Category: Accounting

Manual Time Entry Tips in Aspire

Post author By Joe Iafigliola
Post date March 7, 2024

An essential feature of Aspire is its flexibility in time tracking. Users can manually input time entries when the mobile app is unavailable, ensuring seamless recording of work hours even in offline scenarios. This capability enhances the adaptability of Aspire, allowing users to maintain accurate time records regardless of connectivity challenges.

This user-friendly functionality empowers individuals to efficiently manage and document their time, contributing to the overall convenience and reliability of the Aspire platform.

Why Use Aspire’s Manual Time Entry?

Manual Time Entry in Aspire offers the following benefits:

1. Enter Time:

Aspire provides users with the convenience of manually entering time entries, ensuring flexibility and accuracy in recording work hours, particularly when the mobile app is unavailable, thus adapting to various work scenarios seamlessly.

2. Correct Mistakes During Mobile Time Tracking:

The user-friendly interface of Aspire empowers individuals to promptly rectify errors in real-time during mobile time tracking, preventing inaccuracies and enhancing the precision of recorded work hours.

3. Adjust Time on Direct and Indirect Work Tickets:

Aspire enables users to effortlessly adjust time entries on direct or indirect work tickets, offering a streamlined process for refining and fine-tuning recorded hours, enhancing precision and accountability in project and task management. It also ensures your employees are receiving the right amount of pay and the customers are billed accurately.

Summary of the Process for Manual Time Entry

1. Go to the schedule board by clicking on the schedule icon in the blue side menu.

2. Find the date, right-click, and select “Open Time Entry.”

3. Add crew members by clicking the plus sign next to ‘Clock Time’ and selecting ‘Add Crew Member.’ Search and add employees.

4. Enter clock time in military format or use ‘a’ or ‘p’ for PM hours. Add time details for each employee.

5. Add Direct Job Time for customer service by entering start and end times for each work ticket. Check the completed box when the work is done.

6. Add inventory items by clicking the three-dot menu, selecting ‘Add material,’ choosing items, and adding crew members. Enter quantities and save.

7. The ‘Difference’ time is distributed as ‘Drive Time’ on work tickets.

8. Click ‘Save’ in the top right corner to save the time entries for the day.

In conclusion, Aspire’s Manual Time Entry stands out as an essential feature, offering users unparalleled flexibility and accuracy in time tracking. Its offline capabilities ensure seamless recording of work hours, overcoming connectivity challenges. The user-friendly interface empowers individuals to manage and document their time efficiently, contributing to the overall convenience and reliability of the Aspire platform.

With the ability to correct errors in real-time during mobile tracking and effortlessly adjust time on work tickets, Aspire enhances precision and accountability in project management. This streamlined process not only benefits employees by ensuring accurate pay but also ensures precise billing for customers. Aspire’s Manual Time Entry is a key element for efficient time management and project success.

Download the PDF Version of the Job Aide Here.

Accounting

Advanced Aspire Techniques for Accounts Payable Clerks to Master Efficiency

Post author By Joe Iafigliola
Post date March 5, 2024

In the field of finance and accounting, mastering efficiency is not just a skill; it’s a strategic imperative. Accounts Payable (AP) clerks play a crucial role in ensuring the smooth flow of financial operations within an organization. As technology evolves, employing advanced techniques, especially within platforms like Aspire, becomes crucial for these professionals.

Let’s explore the advanced Aspire techniques that can enhance the performance of AP clerks, streamline processes, and enhance overall efficiency.

The Scenario of Modern Accounts Payable

As businesses expand and transactions multiply, the workload for AP clerks intensifies. The need for accuracy, speed, and compliance has never been more critical.

The advent of sophisticated accounting software like Aspire has transformed the traditional AP environment. It offers a robust platform for handling invoices, tracking payments, and ensuring financial accuracy.

Navigating the Aspire Interface with Proficiency

1. User-Friendly Navigation

Aspire boasts an intuitive interface, but mastering its features requires familiarity. Accounts Payable clerks can enhance their efficiency by becoming adept at seamless navigation through menus, dashboards, and modules.

2. Customizing Dashboards for Quick Insights

Tailoring dashboards to display pertinent information at a glance is a skill that can significantly boost efficiency. AP clerks can configure Aspire to showcase real-time data, pending invoices, and payment statuses, ensuring quick decision-making.

Streamlining Invoice Processing with Aspire

1. Automated Invoice Capture

Aspire’s advanced capabilities include automated invoice capture, reducing manual data entry. AP clerks can learn to utilize Optical Character Recognition (OCR) and machine learning features for accurate and swift invoice processing.

2. Integration with Document Management Systems

Seamless integration with document management systems within Aspire ensures that all supporting documents are organized and readily accessible. AP clerks can master linking invoices to relevant documents for comprehensive records.

Maximizing Efficiency in Purchase Order Tracking

1. Real-Time Purchase Order Updates

Aspire allows for real-time tracking and recording of purchase orders, ensuring that AP clerks are always aware of the current status of transactions. Efficient use of this feature prevents discrepancies and promotes accuracy.

2. Utilizing Reporting Tools for Analysis

AP clerks can harness Aspire’s reporting tools to analyze purchase order trends, identify potential cost-saving opportunities, and contribute to strategic decision-making within the organization.

Accelerating Payments Processing

1. Automated Payment Scheduling

Aspire’s automated payment scheduling feature enables AP clerks to set up recurring payments, reducing manual intervention and ensuring timely disbursements.

2. Enhanced Security Measures

Mastering Aspire includes understanding and implementing its security features for payment processing. AP clerks play a crucial role in safeguarding financial transactions, and Aspire provides the tools to do so effectively.

Specialized Expertise in Netsuite, Quickbooks, and Aspire

For AP clerks with expertise in Netsuite and Quickbooks, Aspire offers seamless integration, allowing for a cohesive financial ecosystem. Mastering this integration ensures a holistic approach to accounting tasks.

Future-Proofing Efficiency with Continuous Learning

1. Staying Updated with Aspire Upgrades

As Aspire evolves, AP clerks must commit to continuous learning. Staying informed about software upgrades, new features, and best practices ensures that their skills remain aligned with the latest industry standards.

2. Embracing Professional Development Opportunities

Organizations can facilitate professional development opportunities for AP clerks, including training sessions, workshops, and certifications, ensuring that they remain at the forefront of efficiency in their roles.

Empowering Accounts Payable Clerks with Aspire Mastery

In the changing finance sector, mastering advanced Aspire techniques is a gateway to unmatched efficiency for Accounts Payable clerks. As they work on the Aspire interface, streamline invoice processing, track purchase orders, and accelerate payments, these professionals become architects of financial precision.

Process-Smart’s Accounts Payable Clerk Services

At Process-Smart, we recognize the transformative power of technology in financial operations. Our Accounts Payable Clerk services extend beyond routine tasks, offering specialized expertise in Aspire, Netsuite, and Quickbooks. We provide a comprehensive range of accounting and clerical tasks related to the accounts payable function, ensuring that organizations harness the full potential of these platforms for financial success.

Our service includes the following:

Invoice Processing: Efficient handling of invoices, utilizing advanced features for accuracy and speed.
Purchase Order Tracking: Real-time monitoring of purchase orders, contributing to streamlined financial workflows.
Payment Processing: Automated payment scheduling and secure transaction management.
Integration Expertise: Seamless integration with Netsuite and Quickbooks, ensuring a cohesive financial ecosystem.

Choose Process-Smart for mastery in efficiency, and let our Accounts Payable Clerk services enhance your financial operations to new heights. Contact us today to begin a journey of financial precision and technological prowess.

Accounting

Accounting Services Offshoring

Post author By saadmin
Post date September 1, 2021

Recently Canbay international published a blog post describing the benefits of offshoring tasks. Here at Process-Smart we believe that offshoring can deliver big advantages to your business. Particularly now, when labor is so hard and expensive to find.

Process-Smart offers these core services:

Transaction Support, whether this is data entry, or comparing the results in two systems.
Phone support, particularly with wait time for IRS. We can serve to get the call ready for your team to engage by waiting on connecting as soon as we get an agent.
Accounting Support (Quickbooks, Netsuite, other ERPs).
Accounts Payable work.
General Back Office Support.

From Canbay:
Accounting firms, big or small, are increasingly benefiting from the offshoring model. Finance and accounts are an essential part of all businesses. Even if it isn’t the core business of a company, it is still highly important. A small mistake in a process can significantly cost a company. It is meticulous work demanding a lot of time and attention to details. It is the reason companies prefer to outsource their accounting and bookkeeping, and other related services, to accounting firms.

As a result, accounting firms in the USA and UK are finding themselves overburdened with work. With every new client, they take on, their responsibility increases. But the lack of resources leads to decreased productivity and poor quality of work. In such situations, offshoring has many advantages to offer accounting firms. Small accounting firms can especially benefit from this model. Let’s take a look at some of the advantages of offshoring for accounting firms.

Increased Productivity

There are numerous tasks outsourced by businesses to accounting firms. While some tasks require the expertise of accountants, there are others that don’t necessarily demand their attention. Yet, they are required to do them because of the limited number of employees in the firm. The cost of hiring and managing in-house employees for various jobs can be monumental. So the work is delegated to the existing employees, which can lead to their focus being diverted from high-value tasks. It can cause a drop in employee productivity, which can impact the company’s reputation with its clients. By offshoring, accounting firms can hire employees for their firm at a reduced cost, which is an ideal solution for lack of money and employees both. Your in-house accountants get the much-needed assistance in work from their offshore employees.

Improved quality of work

As stated earlier, accounting errors can be disastrous for a company. A large amount of work and not enough hands on deck can mean mistakes and poor work quality. Offshoring allows you to hire talented and experienced accountants who know the gravity of their work and ensure compliance with all the state and federal rules. They are familiar with the rules and regulations and keep up with all the latest changes in their line of work. With the workload decreased, your in-house accountants are also better focused, which allows them to perform their jobs up to the standard expected of them with no errors that might lead to any audits and penalties. There are no mistakes and no delays.

Business growth

There are times when a firm has had to turn away potential clients because of reaching their peak workload. Business growth and expansion can only be attained by getting new clients, and that can only be attained when you have the required infrastructure in place. Not only does that mean more human resources, but also a workspace, software and hardware, and other overheads. It can be incredibly challenging for a small accounting firm to adjust these expenses within their limited budget. But offshoring makes scaling a business easy. You can hire dedicated employees without spending on any infrastructure. It allows the firms to take on new clients without spending a massive amount to supplement their growth. It is the quickest and the most cost-effective solution for growing your firm.

Scaling up and down with ease

Accounting tasks can be seasonal in nature. There are certain services that only require to be carried out during certain months in a year, such as tax preparation. In these months, the firm’s workload usually increases a lot, leading to increased pressure and stress. But it is impractical to hire a full-time in-house employee for the whole year for a job that needs two or three months at most. It is a waste of precious resources. Offshoring allows the accounting firms to scale up and down as required. Since the offshore service providers have potential candidates available to them at all times, short notice is all that is needed to hire or let go of a remote employee. There is no hassle. The accounting firm can hire extra sets of hands during peak season, easing the workload of their in-house team, and then letting them go when the job is done. It is quick and efficient.

Additional services to clients

Offshoring allows you to hire any employee at reduced prices. Whether you need an expert accountant, bookkeeper, financial analyst, or tax preparation specialist, the offshore service providers offer a variety of services at all experience levels. It allows you to provide more services to your clients without having to worry about hiring in-house employees. With various services being offered in one place, it makes your accounting firm stand out in the market and makes you more lucrative to potential clients. It gives you an edge over your competitors.

Advantages of offshoring for accounting firms are manifold, and if you are an accounting firm looking for a cost-effective solution to boost productivity and efficiency, how about considering offshoring?