Tag: job aides

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.

An equipment item is a specific type used when performing a service and needs to be added to your customer’s estimates. Typically, these items have a cost associated with them.
Having a set of predefined equipment items in your catalog provides significant benefits for accurately quoting and tracking equipment related costs.

Why is It Important?

You can track equipment items from categories like:
1. Rental Equipment – You can create catalog items for rental machinery like excavators, skid steers, etc. with different rental pricing structures built into your pricing.

2. Owned Assets – Build items for owned equipment with time-based billing rates to properly capture utilization costs on jobs.

3. Key benefits include accurate cost capturing for this item type, approved vendors to ensure contracted vendors are used for these services, and historical cost data, which allows a review of past costs for better planning and negotiation.

4. Additionally, a centralized subcontractor catalog helps you with vendor tracking that makes sure only approved or contracted subs are used, allowing you to budget with accuracy and base Sub budgets on real historical data.

Summary of the Process for Item Catalog

1. Click on the profile icon, then on the Administration button.

2. Click on Estimating and Item Catalog.

3. Click on New and then select the type you want to add. For this example, we are adding the Equipment.

4. Enter the required mandatory details like Item Name, Category, Assigned Branch, Purchase Unit, and Unit Cost.

The name that will be given to the equipment of the same name will reflect on the Customer Proposal.

5. The name given to the equipment will be reflected on the Customer Proposal.

6. After filling in all the necessary details, click on save.

Equipment items are crucial for accurate quoting and cost tracking in service-based businesses. 

By creating a comprehensive catalog of predefined equipment, you can streamline your estimating process, ensure consistency, and make data-driven decisions. 

This approach not only improves accuracy but also helps in managing vendors, budgeting effectively, and analyzing historical costs for better future planning.

Download a PDF version of the job aide here.