What we covered:
Vendor credits: Known bug where PDFs auto-classified as vendor credits come in negative — workaround is to change the transaction type manually from "Bill" to "Vendor Credit" so the amount displays positive. Credits don't appear in the Ready for Pay column; they surface only when you go to pay a bill and apply via the pen icon on the payment screen. Partial credits aren't supported — it's all-or-nothing. If a credit is larger than the bill, the bill marks paid and the remaining credit stays on file.
AI Agents vs. AI Assistant: The AI Assistant (available now) is prompt-based and on-demand — great for vendor statement reconciliation, importing time records, and PM receipt reminders. Custom AI Agents are scheduled, recurring workflows built by Adaptive's engineering team, not self-service yet. Save useful prompts in a Word doc or Slack so you can reuse them quickly.
Mail checks: Rolling out in the next few weeks via Capital OS, our new payments provider. Delivery is faster than the previous provider, and pricing will be a low per-check cost billed monthly.
Change orders: Now live, including e-signatures. Inside a job, go to the Changes tab to add a change, choose the change type (external, internal, budget modification), attach documents, and either mark signed or send for external signature. The owner email pulls from the job's Settings tab. You may need to enable changes in job settings first.
QuickBooks Desktop → Online migration: Loop us in early — the more lead time we have, the smoother the transition. Adaptive handles users, approval workflows, ACH info, Adaptive Cards, job activation, budgets for active jobs, settings, and recovering credit card transactions lost in migration. You handle the QuickBooks Online-side data conversion. Common feedback: payroll and reporting are less robust in QuickBooks Online, so plan for some rework.
Labor & time tracking: Native time tracking isn't built yet but is heavily requested. In the meantime, use the AI Assistant to import timesheets from Ressio, Sage, or other ERPs. For missing labor costs in the budget view, add the Price column to spot $0 lines. If a labor rate is set but not applying, re-open the employee record and save again — known intermittent bug.