Author: Joe Iafigliola

Managing issues efficiently in Aspire is crucial for smooth operations in accounts receivable. This guide outlines the steps to create, update, and complete an issue in the Aspire dashboard. Follow these instructions to ensure accurate issue tracking and resolution.

Creating an Issue

Issues in Aspire allow for efficient tracking and resolution. Below are the steps to create a new issue in the system:

1. Access Your Dashboard and Click on “New”

• • Log in to your Aspire account.
  • Navigate to the dashboard where you can manage issues.
  • In the Aspire dashboard, click on the “New” button.
  • Select “New Issue” from the dropdown menu to begin creating an issue.

2. Mention Assigned To, then Set Priority and Mention Due Date 

• • Specify the person responsible for handling the issue.
  • Choose the priority level for the issue (e.g., High, Medium, Low).
  • Enter the deadline by which the issue should be resolved.

3. Add What the Issue is Regarding, Select Category and Mention Opportunity (if applicable)

• • Provide relevant details about the issue to ensure clarity.
  • Choose a category for the issue (e.g., “Complaint”).
  • If applicable, select “Create New Opportunity” to associate the issue with an opportunity.

4. Enter Subject

• • Provide a clear and concise subject for the issue.
  • If client inclusion is needed, check the box at the top of the form.

5. Click Save

• • After filling out all the necessary information, click Save to log the issue into the system.
  • Review the issue created on the dashboard.

By following these steps, you can efficiently create, update, and complete issues in Aspire. Proper issue management helps maintain accuracy in accounts receivable, ensuring seamless workflow and improved resolution tracking.

Download a PDF version of the job aide here.

Appointments in Aspire help organize communication and task management, especially when handling accounts receivable. By scheduling clear and timely meetings with relevant stakeholders, you ensure better follow-ups, accountability, and workflow efficiency. This job aid walks you through the simple steps to create an appointment within Aspire.

Steps to Create a New Appointment in Aspire

1. Click on the Plus Icon on the Aspire Dashboard and Select New Appointment

• Navigate to the main dashboard.
• Click on the “+” icon.
• Select New Appointment from the dropdown menu.

2. Enter What It’s ‘Regarding’ and Add Attendees

• Fill in the Regarding field to specify the appointment’s purpose.
• Add relevant Attendees to ensure appropriate involvement.

3. Enter Start and End Dates

• Set the Start Date and End Date for the appointment.
• Ensure the timeframe reflects the actual meeting or task duration.

4. Enter the Subject Line and Then Write Notes

• Type a clear Subject Line summarizing the appointment.
• Use the Notes section for important details or discussion points.

5. Click on Save

• Review all filled fields.
• Click Save to finalize and schedule the appointment.

Creating appointments in Aspire ensures proper scheduling and documentation for accounts receivable activities. Following these simple steps helps maintain clarity, improve collaboration, and keep important financial tasks on track.

Download a PDF version of the job aide here.

This job aid provides a simple, step-by-step guide to help users create a Change Order on existing Work Order Opportunities in Aspire. A Change Order allows teams to add or update services after an opportunity is already in production. This is especially useful when your customer requests extra work beyond the original estimate. The following instructions ensure you can apply these changes quickly and accurately within the Aspire system.

Steps to Create a Change Order on Work Order Opportunities

1. Go to Opportunities and Search for the Opportunity

• Go to Opportunities.
• Search the opportunities by opportunity number.

2. Click on Add Change Order

• Click the three-dot menu beside Save.
• Select Add Change Order and click Save.

3. Enable the Change Order

• Scroll down and tick the
• Change Order checkbox.

4. Add Optional Enhancements

• Go to Estimate → Optional Services.
• Add each service: Enhancement: Enhancement                                                                                                                                                       Mulch Installation                                                                                                                                                                           Irrigation Repairs

• For each, search “labor” and select Enhancement Labor (Hide) (E).

5. Update Quantity for Each Optional Service

• Adjust the quantities for each of the optional services you added, as required.

6. Click on Estimate Complete

• On the upper-right side, click the three dots.
• Select Estimate Complete from the dropdown menu.

7. Click on Won

• Again, click the three dots.
• Select Won, and then click Confirm to finalize the change order.

By following these simple steps, you can create and process Change Orders in Aspire with ease. This ensures that updates or additions to work orders are reflected accurately in both your estimates and billing. Properly managing change orders helps keep your records clean, your customer’s expectations clear, and your accounts receivable accurate.

Download a PDF version of the job aide here.

Effectively managing tasks in Aspire helps streamline workflows and ensure important activities are completed efficiently. This job aid provides step-by-step instructions on how to create and track tasks in Aspire.

Steps to Create a Task in Aspire:

1. Log in to Aspire

• Access your Aspire account.
• Navigate to the Tasks section from the Quick Menu.

2. Add a New Task

• Select the contact in the “Assigned To” field.
• Choose the “Regarding” option from the dropdown menu.
• Select the Start Date and Due Date for the task.
• Choose the Priority and Category of the task.
• Enter a Subject for the task.
• Add a note if necessary.
• Click “Save” to finalize the task. The task is now saved successfully.

3. Manage and Complete Tasks

Return to the Aspire dashboard and navigate to the “Activities” section to find created tasks.

• Go to the “Activities” section.

Use the search function to locate the task by entering its “Regarding” details. This will display the task for tracking and management.

• Select the newly added task.
• Click “Save” to update the task status.

Managing and Completing Tasks:

• Tasks will remain on your To-Do List until marked as complete.
• Completed tasks stay linked to their associated records for tracking purposes.
• Use dashboard views to monitor and manage tasks efficiently.

Effectively utilizing tasks in Aspire helps maintain organized workflows and ensures timely completion of internal activities. Following these steps will enhance task management within your organization.

Download a PDF version of the job aide here.

Managing earned revenue in Aspire helps track financial performance over time. By updating the earned revenue percentage for work tickets, accounts receivable teams can gain insights into revenue generated each month.

This guide provides step-by-step instructions to modify and analyze earned revenue in Aspire.

Process Flow

1. Open Aspire Tab and Go to Work Tickets

• Log in to Aspire and navigate to the main dashboard.
• Go to the “Work Tickets” section to search for the relevant work ticket using the assigned Opportunity Number or Contract Number.

2.  Enter Your Work Ticket Number

• Use the search bar to enter the work ticket number and find the specific job-related ticket.

3. Click on the Work Ticket and Access Options

• Once the correct work ticket is located, open it and access additional options by selecting the three dots next to the “Save” button.

4. Edit Earned Revenue Option and Add Revenue Month and Amount One by One

• From the dropdown menu, choose “Edit Earned Revenue” to update the revenue details.
• Enter the revenue details by adding the month and corresponding revenue amount. 
• Click “Save” to apply changes.

5. Click Save to Save the Work Ticket

• Ensure all updates are stored by clicking “Save” on the work ticket.

6. Reopen the Same Work Ticket, Go to Edit Earned Revenue, and Then Edit and Increase Revenue Amount

• Reopen the work ticket, navigate back to the “Edit Earned Revenue” option, and adjust the revenue amount as needed.

7. Click Save and Save the Work Ticket

• After making the necessary changes, click “Save” again and confirm the updates by saving the work ticket.

8. Review Revenue Percentage Updates

• The updated revenue amount will reflect in the earned revenue percentage, showing the increase compared to the previous month.

By following these steps, users can efficiently track and update earned revenue in Aspire. This process ensures accurate financial insights, allowing accounts receivable teams to monitor month-over-month revenue changes and make informed decisions.

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.

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.

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.