Unanswered questions

Hi everyone, I’m looking for guidance on the best way to handle T&M billing for subcontractor work in Aspire.Our workflow is a bit different from standard in-house labor. We utilize subcontractors for certain scopes of work and track their costs using Purchase Receipts. Subcontractors do not log hours in Aspire. Instead, they provide us with total hours worked and material costs, and we bill the customer based on those T&M amounts.When I attempt to use T&M Override billing, I receive the following error: “Material ‘Subcontractor v11’ not approved.” It seems like Aspire is expecting approved time and material entries tied to the work ticket and possibly logged labor hours in the system. In our case, there will never be time entries since the work is performed by subcontractors.Currently, we are using Fixed Price billing, waiting for the subcontractor invoice, and then manually adjusting pricing. This works, but it adds extra steps, slows down billing, and creates inefficienc

I am looking for a report that will show me how many total yards of mulch used on completed tickets this month. I was using the Work Tickets Pivot Table, but that only shows total material cost, not quantities. 

we receive a excel file from our lockbox provider for hardcopy checks submitted  by customers.  since this file has info to identify the customer and invoices being paid, we would love to be able to upload the file and have some sort of automated application.  is this a possibility?

Is not possible to create a task sending an activity category or some workaround to handle it?

Hi all,I want to group my Time Entry Report by the Custom Field selected in the contact card… Is this possible? The article on the Knowledge Base is a little confusing Thank you! 

Do I understand this process correctly? When a customer on a single property decides they later need their multiple opportunities split out and billed differently during a contract year, the only way to do that is to create a NEW opportunity and then transfer all of the existing work tickets over to the new opportunity so we retain the work history? On top of that we need to void and reapply payments already made along with every other customer who was in that deposit batch? I would like to understand how everyone is handling this type of scenario. I’m happy to elaborate.

Hello all, first time poster hot off of implementation and facing down our first season! For my first post:  We are having a terrible time with changes in formatting, line spacing, bullet spacing, etc. between what is typed into the opportunity or service description fields in Aspire and what is rendered by the opportunity report when it is generated.  I am lucky to know enough HTML coding to be able to fix things, but unfortunately our salespeople do not have this skill set and they are forced to ask me for assistance more than is convenient.   Generally speaking, the HTML code generated by Aspire for these descriptions is extremely ‘dirty’ and full of unneeded elements.  I have taken the time to ‘pre-format’ our templates and this has helped but it is definitely not foolproof as deleting or inserting text can foul it all up pretty easily.  Ideally Aspire would implement a much more capable text editor that would produce nice clean HTML code, but since that hasn’t happened yet...   Ha

We have 17 irrigation techs at our branch and there are multiple times when they work together on irrigation repairs early in the season.  This repair ticket is created by the lead tech on the job on his phone as an as needed ticket.  How does the support tech that has joined in to help clock into that same ticket?  Can he find it by ticket # on his device?  

This issue just started today, but some of our Aspire Mobile apps are saying we don’t have an internet connection.  We’re all on same internet and it works fine for other apps.  This is keeping the app from updating the schedule so crew members can’t clock into their jobs.  Anyone else having the same problem and know of a solution?

It would be really nice if Aspire implemented a feature similar to DownDetector that would allow users to easily report issues with their Aspire services, and see real-time reports from others. Maybe one already exists? But the hoops I have to jump through to find a reason why I’m getting this screen and what’s being done about it, completely unnecessary. 

We have tickets for servics like fertilization, lot sweeping, and pest control that need to remain on a specified date and time. Right now we csannot find any way to mke those tickets or make them unable to be moved, re-scheduled, pushed out by adding blank days. Has anyone come up with a way to do this?

I am trying to complete a change order on a maintenance contract. I made all of the changes that needed to be made. Then there is no option for me to complete the change order. It gives me an option to win it or edit it but I need to send the change order for approval first before I can win. 

Did anyone else used to have a section to contact support but now it has disappeared? Having this issue along with unable to approve time and win jobs.

Is anyone using flat rate pay for employee? If so how is this exporting on to your payroll software? We are currently Quickbooks Desktop and are exporting hours, we finally got that down. Now we are trying to export the flat rate, the problem is that flat rate does export to Quickbooks. I see the flat rate amount but when I go to run payroll the information does not pull up. Google search suggested that after typing manually the first payroll run they flat rates would appear but they do not. Anyone running payroll on Quickbooks Desktop?

I frequently get alerts for clock time entry record conflicts.Most of the time it is a day or two after I have already approved their time.I’m not sure what is causing these alerts, any insight would be appreciated.Thank you!  

We are working in a new state, AZ, with very specific requirements on what is reported for chemical usage with each application. The standard chemical usage report in Aspire does not meet that requirement. I created a custom form and tried to submit but I’m told it’s a Pro Services request. Before I push this further, have any of you worked in AZ and already worked with aspire to create a custom usage report that we could copy? We don’t want to reinvent the wheel if not necessary. Thank you!

I have a contract where I am wanting to add some additional hours to the contract for things that I do not anticipate. This has to be included in the fixed monthly payment, so as-needed tickets only work if they are $0.00. So where can I store those hours? I don’t really want to fluff up other service hours for this, I’d like it to be its own line-item.

I have recently been spending some time trying to better understand what is possible with Advanced Search formulas, and I am curious to hear what others have created and are actively using.Most of my world lives in scheduling and work tickets, so anything that helps visualize workload or organize the schedule better is extremely helpful.One formula that has been a big help for me was creating a way to see scheduled visits grouped by week. It has made reviewing workload and planning much easier.Example:Formula Name: Work Ticket WeekDATEPART(WEEK, [ScheduledStartDate])Once grouped, it allows me to quickly see visits by week and drill down into the details. For someone living in the scheduling board every day, this has been really helpful.Since discovering that one, I have honestly been a bit stuck and have not been able to come up with others that add the same kind of operational value.So I wanted to ask the community:What Advanced Search formulas are you using? Any good examples specifi

We have run into many problems this year when dealing with a moving schedule.  I would like to know how everyone is making sure that certain work tickets don't move from their scheduled dates.  For example if a customer has a wedding scheduled months in advance and they request a service in the same week as the wedding.  It becomes difficult keeping track of many routes and keeping track of all customer requests.  What methods are people using in Aspire to make sure these hard scheduled jobs are not being forgotten about?

Hello! We process 1000s of transactions year (as I’m sure many of you do). I’m wondering if anyone has figured out a way to upload multiple purchase receipts from a spreadsheet instead of entering manually. Have you created an API workflow or hired someone to make one? Do you use AI to scrape invoices to make processing easier? Would really love anyone’s ideas and help! Feel free to reach out in messages. Thank you in advance! Also… if you have time, please consider voting on the following related ideas/suggestions.  WAP-I-5050 clone purchase receiptWAP-I-2285 copy purchase receiptWAP-I-7094 bulk delete lines from oppWAP-I-7499 keyboard only data entry on purchase receiptWAP-I-2792 display live sales tax on estimates rather than waiting until the estimate is completeFB-I-264 credit card purchasesWAP-I-4938 credit card purchasesWAP-I-4767WAP-I-3789

We perform irrigation site audits to help clients understand the condition of their systems and identify improvements or repair needs.The value of the audit itself is strong, but the creation and delivery process is where we are struggling a bit.Right now: Building each report takes time Delivering it to the client feels clunky and also takes time The follow-through is not as streamlined as we would like I recently started digging into Aspire reporting options and noticed the ability to create work ticket reports that would pull visit notes. Ideally, we would love the ability to: Include structured notes Automatically pull in photos Possibly attach a PDF version of the report And have a bulk-send option when needed Has anyone successfully built a clean, client-facing property condition or irrigation audit report using Aspire?I would also genuinely love to hear success stories around site audits in general. There is a very real chance we are just using it wrong as well LOL and

I wanted to check how I can undo a deposit if it has already been sent to Accounting. The payment has already been recorded in QuickBooks, and I’d like to zero out the amount to avoid it showing as a duplicate payment.

Invoice emails are not sending at all. They show up under the email sent log, but there is no time or date for sending. Has anyone had this issue, or know how to fix?

My company has fixed payments for our lawn maintenance service. Contracts are set to begin Jan 1 and end on Dec 31. When someone begins service mid-year, such as in March, the system is obviously generating invoices for previous months, despite not having service. What is the best way to go about resolving this issue? Here are our thoughts…  Change the contract start date to the current month. We worry what will happen when service is renewed next year. How do we ensure that clients receive visits in January or February 2027, for example? (Changing the end date is NOT an option for us.)  Leave the contract start date alone, but uncheck the prior months in the Edit Payment Schedule screen. For this, we worry that they won’t be invoiced for those months next year.  Leave start date and payment schedule alone but zero out the generated invoice. This is what we’ve been doing, but our AP department does not like how messy it makes their history look and/or makes them go down the rabbit hole

We just hired some new account managers who are needing to send out bulk emails to the primary contacts for the properties they are now assigned to in order to make introductions. We have made a really nice list in the Properties module for the account managers that shows them the properties they are responsible for, but it doesn’t appear that they can send a bulk email from the Property list from what I can tell. Is there a way for them to send a bulk email to primary contact of each of these properties, in a way that isn’t having to find and individually check off the primary contact for each property in the contact list to perform a bulk email from there, or to send a bulk email from the opportunities module which forces a copy of the opportunity to be attached to the email?It would be great to be able to bulk email from Properties and be able to choose to email the primary contact to be the recipient of the email. Definitely will be having our power user add to the idea portal if i