Tag: job aides

Contact in Aspire serves as a powerful tool for maintaining the details of customers, vendors, and employees. By capturing comprehensive information such as names, addresses, phone numbers, and email IDs, it facilitates easy access to essential contact details, contributing to seamless interactions and meaningful connections.

This job aid will walk you through the process of updating your personal, contact, and owner details on Aspire. Following these steps ensures your information is accurate and up to date for seamless communication.

Steps:

1. Navigate to Contacts

In Aspire, start by going to the ‘Contacts’ section and click on “New Contact.”

2. Enter Your Details

Fill in your first and last names, email address, and phone number. Ensure the email you provide is current and regularly used for communications, and update your mobile number for effective contact.

3. Enter Address and Select Contact Type

Input your complete address, including street, city, state, and zip code. Then, choose the appropriate contact type from the dropdown menu.

4. Enter Additional Details

If applicable, go to the ‘Additional Information’ section to update the ‘Owner Details’ or any other relevant information.

5. Save Your Changes

Review all the information, then click “Save” to apply your updates.

6. Search for the Contact

Finally, search for the contact in the list to confirm it has been successfully entered into Aspire.

Keeping your personal, contact, and owner details updated in Aspire is crucial for efficient communication and smooth operations. By following the outlined steps, you ensure that all essential information is accurate and easily accessible, helping to maintain strong connections with customers, vendors, and employees. Regularly updating your contact information supports better coordination and improves the overall user experience within Aspire.

Download a PDF version of the job aide here.

This job aid provides step-by-step guidance for conducting property take-offs and creating accurate estimates using Property-Intel and Aspire. 

The goal is to simplify the process of measuring large, organized properties by leveraging technology to reduce manual effort and increase precision. 

By following this guide, you can ensure consistency, high-quality results when managing property data.

Purpose-

To create take-off for large, organized properties and recording measurements using technology instead of Humanly trying to measure the turf, driveways & other details involving yard maintenance or enhancement.

Frequency-

We publish a report every time we finish creating a property on property-intel and finishing its estimation process.

Or could be a weekly basis once the flow of properties received is consistent.

Process Flow-

A Two Step-Process:

I. Take Off:

Assuming we already got the Property information from our client, the memo in which the estimates and different services are provided and a mock map of the property that we need to work on.

1. Log in to Property-Intel.

2. After logging in, go to the side panel and click on projects to view and create a new project or to work on an existing project.

3. Search for your property in the list or you can directly search for it by its name or location.

4. After finding your property you can either start a new project or work on an existing project to work as desired by your client’s needs 

5. You can start marking up the specified areas according to them being mentioned inside the memo created and provided by the client

6. Once finished it would look something like this

7. After getting all the marking done, we should note down all the measurements in their specific units.

II. Estimation: 

1. Log in to Aspire.

2. Go to the Properties tab and then find your given property. Simply by searching its name or the opportunity number.

3. After Selecting your property, Find the opportunity that has been already created by the client or create a new opportunity using a template provided by the client.4. Once the opportunity has been created, User should review the memo provided to ensure that they use the right services given to us by the client.

(Can include obscure and unclear instructions to add new services)

5. After finishing the estimation for the property, User would create a PDF file containing the snip of the final take-off, the memo by the client and the memo made by us to make sure and enlist the services we couldn’t add ourselves.

Front View Benefits-

• Helping to create and measure large properties using technology instead of manual labor of countless hours.

• Analyzing the right property and the different kinds of lands involved in the maintenance and enhancements.

• A faster and more convenient way to reduce manual hours.
• Cost-effective and more precise way than AI-generated tools with bloated sum prices.

By using Property-Intel for take-offs and Aspire for estimates, users can streamline the property measurement process, ensuring accurate data collection and analysis. 

This approach not only saves manual labor but also offers a cost-effective and reliable alternative to traditional methods. 

With the ability to provide precise measurements and reports, this system supports faster decision-making and improved service delivery for clients.

Download a PDF version of the job aide here.

Graphic design plays a crucial role in creating impactful visual content that communicates effectively and enhances brand identity. At Process-Smart, our approach to graphic design is both strategic and creative, ensuring that each design is tailored to meet specific business needs while maintaining a cohesive and engaging look.

This guide will take you through our graphic design process, focusing on how we create custom email templates for Aspire Marketing Pro. Whether you’re requesting a new template or refining an existing one, follow these steps to ensure a smooth and effective design workflow with us.

Steps to Create or Edit an Email Template:

1. Click on “Marketing Pro”

Start by navigating to the “Marketing Pro” section in Aspire.

2. Go to “Email Template”

Next, select the “Email Template” option where you will either create a new template or edit an existing one.

3. Choose a Blank Template

If you are designing a new template, select a blank template to start fresh.

4. Click on “Rows”

In the editor, click on “Rows” to add the structure for your email. Rows will help organize the layout of your content.

5. Drag and Drop the Row  & Choose the Color of the Row

Hold and drag the selected type of row to your template. Position it where you would like it to appear. Customize the row by selecting its color. This will allow you to match your email’s design with your brand’s theme.

6. Go to “Content” and Select Fonts, Colors, and Sizes

Once your row is set, go to the “Content” section where you can further customize your email. In the “Content” section, you can choose the font type, font color, and size. You can also make other adjustments to ensure your email looks professional and consistent with your brand.

7. Repeat for Each Section

Continue adding rows and customizing content until your template is complete. Once you have finished all the edits, click on “Preview” to view the graphics. Then, click “Save.

Graphic design is a powerful tool for enhancing brand visibility and creating meaningful connections with your audience. At Process-Smart, we are dedicated to delivering custom design solutions that not only meet your specific requirements but also drive engagement and success.

By following these simple steps, you can efficiently design a new email template or make changes to an existing one. Aspire’s intuitive system allows you to fully customize your email to suit your marketing needs. This flexibility ensures that your emails reflect your brand while staying visually appealing and well-organized.

Download a PDF version of the job aide here.

Kit creation in estimation is essential for organizing materials, labor, and resources in a project. By bundling everything needed into a single package, we help you streamline procurement, increase the consistency and reduce the chances of missing components. It helps forecast costs more accurately, ensuring you have a clear view of the project’s financial requirements.

This guide will walk you through the steps of kit creation in estimation with us. Whether you’re organizing items for a new project or fine-tuning an existing kit, follow these simple instructions to ensure efficiency and accuracy throughout the process.

Steps To Create A New Kit:

1.Access Estimating

• Go to the ‘Estimating’ Tab in Aspire and then the ‘Item Catalog’ Subtab right below it.
• Click on the New Button at the right hand side and choose ‘New Kit’ from the drop down menu.

2.Setting Up The New Kit

• Once on the New Kit page, ensure that it is in Active mode with the slider button enabled.
• Enter all the crucial details like Item Name , Alternate Name for identification of your newly created kit.
• Note that the Item Name will be displayed on your customer’s proposal

3.Categorizing and Assigning Values

• Categorize it with either a suggested or a customized category along with the Unit Type of your choice.
• Choose the Takeoff item from the dropdown menu
• Assign either a ‘Specific Branch’ or keep it at default option of available to ‘All Branches’
• The Available to Bid checkbox enables the kit to be considered during estimating a service that contains the new kit.
• Force Single Unit Pricing checkbox will allow calculation of unit price and its multiplication to determine the total price.

4.Entering Item Details

• Choose the item name from the dropdown menu by entering keywords that match the correct specifications.
• Enter Factor, or Production Factor, for each item assigned to the kit.

5.Confirm The Kit 

• After verifying all the values, click on the ‘Save’ button to finalize the changes.

By organizing items into kits, it becomes easier to manage inventory and plan resources effectively. It also simplifies communication between departments, as everyone has a shared understanding of the materials required. 

Overall, kit creation will help you improve efficiency, cost control, and project management to give you the desired results with transparency and accuracy.

Download a PDF version of the job aide here.

Work ticket scheduling plays a crucial role in maintaining efficient operations within Aspire. By managing client-provided property lists and adhering to specific date requirements, we ensure that all tickets are accurately scheduled and updated. With a focus on recurring services and customizable preferences, our streamlined approach helps keep everything organized and on track for timely completion.

This guide will walk you through the simple steps to work ticket scheduling for your tickets. Whether you’re setting new schedules or adjusting existing ones, follow these easy instructions to keep everything on track.

Steps to Edit Recurring Scheduling:

1. Access Scheduling:

• Go to the ‘Scheduling’ section in Aspire.
• Locate the ticket you want to adjust, then right-click on the ticket.
  

2. Edit Recurring Scheduling:

• From the options, select ‘Edit Recurring Scheduling’ to begin making changes.

3. Set Start Date:

• In the scheduling window, set the desired ‘Start on Date’ for the recurring schedule.
• Tick the box labeled ‘View Schedule’ to view the schedule details.
• Once set, click ‘Save’ to confirm the changes.

4. Confirm Changes:

• After saving, click ‘Confirm’ to finalize the changes.

5. Optional Ad-hoc Adjustments:

• If needed, you can Schedule or Unschedule specific visits on an ad-hoc basis.
• After making these adjustments, click ‘Save’ and then ‘Confirm’ to complete the process.

Effective work ticket scheduling is key to ensuring smooth operations and timely service delivery in Aspire. By staying organized, adhering to client requirements, and utilizing tools like recurring schedules and property preferences, we can maintain efficiency and keep every task on track for success.

Download a PDF version of the job aide here.

Our comprehensive report services cater to all your needs, from writing and designing to publishing custom reports upon request. With our intuitive Report designing, you can effortlessly define data sources, create datasets, run queries, and configure layouts for data regions and fields. Each report is customized to meet the specific requirements of our clients, ensuring a perfect fit for your unique needs.

This job aid will guide you through the process of previewing an invoice in the Web Report Designing. By following these simple steps, you’ll be able to quickly and easily access the invoice information you need.

Steps:

1. Open the Web Report Designing

• Begin by navigating to the Web Report designing. This is your primary tool for accessing and previewing invoice data.

2. Click on “Preview”

• Once inside the Web Report designing, locate and click the “Preview” option. This will open the area where you can enter specific invoice details.

3. Enter the “Invoice Number”

• In the designated field, type in the “Invoice Number” you wish to preview. Ensure the number is accurate to retrieve the correct invoice.

4. Click on “Submit”

• After entering the invoice number, click on the “Submit” button. This will generate a preview of the invoice based on the information provided.

By following the steps outlined in this guide, you can efficiently preview invoices using the Web Report designing, streamlining your workflow and ensuring accuracy in your reporting. Whether you’re customizing layouts or running data queries, our tools are designed to make the process straightforward and user-friendly. With these insights, you’re now equipped to access the invoice information you need quickly and with confidence.

Download a PDF version of the job aide here.

Managing purchase receipts and work tickets efficiently is crucial for maintaining accurate records within Aspire’s Purchasing system. When you receive invoices from clients detailing location, property, and materials, the process of updating the Purchasing tab in Aspire becomes a streamlined task.

In this guide, we’ll walk you through the essential steps—from creating new purchase receipts based on client information to assigning work tickets and ensuring all data aligns with the corresponding invoice dates. By following these steps, you’ll be able to manage your purchase receipts with ease, ensuring your records remain accurate and up-to-date.

Steps to Manage a Purchase Receipt

1. Click on ‘Purchasing’

• Begin by logging into your Aspire account.
• Navigate to the ‘Purchasing’ section from the dashboard.

2. Select the ‘Branch’, ‘Inventory Location’, and ‘Vendor’

• Choose the appropriate branch from the dropdown menu.
• Select the correct inventory location and vendor for the purchase.

3. Select the receiving date on ‘Received’ and add the invoice date on ‘Invoice Date’

• Enter the date the items were received under the ‘Received’ field.
• Input the invoice date in the ‘Invoice Date’ field.

4. Entering Invoice and Item Details

• Add the Invoice Number: Enter the invoice number in the designated field.
• Go to ‘Purchase Items’: Navigate to the ‘Purchase Items’ section to start detailing the items received.
• Enter Item Details: Fill in the necessary details about the purchased items, including descriptions, quantities, and any other relevant information.

5. Click on ‘Quantities’

• Click on the ‘Quantities’ button to specify the quantity of each item.

6. Hover over the settings icon near quantities in the ‘Purchase Allocation’ tab

• The ‘Purchase Allocation’ tab will appear.
• Hover your cursor over the settings icon next to the quantities and click on it.

7. Copy the ‘Ticket’ number from the ‘Work Ticket’ page

• A ‘Work Ticket’ page will open.
• Copy the ticket number displayed on this page.

8. Go to ‘Work Ticket’ and enter the ticket number in the search bar

• Navigate to the ‘Work Ticket’ section.
• Paste the ticket number into the search bar and open the ticket profile.

9. Enter the quantity of purchase item in ‘Quantities’ on the ‘Purchase Allocation’ tab and click ‘Save’

• Once again, the ‘Purchase Allocation’ tab will appear for the selected ticket.
• Enter the quantity of the purchased item in the ‘Quantities’ section.
• After entering the quantities, click ‘Save’ to confirm the allocation.

10. Click ‘Save’ on the ‘Purchase Receipt’

• Finally, ensure all information is correct and click ‘Save’ on the ‘Purchase Receipt’ to complete the process.

By following this step-by-step guide, you can efficiently manage both purchase receipts and work tickets in Aspire, ensuring that all details are accurately recorded and aligned with your client’s invoices. This streamlined approach not only keeps your purchasing records organized but also enhances the overall efficiency of your operations.

Download a PDF version of the job aide here.

Effective payment management and accurate estimating are essential components of successful project execution. By ensuring that payments are processed efficiently and estimates are calculated precisely, we build a foundation of trust and reliability with our clients. This approach enables us to manage financial transactions smoothly, forecast costs accurately, and deliver projects that meet both expectations and budgets. Through our commitment to these practices, we support the overall success and sustainability of our projects.

This guide will walk you through the process of adding a new service in the Aspire platform’s ‘Estimating’ section. Follow these straightforward steps to ensure your new service is correctly added.

Steps to Add a New Service

1. Go to ‘Estimating’

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ section on the dashboard.

2. Enter ‘Service Name’, ‘Display Name’, and ‘Abbreviation’

• In the ‘Service Name’ field, enter the name of the new service you are adding.
• In the ‘Display Name’ field, enter how you want the service to appear in the system.
• In the ‘Abbreviation’ field, enter a short form of the service name.

3. Select the ‘Service Type’

• Choose the appropriate service type from the dropdown menu.

4. Click ‘Save’

• After entering all the required information, click the ‘Save’ button to add the new service.

Adding services in the Aspire is a simple yet crucial step for maintaining accurate project estimations. By following the outlined steps, you ensure your service offerings are correctly integrated, leading to more precise forecasting and smoother project execution. This helps uphold the trust and reliability your clients expect.

Download a PDF version of the job aide here.

Managing opportunities and estimate creation in Aspire is important for operational efficiency and client satisfaction. Our team ensures the total efficiency on client-provided opportunities by carefully filling in all necessary fields such as Opportunity Name, Division, OPS Manager, Start and End Date, and other relevant details. 

Inputs in various formats like PDFs, CSVs, and Excel files are reviewed and uploaded, including Opportunity Invoice Notes, Estimator Notes, and proposal descriptions. 

Based on client data, we create new estimates or revise existing ones, integrating services like Maintenance, Irrigation, and Seasonal Plantation, with pricing evenly distributed monthly within Aspire.

This guide will assist you in adding a new item estimate on the Aspire platform. Follow these straightforward steps to ensure your item estimate is correctly entered.

Steps to Add a New Item Estimate

1. Switch to the ‘Estimating’ tab

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ tab on the dashboard.

2. Enter the name in ‘Item Name’ and ‘Alternate Item Name’

• Input the primary name of the item in the ‘Item Name’ field.
• Enter any alternative names for the item in the ‘Alternate Item Name’ field, if applicable.

3. Select the ‘Category Type’

• Choose the appropriate category type for the item from the dropdown menu.

4. Enter the number of ‘Unit’

• Specify the number of units for the item in the ‘Unit’ field.

5. Click ‘Save’

• After ensuring all details are correctly entered, click the ‘Save’ button to add the new item estimate.

By following these steps, you can quickly and accurately add a new item estimate on the Aspire platform. This process helps streamline your estimating tasks and keeps your records precise. If you have any questions or encounter any issues, please refer to the Aspire support resources for further assistance.

Download a PDF version of the job aide here.

Efficiently managing invoices is important for smooth business operations. It involves the swift and accurate validation of vendor invoices to ensure they are seamlessly integrated into your financial systems. 

Our workflow uses Acumatica validation and Aspire mapping to guarantee precision in invoice processing.

This guide is designed to help you through the process of recording a new payment for an invoice on the Aspire platform. You can follow these simple steps to ensure your payments are accurately recorded and streamlined with your financial management tasks.

Steps to Record a New Payment

1. Go to ‘Invoicing’ and select ‘Invoices’

• Log in to your Aspire account.
• Navigate to the ‘Invoicing’ section on the dashboard.
• Click on ‘Invoices’ from the dropdown menu.

2. Paste your invoice number in the search bar

• Copy the invoice number you need to record a payment for.
• Paste the invoice number in the search bar to locate the invoice.

3. Hover over ‘Quick Menu’ on the sidebar and click on ‘New Payment’

• Move your cursor to the ‘Quick Menu’ located on the sidebar.
• Click on ‘New Payment’ to start the payment recording process.

4. Paste the invoice number again and click ‘Apply’

• Paste the invoice number in the appropriate field.
• Click on the ‘Apply’ button to proceed.

5. Select the branch and add the payment date

• Choose the appropriate branch from the dropdown menu.
• Enter the payment date in the designated field.

6. Add the reference number

• Enter the reference number for the payment.

7. Copy and paste the property name from ‘Invoices’ in the ‘Regarding’ section

• Locate the property name associated with the invoice in the ‘Invoices’ section.
• Copy the property name.
• Paste the copied property name into the ‘Regarding’ section.
• Select the exact name of the property from the options provided.

8. Click ‘Save’

• After ensuring all details are correctly entered, click the ‘Save’ button to record the payment.

These steps help you to easily and accurately record a new payment for an invoice on the Aspire platform to keep your invoicing system organized and up-to-date. 

Efficient invoice management, supported by tools like Acumatica validation and Aspire mapping helps your business operations run smoothly.

Download a PDF version of the job aide here.