Unsynced cost report for WIP
Built in Adaptive by Luke Tarbutton, Banyan Construction Services
Shows which costs from the prior month haven’t made it into the books yet, so WIP adjustments reflect what was actually spent.
Bills waiting on approval and card expenses sitting in drafts don’t sync to QuickBooks until they’re approved, which meant Luke couldn’t see an accurate picture until the middle of the next month.
At month-end, Luke asks Adaptive one question and gets a report of every unapproved or unsynced cost from the prior month
The report breaks costs out by job, by approver, and by vendor, so it’s clear who each item is waiting on
He exports it to Excel and uses the total to make his WIP adjustments
It sends follow-up emails to the people holding up approvals, and running it again a few days later gives an updated view and another round of follow-ups
The session also covered setting it up as a recurring agent so the chasing happens on a schedule
Lien waiver export
Built in Adaptive by Beatrice Cook, Momentasize
Fills out the lien waiver for each owner draw automatically. Adaptive already handles lien waivers for subs, but waivers for owner draws were still being filled out by hand in the same PDF every month.
Her lien waiver rules live in a skill, and she runs it as a saved agent from the AI Assistant
It pulls the project, contact and draw details from Adaptive
It fills in the conditional and unconditional releases, including the amount due and the amount paid to date
It checks that prior draws were paid before filling in the unconditional release
It adds the signature, title and contact info of the PM assigned to the job, along with the export date
The finished PDF downloads ready to attach to the pay app, with nothing left to edit.
About the series
Every other Wednesday at 11:00 AM Eastern. First 30 minutes is a builder showcase, second 30 minutes is open office hours.
The series covers agents built in any tool (Adaptive, Claude, ChatGPT), not just Adaptive.
Have a question for the next session? Reply to your registration email and it will be covered.