selecting multiple card transactions and generating receipts in one go. Less clicking, more closing.

Quickly assign or update the QuickBooks Class on bills, receipts, and purchase orders in bulk—no more editing one by one.

Time tracking just got easier to report on—download Time Sheets in Excel format (.XLSX) for review or reporting outside Adaptive.

You can now link closed purchase orders to bills. This helps clean up edge cases where POs were closed prematurely.

We’ve loosened the match criteria between card transactions and receipts—no longer requires a matching payment account. More accurate pairing with less frustration.

What’s New:

• Auto-increment POs per job
• Support for multi-job POs
• Option to mix auto + manual PO numbers
• Warnings for duplicate job keys

What’s New:

• View WIP data by job: over/under billing, earned revenue & profit
• Enter lump sum budgets for jobs outside Adaptive budgets
• Choose from 3 calculation methods
• Download filtered reports

Learn More

What’s Improved:

• Expired doc emails list the specific documents needed

What’s New:

• Default Terms & Conditions field for POs
• Attach default documents to all new or requested POs
• All configurable in Settings

What’s New:

• Added “Account” filter option in Approvals Workflow settings

What to Expect:

• Client name added to descriptions (display varies by bank)

What’s New:

• Set classes on Bills, POs, Expenses, and Time Sheets
• Mix line- and job-level classification
• Full bidirectional sync with QuickBooks (Online & Desktop)

What’s New:

• View time entries in Expenses → Time Sheets
• Set employee cost rates for real job costing
• Bill labor from draws with billable rates per job
• Labor flows into budgets automatically

Learn More

What’s Improved:

• Choose job + cost code before upload
• Real-time OCR kicks in automatically
• Batch upload receipts + apply codes
• New “Save as Draft” option

What’s New:

• Added “Is None Of” filter logic for vendors, cost codes, and accounts in approval rules

****Give your docs a professional polish—upload your logo to appear on all PDF exports.

What’s New:

• Upload your logo in Settings → General
• Logo appears on all exports (including draws)
• No more generic headers on client-facing documents

What’s Improved:

• Suggested markup now appears automatically when adding markups to draws
• New column in Draw Schedule showing “Costs to Date” for easy sanity checks

What’s New:

• Export budget + transaction Excel reports and PDFs across jobs
• Download all selected exports in a single ZIP file
• Email notifications with download links

What’s New:

• Import QuickBooks employees as Adaptive users via the People page
• Link existing users to QuickBooks employees
• View “Active” and “Inactive” users in separate tabs

Learn More