What we covered
Time | Topic |
5:56 | Card feeds pulling in historical QuickBooks payments |
7:33 | Linking bills to change orders |
9:38 | Marking a bill or expense as a change |
15:40 | Internal and budget modification change orders |
16:57 | What the manual link box actually does |
21:18 | Draw markups and the WIP report |
25:49 | Billing a client for equipment you already own |
29:00 | Lien waiver template variables |
Answers from this session
Card feed is importing payments I already made
Those transactions are already synced with QuickBooks, so do not delete or archive them. Mark them as manually linked to clear them from the feed. You can do this in bulk, and your CSM can clear them out for you if the list is long.
What is the manual link box for?
It is not limited to Adaptive cards, which is a common misunderstanding. It applies to any transaction that pulls in from an account or card you have not linked inside Adaptive. Marking those as linked removes them from your feed without touching the underlying record.
How do internal and budget modification change orders behave?
They do not appear on draws. They are internal only.
They do impact the budget.
They stay in draft status until signed, and still affect the budget while in draft.
The send for signature option exists for teams with an internal approval chain, for example a project manager creating the change order and an office manager approving it. Most teams do not use it.
How do I bill a client for equipment my company already owns?
Creating a standard bill produces a payable to yourself, and an empty draw line will not let you attach backup. Instead:
Create a $0 expense (or bill).
Add a positive billable line for the amount you are charging the client.
Add a matching negative non-billable line so the total nets to zero.
Attach your PDF backup to the record.
The client sees only the billable line, you keep the documentation attached, and nothing lands in payables. Some teams route the negative line to a clearing account or a separate internal job rather than the same job.
Note: $0 bills are supported. If your account is rejecting them, contact your CSM, as it is likely a setting.
Feature requests logged
Everything below went to the product team from this session.
Mark a bill or expense as a change, so the cost lands in the change column rather than counting against the original budget. Suggested as a simple checkbox, optionally auto-creating a draft change order.
Link a bill directly to a change order, kept separate from the purchase order flow.
A "received progress payments" variable for unconditional lien waiver templates.
Send draw PDFs to clients directly from Adaptive, instead of exporting and emailing manually.
Receive ACH payments on draws.
Manually add timesheets.
Estimating.
Under investigation
Draw markups and the WIP report. When a draw containing a markup is paid in QuickBooks, the markup can convert to a standard draw line. The WIP report then stops recognizing it as a markup, showing $0 in additional draw markup and treating the amount as overbilling instead.
This is being reviewed by engineering. If you are seeing the same behavior, send an example to your CSM so we can attach it to the ticket.
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