Author: Joe Iafigliola

Creating estimates by copying opportunities in Aspire is a quick and efficient way to generate new estimates using existing opportunity details. This method allows you to save time, maintain accuracy, and streamline your workflow within Aspire’s Accounts Receivable module. Follow the steps below to create an estimate by copying an opportunity.

Steps to Create an Estimate by Copying an Opportunity

1- Go to Aspire Dashboard and Navigate to Properties

• Log in to Aspire and access the main dashboard. Locate the “Properties” section.

2- Select the Property and Open Opportunities

• Choose the relevant property and scroll to the “Opportunities” section.

3- Copy the Previous Opportunity for 2024

• Click the three dots beside the “Save” option and select “Copy.”
• Check all required boxes in the pop-up and click “Save.”

4- Update Opportunity Details to 2025

• Modify the opportunity name, start date, and end date as needed.

5- Create an Estimate

• Click the three dots again and select “Create Estimate.”

6- Finalize the Estimate

• Add the required items and services.
• Click the three dots once more and select “Estimate Complete.”

Copying opportunities to create estimates in Aspire ensures efficiency and consistency while reducing manual data entry. By following these simple steps, you can quickly generate accurate estimates for your properties. This process helps streamline operations in the Accounts Receivable module, making it easier to manage and track estimates within Aspire.

Download a PDF version of the job aide here.

Pivot tables help organize and analyze financial data efficiently. In Aspire, you can use pivot reports to track purchases and allocations in accounts receivable. This job aid provides step-by-step instructions to build a pivot report using the purchase pivot table.

Steps to Build a Pivot Report

1. Go to Aspire Dashboard and Navigate to Reports

• Log in to Aspire and access the main dashboard.
• Locate the “Reports” section in the menu.

2. Select Standard Reports and Scroll Down to Purchase Pivot Table

• Click on the “Standard Reports” option.
• Scroll through the available reports and select “Purchase Pivot Table.”

3. Click Above Additional Category and Select Show Field List

• In the pivot table interface, click the section above “Additional Category.”
• Choose “Show Field List” to reveal available data fields.

4. Add Purchase Unit Type and Allocation Unit Type

• Find Purchase Unit Type and Allocation Unit Type in the field list.
• Drag these fields into the field list to include them in the report.

5. Expand Data Fields for Better Analysis

• Click on the added fields and select “Expand All.”
• This action will display a more detailed breakdown of purchase data.

6. Add Divisions into the Field List

• Locate “Divisions” in the field selection panel.
• Click and drag “Divisions” into the field list area to organize data accordingly.

7. Save and Export the Pivot Report

• Click on the save icon to store your customized pivot report.
• Select “Export to Excel” to download the report for further analysis or sharing.

8. Review all the details of the Pivot Table in the reference Excel sheet.

Pivot reports in Aspire allow for better financial tracking and data analysis. By following these steps, you can create, customize, and export purchase pivot tables to manage accounts receivable more effectively.

Download a PDF version of the job aide here.

Managing work ticket variances at the end of the month is crucial for maintaining accurate financial records and ensuring proper cost tracking in Aspire. This job aid provides a step-by-step guide on accessing and reviewing work ticket details for accounts receivable purposes. 

One key aspect of this process is reviewing estimated subcontractor costs versus actual subcontractor costs. Identifying work tickets with significant cost variances—either over or under $2,000 (any amount)—helps ensure accurate reporting and prevents misleading profitability figures. Proper review and adjustments will ensure that financial records reflect true expenses and maintain compliance with accounting best practices.

By following these instructions, you can efficiently locate necessary information for follow-ups, reporting, and variance resolution.

Steps to Review End-Of-Month Work Ticket Variance in Aspire

1. Access Aspire Dashboard

• Open your web browser and navigate to Aspire.
• Log in with your credentials.

2. Navigate to Work Tickets

• Locate the menu on the left-hand side of the dashboard.
• Click on the “Work Tickets” option.

3. Open Work Ticket List

• Click on the dropdown menu to view available work tickets.
• Select the relevant work ticket for review.

4. Review Estimated Sub Costs vs. Actual Sub Costs

• Identify work tickets with subcontractor costs.
• Review the following categories:
  • Work Tickets with Sub Costs.
  • Work Tickets with Sub Costs and No Estimated Sub Costs.

5. Export Work Ticket Data

• Click on the three-dot menu in the upper-right corner of the work ticket window.
• Select “Export Excel (Current View).”
• The file will begin downloading to your device.

6. Open and Analyze the Excel Sheet

• Locate the downloaded Excel file on your computer.
• Open the file using Microsoft Excel or a compatible spreadsheet application.

7. Review Variance Details

• Identify work tickets with an over or under variance of $2,000.
• Ensure accuracy—if a work ticket is completed with no sub cost, it may appear more profitable than it actually is.
• Verify entries—if a work ticket is completed with no estimate but booked sub costs, it can cause concerns, especially for maintenance or construction-fixed projects.
• All work tickets with variances are compiled into a single report, detailing their specific costs, and sent to the accounts team to resolve any discrepancies.

Reviewing end-of-month work ticket variances in Aspire is essential for accurate financial reporting and cost management. By ensuring that estimated and actual subcontractor costs align, you can prevent discrepancies that may impact profitability analysis. Regular monitoring and adjustments will help maintain financial integrity and improve decision-making for future projects.

Download a PDF version of the job aide here.

The Sales Commission Report in Aspire helps track commission payments based on sales performance. This report is essential for accounts receivable to determine unpaid amounts, payment dates, and commission eligibility. Follow the steps below to generate and export the report.

Steps to Generate the Sales Commission Report

1. Login to Aspire Dashboard then Go to Reports and Select Standard Reports

• Log in to Aspire.
• Navigate to the dashboard.
• Click on the “Reports” section.
• Select “Standard Reports” from the list.

2. Click on Sales Commission

• Find and select “Sales Commission” from the available reports.

3. Sort and Select Default Search System Then Click on Filter

• Choose the “Default Search System.”
• Click on the “Filter” option.

4. Enter Desired Field Name Such as Unpaid Amount And Date Paid Then Select the Duration and Click Apply

• Type in the specific field name, such as “Unpaid Amount.”
• Enter the “Date Paid.”
• Choose the required time period for the report.
• Apply the selected filters to generate the report.

5. Click on the Icon Left to Three Dots, Now Click on Three Dots

• Find the small icon located to the left of the three-dot menu and click it.
• Click on the three-dot menu for additional options.

6. Select Export to Excel All Fields

• Choose “Export to Excel – All Fields” to download the complete report.

By following these steps, you can efficiently generate and export the Sales Commission Report in Aspire. This report helps in tracking commissions, verifying unpaid amounts, and ensuring accurate payouts based on company policies. Once exported, the data can be reviewed, formatted, and sent for approval before processing payroll.

Download a PDF version of the job aide here.

Invoices with the “Fixed Price Open Billing” type cannot be generated normally because the checkbox is not available in front of the invoices to select them and generate using the Bulk Actions option. This job aid provides a step-by-step guide to help you generate these invoices correctly using the Aspire Dashboard.

Steps to Generate “Fixed Price Open Billing” Invoices

1. Open Aspire Dashboard and Click on Invoice

• Access the Aspire Dashboard by logging in.
• Navigate to the “Invoice” section from the main menu.

2. Search Your Invoice Number and Click on Your Invoice

• Use the search bar to locate the specific invoice number you need to generate.
• Select the desired invoice from the search results to open its details.

3. Click on New, then Click on Add Invoice

• On the invoice screen, click “New” and then select “Add Invoice” to proceed.

4. Enter Invoice Amount, then Click Save

• Input the correct invoice amount in the relevant field and click “Save.”

5. Enter Invoice Date and Click Save

• Specify the invoice date in the field provided and save your changes.

6. Tick the Check Box, Click on the three Dots, Select Complete Batch, and Click Confirm

• Select the checkbox for the invoice, click the three-dot menu, choose “Complete Batch,” and confirm the action.

7. Select File Type and Click Print

• Choose the required file type for the invoice and click “Print” to generate the document.

Generating invoices for the “Fixed Price Open Billing” type requires a different approach due to the absence of the checkbox in Bulk Actions. By following these steps, you can efficiently create and process these invoices in the Aspire Dashboard.

Download a PDF version of the job aide here.

This job aid provides a step-by-step guide for generating and adjusting Over/Under Revenue reports in Aspire’s accounts receivable module. It ensures invoiced amounts align with earned revenue. Use this guide to streamline your reporting tasks and maintain accurate financial records.

Steps to Generate and Adjust Over/Under Revenue Reports

1. Click on Reports

• Navigate to the “Reports” section from the main menu.

2. Select Standard Reports

• From the list of available reports, choose “Standard Reports.”

3. Select the Date Range to All Time

• Adjust the date range filter to “All Time” to include all records.

4. Scroll Down to the Bottom and Select the Over/Under of the Last Report Revenue

• Locate the “Over/Under” section at the bottom of the report page and select the relevant report.

5. Click on the Display Icon Right Side of Filter

• Use the display icon to open the report customization options.

6. Delete the Field Names

• Remove any existing field names to prepare for customization.

7. Click on Select, Add Field Names Such As Job Type, Start Date, End Date, Adjust Over and Under, Then Click Apply

• Select and add the following field names:

• Job Type
• Start Date
• End Date
• Adjust Over and Under

• Click “Apply” to save the changes.

8. Click on Sorting Icon  and Sort as Per Opportunity Number in Ascending Order

• Open the sorting menu using the up and down arrow icon.
• Arrange the report data by “Opportunity Number” in ascending order.

9. Again Click on Sort Icon and Select End Date in Ascending Order and Click Apply

• Perform a second sort by “End Date” in ascending order. Click “Apply” to finalize.

Following these steps ensures your Over/Under Revenue reports are accurate and customized for effective analysis. Properly adjusted reports provide clarity on earned and invoiced revenue, enabling better financial decision-making.

Download a PDF version of the job aide here.

In Aspire, the scheduling module simplifies rescheduling multiple work tickets at once. Whether it’s due to weather delays or client requests, the Bulk Visits feature allows you to efficiently move tickets for entire routes to a new date. This guide provides clear and detailed steps to help you bulk move work tickets with ease.

Bulk moving ensures seamless schedule adjustments without the need to update tickets individually. Follow these steps to optimize your scheduling process.

Steps to Bulk Move Work Tickets

1. Go to Aspire Dashboard and Click on Scheduling

• Log in to Aspire using your credentials to access the dashboard.
• From the main menu, navigate to the “Scheduling” section to view your scheduled work tickets.

2. Click on Bulk Visits and then Select the Route

• Select the “Bulk Visits” option, which is designed for rescheduling multiple work tickets at once.

• Choose the route containing the work tickets you want to move. This ensures only tickets within the selected route are affected.

3. Enter New Visit Date

• Use the calendar picker to select the new date for the rescheduled tickets. This will update the scheduled date for all selected tickets within the chosen route.

4. Click Save

• Confirm the changes by clicking “Save.” The system will process the updates, and the work tickets will now reflect the new date in the schedule.

The Bulk Visits feature in Aspire streamlines the process of rescheduling multiple work tickets, saving time and effort. By using this tool, you can quickly adjust schedules in response to unexpected events or client needs. For further guidance, visit the Aspire Help Center or contact support.

Download a PDF version of the job aide here.

Conducting a site audit is a critical step in maintaining accurate records and ensuring the success of landscaping projects. This guide is designed to walk you through the process of performing a site audit using the desktop version of Aspire. Whether you’re working from your desktop after returning from the site or utilizing the desktop version on a mobile device, this guide provides clear and practical instructions to help you get the job done efficiently.

By following the outlined steps, you’ll not only streamline your site audit process but also enhance the overall efficiency of your accounts receivable workflow. Let’s get started!

Steps to Complete Landscaping Site Audits

1. Access Dashboard
Log in to Aspire and navigate to the dashboard.

2. Search for Property
Go to “Properties,and search for the relevant property in the search bar.

3. Open Site Audit
Click on “Previous Site Audit” and select “Landscaping Site Audit” in both the type and name fields.

4. Save and Confirm
Click “Save,” then “Confirm” to lock in the audit details.

5. Record Mowing Details
Go to the mowing section, select “5,” add an image, upload it, tag it, and click “Save.”

6. Record Trimming Details
In the trimming section, choose a number, add and upload an image, tag it, and save your entries.

7. Generate Site Audit Report
Click on the three dots, select “Print Site Audit Report,” choose the layout option, and click “Print.”

Completing a landscaping site audit in Aspire is a straightforward process when you follow the outlined steps. These summarized steps help you effectively perform and document site audits, ensuring smooth operations and accurate recordkeeping.

By mastering this process, you contribute to maintaining high standards in project management and improving overall efficiency in your accounts receivable workflows. With Aspire, you can confidently manage site audits, keeping your records up-to-date and your operations running seamlessly.

Download a PDF version of the job aide here.

Efficient communication with your customers is vital for managing accounts receivable effectively. Aspire’s bulk email feature streamlines this process by allowing you to send messages to multiple contacts directly from the Contacts Search List.

This job aid provides step-by-step instructions on how to:

1. Select specific contacts or filter contacts with common criteria.
2. Use Aspire’s tools to send targeted bulk emails efficiently.

By following this guide, you’ll maximize your communication efforts and enhance customer engagement with ease.

Steps to Send Bulk Emails

1. Go to Aspire Dashboard
Log in to your Aspire account at Aspire to access the dashboard.

2. Click Contacts
Navigate to the “Contacts” section in the menu to access the list of customer contacts.

3. Click on the Select All Box Beside ‘First Name’
Select the checkbox located next to “First Name” to highlight all displayed contacts.

4. Move to Bulk Actions and Select Bulk Email Contacts
In the upper-right corner, click on the “Bulk Actions” dropdown and choose the “Bulk Email Contacts” option.

5. Enter ‘To’ and ‘From’ Fields, Subject, and Message

• • To: Ensure the recipients’ email addresses populate automatically.
  • From: Select the sender’s email address.
  • Subject: Enter a meaningful subject line for the email.
  • Message: Compose the body of your email, including any important details.

6. Attach Any File You Want to Include
If necessary, use the attachment option to include a file with your email.

7. Click Send
Once you review the details, click “Send” to distribute the email to your customers.

By following these simple steps, you can send bulk emails effectively using Aspire, streamlining your accounts receivable process and ensuring timely communication with customers.

Download a PDF version of the job aide here.