The Expenses page is the central place to manage all company spending in Adaptive. Card transactions, receipts, and manual entries all live here as expenses, making it easy to track spending, prevent duplicates, and stay on top of reconciliation.
For Existing Adaptive Customers
If you previously used the Card Feed and Receipts pages, those have been consolidated into the single Expenses page. All existing receipt approval workflows and general ledger sync behavior carry over to expenses -- no reconfiguration is needed.
Viewing Draft Expenses
Card transactions are automatically pulled in as draft expenses. To view them:
Navigate to the Expenses page and select the Draft tab.
By default, a filter is applied: expense has a card transaction matched to it. This orients the workflow around only syncing expenses that have a confirmed card transaction, which helps prevent duplicates.
To view all draft expenses (including those without a card transaction match), remove this filter.
Note: Syncing an expense without a card transaction is still supported -- for example, if a card transaction has not yet posted but the expense needs to be added to a draw or synced to your general ledger.
Reviewing Unmatched Expenses
The Unmatched Expenses tab displays any expense that does not have a card transaction match, regardless of status (draft, for approval, or synced).
This tab is useful for end-of-month reconciliation. For each unmatched expense, there are three options:
Delete it -- If the expense is a duplicate, delete it directly from this page.
Match it to a card transaction -- If a card transaction exists for the expense, select the correct transaction and match it.
Manually mark it as matched -- For expenses where no card transaction will ever come in (e.g., cash payments or cards not connected to Adaptive), mark the expense as manually matched.
Using Manual Matching
Manual matching is designed for expenses that have no corresponding card transaction in Adaptive. To use it:
Open the Unmatched Expenses tab.
Pull up your credit card statement alongside the list.
For each expense that appears on your statement, mark it as manually matched. Once marked, the expense is treated as if it has a card transaction.
For any expense that does not appear on your statement, leave it unmatched. Then either match it to the correct card transaction or delete it.
Important: To unmatch a manually matched expense, open the expense and remove the manual match. The expense will reappear on the Unmatched Expenses tab.
Reconciling Expenses
At any time -- including at the end of the month -- use the Unmatched Expenses tab to review all expenses without card transactions across every status. For each one, determine whether to:
Delete it (likely a duplicate)
Match it to an existing card transaction
Manually mark it as matched
Regularly reviewing this tab helps ensure duplicates do not make it through to your general ledger.