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.
Verifying & Setting Up Bill Approvals
How to verify a bill is ready for approval
Open the bill.
On the right-hand side, find the To be approved by section.
If this section is blank, clicking Send for Approval will skip the approval stage and send the bill straight to the Waiting for Payment stage.
Bills without approval workflows are marked as “auto-approved.
How to set up approvals
Option 1: Assign approval to one bill
Click inside the To be approved by field.
Select a team member to approve this specific bill only.
Option 2: Use Approval Workflows
Go to Settings > Approval Workflow to set up rules.
Bills that meet your criteria will automatically be assigned to the correct approver.
Sending bills for approval
Click Send for Approval to send the bill (if it has an approval workflow) and move to the next bill in your list.
From the main Bills page, you can also select multiple bills, click Actions, and choose Ready for Approval.
Please Note: Approval is required before linking a bill to a draw.
Avoiding “Auto-Approved” Bills
A bill will be auto-approved if:
The bill is sent for approval without an associated workflow.
The only approver in the workflow is the same user who submits the bill for approval.
To prevent this:
Add a second approver to all workflows (if the only approver is the same user who sends it for approval).
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].