The Expenses page helps you review company spending, manage receipt details, link expenses to card transactions, and find the expenses that need action. Use status tabs, filters, and table actions to keep your expense list organized.
1. View expenses
To view expenses:
Go to Expenses from the left navigation.
Select the tab that matches the expenses you want to review.
Use filters, search, or table columns to narrow the list.
The Expenses page includes card transactions, uploaded receipts, and manually created expenses in one workflow.
2. Review expense tabs
Use the tabs at the top of the page to move between groups of expenses.
All: Shows expenses across statuses, including draft, for review, synced, archived, and expenses with sync errors.
Draft: Shows expenses that still need details, coding, receipt images, card links, or submission.
For approval: Shows expenses waiting in the approval workflow. Approvers can review, approve, reject, or send expenses back.
Unlinked: Shows expenses created in Adaptive that are not linked to a card transaction. Expenses in Unlinked can also appear in All, Draft, or For approval.
Note: If receipt approvals are not enabled for your company, Draft may appear as Missing info, and For approval may appear as Waiting for review.
3. Use the Unlinked tab for reconciliation
Use Unlinked to find expenses that do not have a linked card transaction.
For each unlinked expense, choose the best next step:
To manually match choose a receipt and click "Select transaction."
Link it to a card transaction in the Card transaction column.
Select one or more rows and choose Mark as linked if the expense should be treated as reconciled without a card transaction in Adaptive.
Archive or delete the expense if it is a duplicate or no longer needed.
Important: Review Unlinked regularly, especially before syncing or closing out a period, to help prevent duplicate expenses in QuickBooks.
4. Filter expenses
To filter expenses:
Select the filter control above the table.
Choose one or more filters.
Review the updated expense list.
Select Clear filters to remove active filters.
Available filters can include:
Date
Vendor
Cost code
Account
Job
Class
Payment account
Card transaction
Card holder
Receipt image
Assignee
Requires approval from
Duplicates
Status
Draw status
Billable status
Export status
Lock status
Note: Some filters only appear on specific tabs or when related settings are enabled.
5. Use quick toggles
Use quick toggles to narrow the list without building a full filter.
My expenses: Shows expenses assigned to you. This appears on Draft.
Requires my approval: Shows expenses waiting for your approval. This appears on For approval when approvals are enabled.
6. Reset Draft filters
The Draft tab can include default filters to focus the list on expenses that need review.
To return Draft to its default view:
Go to Draft.
Select the reset icon next to the filters.
Review the refreshed list.
Use Clear filters if you want to remove all active filters instead.
7. Download expenses
To download expenses:
Select Download.
Choose whether to download all expenses in the current tab and filter view or only selected expenses.
Configure the export fields if prompted.
Download the file.
Downloads respect the current tab, filters, and selected rows.
8. Use table actions
Select one or more expenses to open available actions. Actions vary by tab, status, permissions, and company settings.
Common actions can include:
Send for approval
Approve
Reject
Publish to QuickBooks
Remove from QuickBooks
Archive
Restore
Delete
Ignore sync errors
Mark as linked
Edit properties
Use Edit properties to update fields such as assignee, payment account, billable status, class, or other enabled fields in bulk.
If you have any questions or want to share feedback, reach out to [email protected].