1. Access Bills
To view uploaded bills:
Go to Bills.
Use the bill table to review bills by status.
Click a bill to open the bill review page.
Adaptive displays the document on one side and the bill details on the other so you can compare the extracted information against the uploaded file.
Note: Adaptive uses OCR (Optical Character Recognition) to extract bill details from uploaded documents. Review the extracted values before sending the bill forward.
2. Review Bills in the Table
Use the bill table to review and manage multiple bills.
From the table, you can:
Review key bill details, including vendor, amount, status, and document information.
Select one or more bills using the checkboxes.
Use Actions to perform bulk actions, depending on bill status and your permissions.
Common bulk actions include:
Send for approval
Send for approval & approve
Approve
Reject
Archive
Delete
Split document, when document splitting is available
3. Review and Edit Bill Details
To edit a bill:
Open the bill from the Bills table.
Review the document preview and extracted bill details.
Update the bill fields as needed.
Review or update the Items section to allocate costs to the correct jobs, cost codes, accounts, classes, or categories.
Add comments or supporting context in the comments section.
Click Save draft to save your changes without sending the bill for approval.
Important: Required fields and item attribution must be completed before the bill can move forward.
4. Split a Multi-Page Bill
If a PDF includes multiple bills in one file, use document splitting to separate it.
To split a bill:
Open the bill.
Click Split document in the document preview.
Review the split results.
When split, Adaptive separates the document into individual bills so each bill can be reviewed and routed separately.
Note: Split document is available only when the bill is still in Draft.
5. Annotate or Replace the Bill Document
When editing is available, you can mark up the PDF directly from the bill preview.
Use the PDF tools to:
Highlight information.
Add notes or text boxes.
Adjust, edit, or remove annotations.
Save an edited copy of the document.
Click Save edited file to replace the current bill document with the edited PDF.
Important: Saving an edited file replaces the current document. The edited document is retained with the bill and is the document used when syncing where applicable.
6. Send a Bill for Approval
After reviewing and editing a draft bill you can now send for approval.
Send for approval: Sends the bill into the approval workflow.
Send for approval & approve: Sends the bill for approval and approves it when you are allowed to approve.
Send for approval & stay on bill: Sends the bill for approval without moving to the next bill in your review queue.
Adaptive confirms when the bill has been sent for approval. If you are reviewing bills in a queue, Adaptive can move you to the next bill after sending.
7. Review Comments and History
Use the comments section on the bill to add notes, mention teammates, attach supporting files, and preserve context for the review.
To review vendor-related transaction history, click View history next to the vendor when available.
If you have any questions or want to share feedback, feel free to reach out at [email protected].