Categories
All Outsourcing

Cost-Efficient Estimating for Landscape Projects: Reducing Errors and Winning More Bids

Accurate and efficient estimating is the backbone of successful landscape projects. The ability to predict costs with precision not only drives profitability but also strengthens client trust. However, many landscape companies struggle with manual processes that are prone to errors, leading to cost overruns and missed opportunities. Embracing technology and strategic optimization can change that narrative.

The Pitfalls of Traditional Estimating

Manual takeoffs and spreadsheet-based estimating are still widely used in the landscape industry. While familiar, these methods come with significant downsides:

  • Human Error: Manual calculations are susceptible to mistakes that can inflate costs or undercut profits.
  • Inconsistent Pricing: Varying supplier costs and fluctuating labor rates are often not reflected in time, causing discrepancies.
  • Time-Consuming Processes: Manually entering quantities and costs slows down the proposal phase, leading to missed bidding opportunities.

Streamlining Estimating Through Technology

To overcome these challenges, landscape companies are turning to automated estimating solutions that integrate real-time data and streamline calculations. Some of the key features include:

  • Automated Cost Calculations: Advanced software can generate accurate material and labor costs based on regional pricing databases.
  • Integrated Production Rates: Estimates factor in correct labor hours and costs per unit of work, reducing guesswork.
  • Multi-Tier Pricing Strategies: Supports different pricing for residential, commercial, and government projects, ensuring competitive bids.
  • Seamless Takeoff Integration: Digital takeoff tools eliminate redundant data entry, improving both speed and accuracy.

Real-World Impact

According to industry studies, landscape companies that leverage digital estimating tools see a 15% reduction in errors and a 20% increase in bid wins. By presenting more competitive and accurate proposals, they are able to capture more projects and improve client trust.

Conclusion

Cost-efficient estimating is more than just a financial strategy—it’s a competitive advantage. By automating key processes and optimizing bid accuracy, landscape businesses can reduce errors, improve profitability, and secure more projects. Embracing technology is no longer optional; it’s essential for growth in a competitive market.

Categories
LMN job aid

Creating a Contact in LMN CRM

This job aid is designed to guide team members through the standardized process of creating a new contact in LMN CRM. By following these steps, users can ensure all customer and site information is accurately recorded, facilitating efficient scheduling, quoting, and service delivery.

Steps to Create Contact & Property in LMN

Step 1: Access LMN CRM

  • Log into your LMN account.
  • Navigate to the CRM tab from the main dashboard.

Contact

Step 2: Create New Contact

  • Go to “Contact” and click on “New” to create a new contact.

Contact

  • Enter all required contact details:
    • First Name
    • Last Name
    • Address
    • Phone Number
    • Email Address
  • Click “Save” to complete the contact creation.

Contact

Step 4: Verify Contact Details

  • Review all the contact details

Contact

Following these steps ensures that every new contact is recorded properly in LMN, which helps maintain organized customer data and deliver consistent service. Accurate CRM usage also enhances communication between teams and supports informed decision-making for project planning and client follow-up.

Download a PDF version of the job aide here.

Categories
All Outsourcing

Streamlining Landscape Business Operations: From Design to Proposal

The landscape industry is evolving rapidly, with rising demands for efficiency, accuracy, and high-quality service. However, many landscape businesses still struggle with bottlenecks in their operations, particularly when it comes to design, estimating, and proposal delivery. Streamlining these processes not only enhances profitability but also improves customer satisfaction—a crucial competitive advantage in today’s market.

Identifying Key Pain Points

Before diving into solutions, it’s important to identify the core challenges faced by landscape businesses:

  1. Insufficient Staffing: A lack of skilled employees during peak seasons often delays project timelines.
  2. Peak Demand Management: Businesses struggle to scale operations effectively without compromising quality.
  3. Cost Overruns & Errors: Inaccurate calculations and manual estimations can lead to cost discrepancies.
  4. Slow Proposal Turnaround: Delayed proposals result in missed opportunities.
  5. Unclear Project Visualization: Clients may struggle to visualize the final outcome, leading to approval delays.

Each of these issues can disrupt workflows, slow down project completion, and diminish client satisfaction. Addressing them requires an integrated approach that leverages technology, process optimization, and strategic planning.

Streamlining the Design Process

Modern landscape design benefits significantly from advancements in digital tools. 3D modeling, CAD designs, and digital renderings not only enhance visualization but also allow for real-time adjustments based on client feedback. Tools like SketchUp, AutoCAD, and Lumion make it easier to present detailed design concepts that clients can engage with interactively.

Optimizing Estimating Workflows

The estimating phase is where many landscape projects encounter budget issues. Traditional methods of manual takeoffs and price estimations are prone to errors. By automating takeoffs and integrating production rates, landscape companies can produce faster and more accurate estimates. This not only reduces cost overruns but also enhances bid competitiveness.

Advanced tools can:

  • Generate precise material and labor costs
  • Factor in regional pricing adjustments
  • Streamline multi-tier pricing strategies for residential, commercial, and government projects

Improving Proposal Delivery

The final step in securing a project is delivering a compelling and professional proposal. With professional templates, enhanced visuals, and rapid turnaround times, landscape businesses can increase their close rates dramatically. Incorporating before-and-after images, CAD drawings, and 3D renders into proposals makes it easier for clients to visualize the end result, leading to faster approvals.

Streamlining design, estimating, and proposal delivery transforms landscape businesses from reactive to proactive. By embracing digital tools, automating key processes, and optimizing workflows, companies can overcome common bottlenecks, reduce errors, and capture more business opportunities.

Partnering with a solution provider like Process-Smart can further accelerate this transformation by offering professional support in design visualization, estimating, and proposal automation tailored specifically to the landscaping industry.

Categories
Accounting All

ERP-Agnostic Solutions: Unlocking Seamless Finance Operations

Modern finance teams face constant pressure to do more with less. Companies adopt new tools, merge with other firms, or switch ERPs every few years. Each shift in enterprise resource planning (ERP) software brings data-migration headaches, training costs, and workflow delays. Finance leaders need a solution that works across any ERP, adapts rapidly, and scales with their business. That’s where Finance-as-a-Service (FAaaS) shines. An ERP-agnostic FAaaS model sits above your ERP stack, smoothing data flows, streamlining processes, and freeing your team to focus on strategic work.

In this article, we explain what ERP-agnostic means, why it matters, and how FAaaS unlocks faster close cycles, tighter controls, and stronger insights—no matter which ERP you run. We also share how Process-Smart delivers FAaaS solutions that slot in alongside your existing systems, giving you seamless finance operations from day one.

When a solution is “ERP-agnostic,” it does not depend on any single ERP platform. It plugs into multiple systems—such as SAP, Oracle, NetSuite, Dynamics, or Infor—without forcing you to rip and replace your software. You keep your existing ERP investments, your custom workflows, and your user training. At the same time, you gain a unified layer for reporting, automation, and compliance that works the same way across all ERPs.

An ERP-agnostic approach solves common pain points such as:

  1. ERP Upgrades and Migrations
    You can change or upgrade your ERP without rebuilding your finance automation layer from scratch. The FAaaS platform already understands your chart of accounts, your data model, and your business rules.
  2. Multiple Systems
    Large organizations often run several ERPs in different regions or divisions. An ERP-agnostic FAaaS solution connects all of them into one clear view, so your team never juggles multiple reporting tools.
  3. Lower Total Cost of Ownership
    You avoid expensive custom integrations and maintenance work. The FAaaS provider handles updates, security patches, and new features in a standardized way.
  4. Faster Time to Value
    Prebuilt connectors and templates let you go live in weeks instead of months. Your finance team sees benefits quickly—shorter close cycles, improved compliance, and higher data quality.

Why Finance-as-a-Service (FAaaS) Matters

FAaaS blends the expertise of a managed service with the power of cloud software. Instead of buying software licenses and building an in-house team to configure and run it, you subscribe to a service. The provider brings certified finance professionals, automated workflows, and a secure technology platform. You get:

  • Hands-Off Automation
    Mundane tasks like account reconciliations, intercompany eliminations, and journal entry posting happen automatically. The FAaaS team reviews exceptions and escalates only true outliers.
  • 24/7 Monitoring and Support
    Whether you close your books on the 25th or the last business day, support is always on. You never wait for Monday morning to troubleshoot a problem.
  • Scalable Expertise
    As your company grows or enters new markets, the FAaaS model scales with you. You tap into specialists for local tax rules, new currencies, or complex multi-entity consolidations.
  • Continuous Improvement
    The provider invests in best-practice templates, broad experience, and ongoing training. You benefit from process refinements and new features without extra cost.

Because FAaaS sits on top of—and connects to—any ERP, it works in mixed environments. You get a consistent finance operation from start to finish, even if your ERP landscape shifts.

Key Benefits of ERP-Agnostic FAaaS

1. Faster and More Accurate Close Cycles

Manual data pulls and spreadsheet uploads slow down month-end close. FAaaS automates data extraction from any ERP, loads it into a centralized ledger, and processes routine entries automatically. The in-house team only reviews and approves, shaving days off your close cycle.

2. Stronger Controls and Audit Trails

An ERP-agnostic FAaaS platform logs every change—who did what, when, and why. You get clear audit trails across all systems. Automated controls check for duplicate invoices, missing approvals, or unauthorized rate changes. This reduces risk and speeds audit sign-off.

3. Unified Reporting and Analytics

With data streaming from multiple ERPs into one FAaaS hub, you gain real-time dashboards that span all entities. Finance leaders see consolidated P&L, balance sheet, and cash flow without manual consolidation work. You can analyze trends faster and drive data-backed decisions.

4. Reduced IT Dependency

Your ERP team can focus on core system upgrades and support. They no longer wrestle with custom scripts, nightly data dumps, or fractured integrations. The FAaaS provider owns the connectors and maintains them as ERPs release updates.

5. Improved Flexibility

During M&A activity or divestitures, you can spin up new entities in days, not months. FAaaS templates adapt to new charts of accounts and reporting needs immediately. You avoid the typical ERP project delays that come with entity changes.

How FAaaS Works in Practice

Imagine a company with three divisions, each on a different ERP: one on NetSuite, another on SAP, and a legacy group on Dynamics GP. Before FAaaS, each finance team ran its own close and reporting process. Consolidation meant manual adjustments and spreadsheet juggling.

With an ERP-agnostic FAaaS solution, here’s what changes:

  1. Automated Connectors link to each ERP nightly, pulling general ledger, AR, AP, and fixed-asset data.
  2. Centralized Data Warehouse normalizes that data into a single chart of accounts.
  3. Managed Services Team sets up workflows for period-end entries, intercompany eliminations, and accruals.
  4. Dashboards show division-level and consolidated financials in real time.
  5. Audit Logs record every adjustment and approval step.

Finance leaders get a clear picture across all divisions without logging into three ERPs. The team closes the books two days faster each month. Auditors find no gaps in the controls. The company can plan capital investments with up-to-date cash forecasts.

Best Practices for Adopting ERP-Agnostic FAaaS

To capture the full value of FAaaS, follow these steps:

  1. Map Your Processes
    Document your current finance workflows. Identify manual steps, key pain points, and control gaps.
  2. Assess ERP Landscape
    List each ERP in use, its version, and any custom modules. Verify that the FAaaS provider offers tested connectors.
  3. Define Success Metrics
    Agree on clear KPIs—such as days to close, error rate in reconciliations, or time spent on ad-hoc reporting.
  4. Engage Stakeholders Early
    Include the ERP team, controllers, FP&A, and audit in the project plan. Early buy-in ensures smooth data access and faster user adoption.
  5. Start Small, Scale Fast
    Launch with one or two core processes (for example, AP automation and account reconciliation). Once you see the benefits, expand to other areas.
  6. Monitor and Optimize
    Use the FAaaS platform’s analytics to track performance. Hold regular reviews with your provider to refine rules, thresholds, and workflow steps.

By choosing an ERP-agnostic FAaaS provider, you gain a partner who brings both technology and finance operations expertise. You eliminate stove-piped systems and manual handoffs, and you build a foundation for continuous improvement.

How Process-Smart Powers ERP-Agnostic Finance

At Process-Smart, we specialize in managed services that work across any ERP system. We combine certified finance experts with industry-leading automation to deliver FAaaS solutions that plug into your NetSuite, SAP, Dynamics, or any other platform.

Our team handles everything from data integration and account reconciliations to financial reporting and audit support. We keep your workflows running smoothly day and night. You gain faster closes, stronger controls, and a single source of truth for all your financial data—without changing your ERP.

Ready to see how ERP-agnostic FAaaS can transform your finance operations? Fill out the Contact form on our website today, and one of our experts will reach out to discuss your needs and how Process-Smart can unlock seamless finance operations for your business. 

Categories
LMN job aid

Creating an Estimate in LMN

Accurate estimating is crucial in landscaping projects, ensuring that bids are competitive while still maintaining profitability. In LMN (Landscape Management Network), the estimation process is streamlined and efficient, integrating jobsite measurements directly into project estimates. This job aid outlines the step-by-step process demonstrated in the video, helping you navigate LMN’s features effectively and perform estimates with precision.

What Is LMN Estimating? 

LMN Estimating allows you to capture detailed measurements, allocate materials, labor, and equipment costs, and create professional proposals with ease. Through interactive maps and intuitive tools, you can mark jobsite areas, measure accurately, and automatically convert data into cost estimates.

Step-by-Step: Creating an Estimate in LMN

1. Navigate to the Dashboard and Access the Estimate Section

  • Log in to LMN and go to the Dashboard.
  • Click on Estimate.
  • Select New Service Estimate.

Estimate

2. Enter Division Information

  • Fill in the Division details for the estimate.

Estimate

3. Review Details and Access Services + Pricing

  • Review the estimate details.
  • Click on Services + Pricing to proceed.

Estimate

4. Import Services

  • Click on Import.
  • Search for the required data.
  • Select the services you want to import.
  • Click Finish.

5. Select the Service and Add Quantity

  • Choose the service (order) from the list.
  • Enter the Quantity.

6. Update Estimate with Production Rate Calculator

  • Open the Production Rate Calculator.
  • Enter the necessary value.
  • Update the estimate.

  1. Repeat for All Selected Services
  • Follow steps 5 and 6 for each imported service.
  • Review all the data and click save.

8. Navigate to Jobsite Measurement and Review Details

  • Go to Jobsite Measurement.
  • Review all the entered details.

9. Access Client Notes and Update Values

  • Go to Client Notes.
  • Select the services you want to update.
  • Modify the estimate values.
  • Click Save.

Estimate

10. Return to Services + Pricing for Final Calculations

  • Go back to Services + Pricing.
  • Add or calculate the estimate values for each service.
  • Click Save.

Estimate

11. Update Contact Information

  • Go to contact info.
  • Update the estimate status to maintenance.
  • Click save.

Estimate

12. Review and Finalize the Estimate

  • Review the entire estimate carefully.
  • Make any necessary changes.
  • Click Save to finalize the process.

Why Accurate Estimating Matters?

Accurate estimates in LMN help:

  • Improve bid accuracy and win rates.
  • Prevent costly overruns by aligning expectations with actual requirements.
  • Build client confidence with transparent, well-structured proposals.

By following these structured steps, you ensure consistent estimating standards and streamline your bid process. A well-constructed estimate sets the stage for successful project execution and long-term profitability.

Download a PDF version of the job aide here.

Categories
LMN job aid

Performing a Takeoff in LMN

Accurate estimating is the cornerstone of profitability in landscaping. Whether you’re bidding on a residential patio or a commercial maintenance contract, a proper takeoff is the first and most critical step. In LMN (Landscape Management Network), takeoffs seamlessly integrate into the estimating workflow—automatically turning measurements into material, labor, and equipment costs. This job aid outlines the step-by-step process and pro tips to help estimators achieve precision and efficiency.

What Is a Takeoff?

A takeoff is the process of quantifying the physical dimensions of a landscaping job—like square footage for turf, linear feet for edging, or cubic yards for mulch—and converting them into cost components within an estimate. In LMN, takeoffs automate the population of estimate items, saving time and boosting accuracy.

Step-by-Step: Performing a Takeoff in LMN

1. Navigate to the Dashboard and Access Jobsite Measurement

  • Log in to LMN and go to the Dashboard.
  • From the dashboard, click on Jobsite Measurement.
  • Select New Measurement.

Takeoff

2. Select the Measurement Type

  • Choose the appropriate type for the measurement.
  • Enter Name

Takeoff

3. Locate and Measure the Area

  • To select the area, go to Maps and identify the specific area or location.
  • Use the map tools to collect the measurement data accurately.

Takeoff

4. Return to the LMN Jobsite and Enter Measurement Details

  • After collecting the measurement, go back to the LMN Jobsite screen.

5. Select the Area for Takeoff

  • Click on Measure Site.
  • This action redirects you to the Takeoff Dashboard.

6. Save the Measurement

  • On the Takeoff Dashboard, select the measured area.
  • Click Save to confirm.

7. Repeat for Additional Areas

  • Follow the same procedure for any additional areas that need to be measured.

8. Review Cost Summary

  • As takeoff items are linked, LMN updates the estimate.
  • Review:
    • Total labor hours
    • Material costs
    • Markups and profit margins

 Why Takeoffs Matter?

Performing takeoffs in LMN helps:

  • Eliminate guesswork in estimating.
  • Improve bid accuracy and win rates.
  • Align field expectations with actual time and material requirements.

A precise LMN takeoff sets the stage for profitable, professional landscaping estimates. By following these structured steps, you ensure consistent estimating standards and streamline your bid process. Takeoffs are not just a technical step—they’re the bridge between job vision and job execution.

Download a PDF version of the job aide here.

Categories
Accounting All

How HVAC Contractors Benefit from ERP System Integration

Running an HVAC business involves juggling many tasks. You must manage schedules, parts, invoices, and customer calls. Without a clear system, these tasks can overwhelm your team. That’s where an Enterprise Resource Planning (ERP) system makes a difference. When you connect your field operations, inventory, finance, and customer management into one system, you gain control, save time, and grow your business.

Streamlined Scheduling and Dispatch

A key challenge for HVAC contractors is scheduling service calls and installations. Without real-time data, technicians may wait on site for parts or find they lack the right tools. An integrated ERP system links your work orders to your schedule. When a job is entered, the system checks technician skills, parts availability, and location. Dispatchers see the best fit and assign the job in seconds. This process cuts travel time, avoids double-booking, and gets your team where they need to be—fast.

With ERP integration, technicians receive job details on their mobile devices. They see customer notes, prior service history, and any special instructions. They can accept or request a new job in real time. This instant communication helps your team stay on schedule and boosts customer satisfaction.

Better Inventory Management

Keeping the right parts in stock is vital for HVAC work. If a key component is out of stock at your shop, you must order it and return later. This delay frustrates customers and eats into your profits. An ERP system tracks every part, tool, and supply across warehouses and vehicles. When a technician uses a part, the system updates inventory instantly. You see low stock alerts, track reorder points, and avoid emergency purchases.

ERP integration can also automate purchasing. When stock falls below a set level, the system can create purchase orders. It can send them to your preferred supplier, track delivery dates, and update cost records. This hands-off approach cuts manual work and ensures you always have what you need.

Accurate Financial Management

Managing finances is often a headache for HVAC contractors. You must track job costs, labor hours, and parts expenses. If your accounting system sits separate from your operations software, you waste time on double entry and risk errors. ERP integration brings your finances into one view. As soon as a job is invoiced, the system records revenue, updates receivables, and posts entries to your general ledger.

This real-time financial data helps you see which jobs make money and where costs climb. You can pull profit-and-loss reports, compare actual costs against estimates, and forecast cash flow with confidence. When tax time comes, your records are ready, and your CPA can work faster — saving you both time and money.

Enhanced Customer Relationship Management

Customers expect fast, friendly service. They want clear communication from the first call through follow-up. An ERP system can include a built-in Customer Relationship Management (CRM) module. This module stores contact details, service history, and notes on preferences. When a customer calls, your team sees all their past work, any open issues, and their billing status.

With this context, your staff can answer questions, schedule preventive maintenance, and upsell upgraded systems or services in a helpful way. Automated reminders prompt you to reach out for routine filter changes or system check-ups. This proactive service builds loyalty and keeps your brand top of mind.

Real-Time Reporting and Analytics

Hearing “I don’t have time to pull that report” signals a need for better tools. ERP integration delivers dashboards and reports at the click of a button. You can view key metrics—job completion rates, average revenue per job, technician utilization, and inventory turns. When you spot a trend, you take action swiftly.

Perhaps a type of service is losing money, or a technician’s schedule has gaps. You see it and talk to your team. You adjust pricing, update training, or realign resources. With data at your fingertips, you make decisions based on facts rather than hunches.

Mobile Access for Field Teams

Modern HVAC work happens in the field. Your technicians need mobile access to job details, customer history, and parts availability. An ERP system with a mobile app puts all this data in their hands. They can open work orders, log their time, scan barcodes on parts, and capture customer signatures on the spot.

Mobile access also speeds invoicing. When a job is done, the technician creates the invoice on their device. The customer sees it, signs, and pays. This immediacy reduces billing lag and boosts cash flow.

Improved Compliance and Documentation

HVAC contractors must follow safety codes, warranty rules, and environmental regulations. With ERP integration, you can attach compliance documents such as inspection certificates, warranty registrations, or safety checklists to each work order. If an auditor calls, you pull up the records instantly.

You also build trust with customers. When they see that you document every step, they know you take quality seriously. Over time, this trust leads to repeat business and strong referrals.

Scalability and Growth

As your business grows, complexity grows too. You add more technicians, expand service areas, or offer new services like duct cleaning or indoor air quality tests. An ERP system scales with you. You add new users and modules without rewriting your processes.

You also maintain consistency. Every technician follows the same workflow, every supervisor pulls the same reports, and every customer gets the same high level of service. This consistency supports your brand and ensures quality does not slip as you expand.

Best Practices for ERP Integration

To get the most from your ERP system, follow these steps:

  1. Define Clear Goals: Identify your pain points—slow scheduling, stockouts, billing errors—and set measurable targets.
  2. Choose the Right Solution: Pick an ERP system that fits an HVAC business, supports mobile access, and integrates with your existing tools.
  3. Plan Your Data Migration: Clean up your customer, inventory, and financial data before you import it. Accurate data means accurate reports.
  4. Train Your Team: Offer hands-on training sessions and quick reference guides. Make sure everyone understands new workflows.
  5. Monitor and Improve: Use system reports to track key performance indicators. Hold regular reviews to refine processes and address issues.

Bringing It All Together

ERP system integration transforms HVAC operations by linking scheduling, inventory, finance, and customer management. With real-time data, mobile access, and automated workflows, you free your team to focus on what they do best: solving HVAC problems and delighting customers. The result is a leaner operation, happier technicians, and healthier profits.

How Process-Smart Supports Your ERP Integration

At Process-Smart, we help HVAC contractors unlock the full power of ERP integration. We blend expert back-office support with deep industry knowledge. We clean and migrate your data, configure workflows to match your needs, and train your team for success. Once live, our 24/7 support team handles system updates, data syncing, and troubleshooting so you stay focused on your core work.

Our services include inventory management, financial operations, and ERP data synchronization. We even bridge service orders to your accounting platform, ensuring seamless month-end closes. With Process-Smart, you get a dedicated partner who keeps your system accurate, compliant, and ready for growth.

Ready to transform your HVAC business with ERP integration? Contact Process-Smart today and let our experts guide you every step of the way.

Categories
Job Aides

Metrics – Navigating, Editing, and Creating in Aspire

Metrics in Aspire allow you to track and visualize key data on your dashboard, helping monitor organizational performance. This guide provides a step-by-step process for understanding, creating, and editing metrics to ensure key data is effectively displayed and monitored.

Understanding Metrics

Metrics act like dashboard dials in a truck, allowing users to gauge business performance at a glance.

  • Locating Metrics: Metrics can be found in the middle column of your Aspire dashboard.
  • Purpose: They help track accounts receivable, work orders, labor hours, and other critical business aspects.

Steps:

1. Access Your Dashboard

  • Log in to your Aspire account.
  • Navigate to the main dashboard, where you can track and manage key metrics.

2. Open the “Purchase to Receive” Options

  • Locate the “Purchase to Receive” section in your dashboard.
  • Click on the three dots next to this section to open additional options.
  • From the dropdown menu, select New to begin creating a new metric.

Metrics

3. Choose “Advanced Search”

  • In the Element Type section, select Advanced Search to refine your search results and filter data efficiently.
  • Choose a saved list (e.g., work orders for the next 30 days).

Metrics

4. Apply the Search Filter

  • Navigate to the Search View section in the settings.
  • Select “Work Ticket | Irrigation Work Tickets Less Than 0% Gross Margin” to focus on underperforming tickets.
  • Ensure this selection helps identify trends and analyze work performance effectively.

Metrics

5. Define the Search Value

  • Go to the Search Value section.
  • Select “Actual Labor Hours” to track work effort and efficiency.
  • Metrics can be configured to track record count, price, or other business values.

Metrics

6. Set the Display Type

  • Navigate to the Display Type settings.
  • Choose from options like number, gauge, or progress bar to best visualize your data.
  • A gauge chart is recommended for tracking key performance indicators (KPIs) at a glance.

Metrics

7. Save and Review Your Settings

  • Review all selected options to ensure accuracy.
  • Click Save to finalize your metric setup.
  • Your new metric will now be available for monitoring and analysis.

Metrics

Editing Metrics

  • Modifying Existing Metrics: Hover over the metric, select “Edit”, and update search values or goals.
  • Adjusting Display Formats: Users can override ranges, set goals, and customize visual formats.

Best Practices for Managing Metrics

  • Keep 8-10 metrics per role to avoid cluttering the dashboard.
  • Collaborate with your team to decide which metrics are most essential.
  • Click into metrics for deeper insights, similar to checking why a truck’s check engine light is on.

Following these steps ensures that your Aspire dashboard displays the most relevant and actionable data. By effectively navigating, editing, and creating metrics, users can optimize business performance and streamline decision-making.

Download a PDF version of the job aide here.

Categories
Job Aides

Creating an Opportunity Template in Aspire

This job aid provides a simple, step-by-step guide to help users create an Opportunity Template in Aspire. Opportunity Templates streamline the estimating process for recurring or similar job types by standardizing labor rates, materials, and travel time. They also enhance consistency across proposals and save valuable time by eliminating the need to build estimates from scratch.

Steps to Create an Opportunity Template in Aspire

1. Go to Opportunities

  • Navigate to the Opportunities.

creating opp temp 1

2. Select the Source Opportunity

  • Search for and open the opportunity you want to use as a template.

creating opp temp 2

3. Open the Options Menu and Save as Template

  • Click the three-dot menu in the upper-left corner of the screen.
  • Select Save as Template from the dropdown options.

creating opp temp 3

4. Assign Template Access by Branch & Save the Template

  • In the Save Opportunity Template screen, choose the branches that should have access to this template.
  • For Work Order templates, optionally check the Quick Ticket Template box if applicable. This option is not available for Contract opportunities.
  • Click Save to complete the process.
  • The template will automatically adopt the name of the original opportunity. If needed, you can rename it later under the Administration settings.

creating opp temp 4

By following these simple steps, you can create Opportunity Templates that promote consistency, accuracy, and efficiency in your estimating workflow. Templates are a smart way to save time and improve proposal quality across your organization.

Download a PDF version of the job aide here.

Categories
Accounting All

Flexible FAaaS: Replace Traditional Accounting Models in 2025

In 2025, businesses are expected to begin to move away from old-fashioned accounting methods and migrate towards Flexible FAaaS—Finance & Accounting as a Service—instead of in-house teams or fixed contracts. This shift will happen because FAaaS offers faster service, lower cost, and better control. In this article, we explain what Flexible FAaaS means, why it works, and how it will reshape accounting in 2025. 

What Is Flexible FAaaS?

Flexible FAaaS stands for Finance & Accounting as a Service. It means that a company outsources its finance and accounting work to a third-party provider. The provider handles tasks such as bookkeeping, payroll, invoicing, tax filings, and financial reporting. Unlike traditional models, Flexible FAaaS adapts to the company’s needs. Companies pay for the services they use, when they use them. Services and resources can be scaled up or down each month as needed, and long-term contracts and fixed fees are avoided. Companies receive expert support without hiring full‐time staff.

Flexible FAaaS uses cloud technology and secure data connections to provide real-time access to financial data. Team members can log into dashboards, review reports, and approve transactions from anywhere. The service provider uses automation to handle routine tasks. A human team steps in to review exceptions, answer questions, and provide guidance. This mix of machines and people delivers accuracy, speed, and a personal touch to accounting practices.

Why Traditional Accounting Models Fall Short

Traditional accounting relies on in-house teams or rigid outsourcing contracts. Under this model, a company hires employees or is required to sign multi-year agreements.  A company must pay fixed salaries, benefits, or monthly fees, decreasing flexibility and increasing overhead costs. In-house teams need hardware, software, and office space. Business leaders must manage hiring, training, and turnover.

Rigid outsourcing contracts lock companies into a set scope. If your business grows, you face new fees or renegotiations. If your business slows down, you still pay full price. Under this model it becomes quite easy to lose control over costs and timelines, and delays are inevitable while you work to scale up or down. Paper invoices, manual approvals, and batch reporting slow down month-end closing and planning.

Traditional models also limit access to expertise. Small businesses may not have the budget to hire a senior accountant to manage these processes in-house. They may not have a tax specialist on call. In a fast-changing world, businesses need up-to-date knowledge of new rules, tools, and best practices. Old models make it hard to adapt.

The Rise of Flexible FAaaS in 2025

In 2025, business leaders will look for solutions that match their fast-moving needs. They will want a service that can flex with their growth, scale back when needed, and add new functions on demand. Flexible FAaaS meets these needs.

First, cloud adoption reached near-universal levels in 2024. Companies already use cloud tools for sales, marketing, and operations. Extending the cloud to finance and accounting just makes sense. It removes on-premise servers, manual file transfers, and paper, providing real-time data and secure access.

Second, automation and AI tools have matured. By 2025, these tools handle invoice processing, bank reconciliations, and expense categorization with high accuracy. Human teams focus on analysis, strategy, and problem solving. This blend speeds up close cycles, cuts errors, and lowers cost.

Third, the workforce changed during the pandemic. Remote and hybrid work became normal. Companies learned to manage teams across time zones. They embraced digital collaboration and asynchronous approvals. This shift proved that a remote FAaaS model can deliver high quality and strong service levels.

Key Advantages of Flexible FAaaS

1. Cost Control and Predictability

With Flexible FAaaS, companies know what they will pay. FaaaS provides the ability to choose only the services needed, allowing businesses to avoid fixed monthly staff costs, including benefits and office overhead. Companies can save on software licenses and hardware, as well as reduce variable costs by scaling down when work slows. They gain budget certainty with clear, itemized service fees.

2. Speed and Agility

Flexible FAaaS providers use automated workflows. They clear invoices and reconcile accounts in real time. They close books faster, often within days of month-end. They generate financial statements and key metrics on demand. This speed lets companies spot trends, adjust plans, and seize opportunities faster than ever before.

3. Access to Expertise

A Flexible FAaaS team brings together junior staff, senior accountants, tax experts, and financial analysts. Businesses tap into this full spectrum of talent without hiring each person full time. This comes with get guidance on new accounting standards, tax regulation changes, and industry best practices, allowing companies to benefit from years of combined experience across many clients.

4. Enhanced Compliance and Security

Reputable FAaaS providers follow strict data security and compliance standards. They use encryption, multi-factor authentication, and regular audits. They maintain SOC 2 or ISO 27001 certifications. Companies gain peace of mind that their financial data is safe and compliant with rules like SOX or GDPR. These standards also reduce the risk of human error in manual processes.

5. Seamless Technology Integration

Flexible FAaaS teams connect to existing ERP, CRM, or billing systems. They work within your technology stack without disrupting it. They set up automated data feeds between your bank and accounting software. They use dashboards that integrate multiple sources of truth. Companies avoid duplicate data entry and enjoy a unified view of operations and finance.

How Flexible FAaaS Enhances Decision-Making

Real-time financial data drives better decisions. With traditional models, companies wait weeks for month-end reports, then create business plans based on stale data. With Flexible FAaaS, they get daily or weekly reports on cash flow, burn rate, and profitability, leading to the ability to forecast more accurately and adjust course quickly.

Your team can run scenario analyses—such as the impact of price changes, new hires, or  marketing campaigns—on demand. The FAaaS team handles the heavy lifting of data gathering and model building while company leaders focus on strategy and implementation, not spreadsheets.

Overcoming Common Concerns

Some leaders worry that outsourcing finance and accounting means losing control. Flexible FAaaS addresses this by providing direct access and transparency. Decision makers get a dashboard with real-time status updates on every task. They have visibility to open invoices, pending approvals, and upcoming deadlines and can drill into details or request custom reports.

Others fears may be hidden costs. A good FAaaS partner offers clear service catalogs and tiered pricing. You know exactly what each service costs and can add or remove modules as the needs of your business change, avoiding surprise fees at year-end.

A third concern is data security. Top FAaaS providers adopt bank-grade security measures. They segment customer data, encrypt in transit and at rest, and conduct regular penetration tests. They also sign strict NDAs and comply with relevant regulations.

Preparing for the Shift in 2025

To move smoothly to Flexible FAaaS, companies should take several steps now:

  1. Audit Current Processes
    Map existing accounting workflows. Identify manual steps, bottlenecks, and points of high error. Evaluate which tasks can be automated or outsourced.

     

  2. Assess Technology Landscape
    Inventory current systems—ERP, payroll, invoicing, expense management, and reporting tools. Check for API capabilities and integration options.

     

  3. Define Service Needs
    Decide which accounting functions can be outsourced. Common starting points include accounts payable, bank reconciliation, and expense processing. Plan to add payroll, tax filings, or financial analysis later.

     

  4. Set Goals and Metrics
    Determine success criteria: cost savings percentage, close-cycle time, error reduction rate, or team satisfaction. Use these benchmarks to evaluate FAaaS providers.

     

  5. Choose the Right Partner
    Look for a FAaaS provider with strong U.S. references, clear pricing, and a track record in your industry. Ask about their security certifications, team structure, and onboarding process.

     

  6. Plan the Transition
    Work with your provider to develop a phased rollout plan. Start with non-critical processes to build trust and refine workflows, then expand to core functions once you are comfortable.

     

  7. Train Your Team
    Ensure your internal staff knows how to interact with the FAaaS team and dashboard. Clarify roles for approvals, escalations, and exceptions, fostering a culture of collaboration.

Case Study: A Small Tech Startup’s Success

Consider a small tech startup that struggled with manual accounting. It used three full-time accountants and spent 10 days closing the books each month. By shifting to Flexible FAaaS in early 2024, the startup reduced monthly close time to two days. It cut accounting costs by 40% and gained direct access to a senior tax specialist. The startup now spends more time on strategy and less on data entry. It also receives weekly financial insights that guide product pricing and hiring decisions.

The Future of Accounting in 2025

By 2025, Flexible FAaaS is expected to increase in popularity with businesses of all sizes. Advances in AI and machine learning will further automate routine tasks. Providers will offer on-demand services—such as 24/7 cash-flow alerts and instant audit readiness checks. Businesses will see the benefits of treating finance not as a back-office function, but as a strategic partner. They will focus on growth, innovation, and customer value, while FAaaS teams handle the numbers.

Why Process-Smart Makes the Perfect FAaaS Partner

Process-Smart pioneered the flexible FAaaS model for small and mid-sized businesses. We blend cutting-edge automation with a human-in-the-loop approach. Our services include:

  • Accounts Payable & Receivable
  • Bank Reconciliation & Close Support
  • Payroll & Tax Filings
  • Financial Reporting & Analysis
  • ERP & CRM Integration

We secure your data with SOC 2 compliance and daily backups. We assign a dedicated team that knows your business. Business leaders log into our portal to see real-time updates, approve transactions, and download reports. Businesses only pay for the services they use—no surprises.

Ready to move your accounting to the cloud?

Contact Process-Smart today to learn how our Flexible FAaaS can save time, cut costs, and provide the financial insights your company needs to thrive in 2025 and beyond.