The approval process helps maintain accuracy, accountability, and an organized workflow. By using approval steps, Adaptive ensures each bill is reviewed and compliant before actions like linking to draws are taken.
Approval Basics
After you’ve uploaded and reviewed a bill in the inbox, you can:
Request approval from a teammate, or
Send the bill directly to the Waiting for Payment stage, which will sync it with QuickBooks.
Important Notes
A bill must be approved before it can be linked to a draw.
Bills without an approval workflow will auto-approve when sent for approval.
Approvers now have a streamlined option to approve bills immediately during submission.
Verifying & Setting Up Bill Approvals
How to verify a bill is ready for approval
Open the bill.
On the right-hand side, locate the To be approved by section.
If this field is blank, the bill does not have an approval workflow assigned.
Clicking Send for Approval will move it straight to Waiting for Payment (auto-approved).
Bills without workflows are labeled as Auto-Approved.
How to set up approvals
Option 1: Assign approval to a single bill
Open the bill.
Click inside the To be approved by field.
Select the teammate who should approve that specific bill.
Option 2: Use Approval Workflows (Recommended)
Go to Settings → Approval Workflows.
Create rules based on your criteria.
Bills matching those criteria will automatically route to the correct approver.
Sending Bills for Approval
On an individual bill
Send for Approval:
Sends the bill into its approval workflow and automatically moves you to the next bill.Send for Approval & Stay on Bill:
Sends the bill for approval but keeps you on the current bill.Send for Approval & Approve:
Sends the bill into the approval workflow and approves it immediately if you are an assigned approver.
Bulk actions
From the main Bills page:
Select multiple bills.
Click Actions.
Choose Send for Approval or Send for Approval & Approve (if permitted based on your role and workflow rules).
Avoiding “Auto-Approved” Bills
A bill will be auto-approved if the bill is sent for approval without an associated workflow.
To prevent this:
Make sure all jobs are included in approval workflows.
Create a fallback workflow:
Go to Settings > Approval Workflows.
Scroll to the bottom.
Click Add fallback workflow.
If you have any questions or want to share feedback, feel free to reach out at [email protected].