Tag: job aides

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.

Creating estimates by copying opportunities in Aspire is a quick and efficient way to generate new estimates using existing opportunity details. This method allows you to save time, maintain accuracy, and streamline your workflow within Aspire’s Accounts Receivable module. Follow the steps below to create an estimate by copying an opportunity.

Steps to Create an Estimate by Copying an Opportunity

1- Go to Aspire Dashboard and Navigate to Properties

• Log in to Aspire and access the main dashboard. Locate the “Properties” section.

2- Select the Property and Open Opportunities

• Choose the relevant property and scroll to the “Opportunities” section.

3- Copy the Previous Opportunity for 2024

• Click the three dots beside the “Save” option and select “Copy.”
• Check all required boxes in the pop-up and click “Save.”

4- Update Opportunity Details to 2025

• Modify the opportunity name, start date, and end date as needed.

5- Create an Estimate

• Click the three dots again and select “Create Estimate.”

6- Finalize the Estimate

• Add the required items and services.
• Click the three dots once more and select “Estimate Complete.”

Copying opportunities to create estimates in Aspire ensures efficiency and consistency while reducing manual data entry. By following these simple steps, you can quickly generate accurate estimates for your properties. This process helps streamline operations in the Accounts Receivable module, making it easier to manage and track estimates 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.

Conducting a site audit is a critical step in maintaining accurate records and ensuring the success of landscaping projects. This guide is designed to walk you through the process of performing a site audit using the desktop version of Aspire. Whether you’re working from your desktop after returning from the site or utilizing the desktop version on a mobile device, this guide provides clear and practical instructions to help you get the job done efficiently.

By following the outlined steps, you’ll not only streamline your site audit process but also enhance the overall efficiency of your accounts receivable workflow. Let’s get started!

Steps to Complete Landscaping Site Audits

1. Access Dashboard
Log in to Aspire and navigate to the dashboard.

2. Search for Property
Go to “Properties,and search for the relevant property in the search bar.

3. Open Site Audit
Click on “Previous Site Audit” and select “Landscaping Site Audit” in both the type and name fields.

4. Save and Confirm
Click “Save,” then “Confirm” to lock in the audit details.

5. Record Mowing Details
Go to the mowing section, select “5,” add an image, upload it, tag it, and click “Save.”

6. Record Trimming Details
In the trimming section, choose a number, add and upload an image, tag it, and save your entries.

7. Generate Site Audit Report
Click on the three dots, select “Print Site Audit Report,” choose the layout option, and click “Print.”

Completing a landscaping site audit in Aspire is a straightforward process when you follow the outlined steps. These summarized steps help you effectively perform and document site audits, ensuring smooth operations and accurate recordkeeping.

By mastering this process, you contribute to maintaining high standards in project management and improving overall efficiency in your accounts receivable workflows. With Aspire, you can confidently manage site audits, keeping your records up-to-date and your operations running seamlessly.

Download a PDF version of the job aide here.

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.

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

Steps to Create a Division

1. Access the Administration Menu

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

2. Navigate to Application Lists

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

3. Select Division

• • From the dropdown list, choose Division.

4. Create a New Division

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

5. Enter Division Details

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

6. Save the Division

• • Click Save to finalize your new division setup.

7. Verify the Division

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

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

Download a PDF version of the job aide here.

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

Steps to Create a Unit Type

1. Click on Profile at the Bottom and Select Administration

Access the administration settings through your profile.

2. Go to Application Then Select List

Navigate to the list section under the application menu.

3. Filter List to Unit Type

Use the filtering option to locate the unit type category.

4. Click on New on Your Right

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

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

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

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

Download a PDF version of the job aide here.

The Property Tab in Aspire serves as a central hub for registering properties and companies, ensuring that all necessary details are captured for efficient management. This includes key information such as property addresses, primary contacts, account owners, property types (residential or commercial), branch details, tax jurisdictions, and payment terms.

Accurate property entry is crucial for smooth operations, including the generation of precise estimates, invoices, and maintaining clear records. This job aid will guide you through the step-by-step process of creating a new property in Aspire, helping you streamline invoicing and payment management.

Steps to Enter a Property:

1. Navigate to ‘Properties’ & Select ‘New Properties’:

• • On your Aspire dashboard, locate and click on ‘Properties.’
  • From the ‘Properties’ section, click on ‘New Properties’ to begin entering details for a new property.

2. Enter ‘Property Name’ and ‘Property Status’:

• • Input the name of the property.
  • Opt for paperless invoices to streamline billing and reduce paper usage.
  • Choose the appropriate branch for the property from the drop-down menu.

3. Set ‘Payment Terms’ to Due on Receipt:

• • In the payment terms section, select ‘Due on Receipt’ to ensure prompt payment upon invoicing.

4. Update the ‘Address’:

• • Enter or update the full address of the property, ensuring accuracy for delivery and contact purposes.
  • Select Industry type.

5. Update ‘Account Owner’, Select ‘Property Status’ and ‘Lead Source’:

• • Enter  Account Owner.
  • Select the property status from the drop down.
  • Select lead source.

6. Update ‘Primary Contact’ & ‘Billing Contact’ and Click “Save”:

• • Input or update the details for both the primary contact and the billing contact for the property.
  • Click “Save” to store all the information in Aspire

7. Review all the details:

• • Review all the information.

Following these steps will ensure that the new property is set up correctly in Aspire, with all necessary details, such as billing preferences, contacts, and operations, properly assigned. Accurate data entry is essential for streamlining management and reporting, helping to make future tasks more efficient and organized. By ensuring all property information is correctly entered from the start, you can avoid potential errors and improve the overall workflow, ultimately contributing to smoother operations and better record-keeping.

Download a PDF version of the job aide here.

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.