Author: Joe Iafigliola

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.

This job aid provides a step-by-step guide on creating unit types in Aspire, a crucial process for streamlining client-specific requirements and enhancing service management. By setting up unit types, users can efficiently add materials and services to estimates tailored to specific tasks, such as lawn care or other property services. This ensures accurate estimates, seamless billing, and effective tracking of services, contributing to better management of accounts receivable and overall client satisfaction.

Steps to Create a Unit Type

1. Click on Profile at the Bottom and Select Administration

Access the administration settings through your profile.

2. Go to Application Then Select List

Navigate to the list section under the application menu.

3. Filter List to Unit Type

Use the filtering option to locate the unit type category.

4. Click on New on Your Right

Select the “New” button on the right-hand side of the screen.

5. Enter Unit Type Name
Input the desired name for the unit type you are creating.

5. Click Save
Finalize the process by saving the new unit type.

By following these simple steps, you can efficiently add unit types in Aspire, ensuring smooth estimation processes and better accounts receivable management. This feature helps streamline client-specific tasks, making property service management more effective and accurate.

Download a PDF version of the job aide here.

Creating divisions in Aspire allows you to organize and track your company’s revenue and expenses effectively. Divisions serve as designated profit centers that can help break out hours, costs, and revenue in Aspire reports. Follow the steps below to set up a new division within Aspire’s Administration module.

Steps to Create a Division

1. Access the Administration Menu

• • Go to your Profile icon in the blue side menu.
  • Select Administration from the dropdown.

2. Navigate to Application Lists

• • Click the Application tab in the menu.
  • Select the Lists subsection.

3. Select Division

• • From the dropdown list, choose Division.

4. Create a New Division

• • Click the blue New button at the top of the Division list.

5. Enter Division Details

• • Division Name: Enter the name for your division (e.g., Maintenance, Enhancements, Irrigation).
  • Division Code (optional): Define the accounting code for this division if needed.
  • Worker’s Comp Name: Specify the worker’s comp Name.
  • Display Order: Assign a number (e.g., in increments of 10) to determine its order in reports. Lower numbers display higher.

6. Save the Division

• • Click Save to finalize your new division setup.

7. Verify the Division

• • Use the search bar to locate and verify the newly created division.

By setting up divisions in Aspire, you streamline your company’s financial tracking and reporting processes. Use these steps to organize your profit centers efficiently, ensuring that Aspire’s reporting features provide maximum insight into your business operations.

Download a PDF version of the job aide here.

A miscellaneous invoice is an essential tool for managing non-standard transactions, allowing businesses to handle billing efficiently for services or adjustments that fall outside traditional invoicing practices.

Common uses include adjusting invoices, billing for services like shipping or installation, recording project costs, or charging for additional work. Unlike standard invoices, miscellaneous invoices in Aspire cannot be printed, use a Sales Journal number instead of an invoice number, and do not affect the numbering sequence of other invoices.

This job aid provides a detailed, step-by-step guide to creating a miscellaneous invoice in Aspire, helping you streamline your accounts receivable process and ensure accuracy in billing.

Steps to Create a Miscellaneous Invoice

1. Click on the ‘+’ Sign and Select New Miscellaneous Invoice on Aspire

• Begin by navigating to Aspire and clicking on the ‘+’ sign to start the invoice creation process.
• From the menu, choose the option to create a new miscellaneous invoice.

2. Select the Property Invoice Name

• Input the name of the property associated with this transaction.
• Click on Save.

3. Select the Date and Tax Jurisdiction

• Select the date of the transaction.
• Select “Term”.
• Then select the appropriate tax jurisdiction.

4. Go to ‘Item’ and Select ‘Add Invoice Line Item’

• Navigate to the ‘Item’ section, select ‘Add Invoice Line Item,’ and enter the ‘EXT. Price’ for the transaction.

• After entering the details for the line item, click ‘Save’ to confirm.

5. Review the Details 

• Ensure all details are correct and make a copy if necessary for records or additional processing.

6. Click on the Three Dots and Complete the Batch

• Finally, click on the three dots in the interface and choose ‘Complete Batch’ to finalize the invoice.

By following the steps in this job aid, you can create miscellaneous invoices in Aspire with confidence and precision. These invoices offer flexibility for billing non-standard transactions while maintaining an organized and efficient accounts receivable workflow. 

If you encounter any challenges or require further assistance, consult the Aspire help portal or reach out to your system administrator. Proper use of miscellaneous invoices will help you manage financial records effectively and support seamless operations in your billing processes.

Download a PDF version of the job aide here.

This job aid outlines the step-by-step process for managing accounts receivable (A/R) in Aspire. 

By following these steps, you can effectively track, process, and communicate invoice details while maintaining accurate records. 

These instructions ensure consistency and efficiency in handling outstanding balances and collections.

Steps for Managing Accounts Receivable in Aspire

1. Generate and Export A/R Aging Report

• • On Aspire, go to Reports and click on Standard Reports.
  • Click on A/R Aging List and apply filters by setting Value Type.
  • Click on the three dots next to Save, select Export to Excel (Current View), and open the file.

2. Format and Analyze the Excel Report

• • Select columns from Accounts to Open Balance.
  • Use Conditional Formatting to highlight values greater than 0 and less than 0.
  • Rename the AR No. column to Invoice No., and sort by color in the Aging 1 column.
  • Highlight the Due Date column and note invoice numbers for further action

3. Search and Access Invoice Details in Aspire

• • Copy the Invoice No. from the Excel file, search for it in Aspire, and click on the Property Name.
  • Navigate to the Contacts section, open the contact, and note the mobile number.

4. Update Property Notes and Add Collection Notes

• • Go to the contact’s Properties, click Edit Property, and update Property Notes with the mobile number and email ID.
  • In Collection Notes, type WP – and prepare for follow-up actions.

5. Print and Save the Invoice

• • Copy the Invoice No. from the Excel file, click on the three dots in Aspire, and select Print Invoices.
  • Choose the desired layout, print the invoice, and save the file with the invoice number.

6. Send Email with Invoice

• • Use the email address from Property Notes.
  • Write the email subject and body, attach the invoice, and click Send.

Following these steps ensures that accounts receivable are processed systematically and records remain up-to-date. 

This workflow helps maintain accountability, supports timely collections, and improves overall financial management in Aspire.

Download a PDF version of the job aide here.