Aspire

We find it  odd  that the platform does not have a way of providing a task checklist (and following line for notes) to prompt our employees and in turn have that carry over to notes that we can include with our invoicing.  The ‘custom forms’ is not user friendly for our admin group unless Aspire can show us how to use it in an efficient manner.  This was something that we asked about repeatedly during the sales call sessions (prior to our committing to Aspire) and we were assured that this was part of the system.  Knowing what we know now then could have been a deal breaker for us signing up.  At this point we are committed to looking forward rather than back. If there is any way we could get help finding a solution to this need we would appreciate it.  We are doing what we can on our end to trouble-shoot and come up with a process for this that makes sense and is user friendly for our crew in the field and helpful to our office team and beneficial to our clients. During a recent  Q&am

Does anyone know if Aspire allows you to do AIA’s and if so can you walk me through the process 

Are we able to duplicate a current change order within a project to create a new one? We have a recent project with multiple cos, and our sales rep would like to know if he can duplicate to make it easier to create new CO’s 

Hi, How can you undo an approval on a weekly time review? I need to edit it. 

When renewing contracts, can those renewed opportunities be sent out in bulk to those customers?

MindCloud recently launched our free Slack Community for Aspire API builders and I wanted to personally invite any Aspire users who are looking to build their own API Integrations and workflows for free one-on-one training on using our low code AI powered integration platform from one of our experienced developers:Free Aspire API Builder Training - Slack Group MindCloud now has a free forever tier for developers that allows you to test API connections, build workflows in sandbox and even deploy to production for a certain number of API calls per month.  We currently have 120 prebuilt workflows between Aspire and other platforms including: HubSpot, CompanyCam, Sage Intacct, ADP, NetSuite, Concur, PayCor, Monday.com, Ramp, Paylocity, Microsoft Business Central, Microsoft Dynamics 365, PayCom, MySQL Database, Postgres Database, MSSQL Database, QuickBooks Online, FTP, BambooHR, Spectrum, and more every day.  We will be creating more training materials specifically for Aspire users as well

Can you pull photos in Visit Notes onto an invoice layout?

Does anyone have a suggestion on calculating sales tax on materials only within a kit? This bid is paid by measurement so sales tax needs to change with the quantities

Can you create a work ticket for one time service without having to create an opportunity and win it first? 

I’ve had a few people comment that when a task is assigned to them, it isn’t showing up automatically. I understand having a delay, but for some, it takes 24+ hours.Has anyone else experienced this problem?

Hi All,Wondering if anyone can speak to how they work through adding a fuel surcharges to invoices on fixed price open billing opportunities. Our surcharge contract wording is a percentage on each invoice. I understand there is a simple way to do this on contracts and T/M invoices. Last time we did this, we were adding change orders every time we needed to send an invoice. Any feedback on how others are working through this would be helpful! Thank you!

I made this list. Any reason why I can’t delete it?  

We do a lot of rescheduling of Work Tickets/Visits for many reasons (adverse weather/material delivery delays/etc) and as we reschedule visits, it’s hard to keep tabs on where the visit was originally, the reason it was rescheduled, if we contacted the customer/were able to reach the customer to inform them they’ve been rescheduled, how many times the visit has been rescheduled, etc. We’d like to have this audit/history data available to us so that we can make more informed choices when we schedule/reschedule work and if the customer is getting contacted regarding their schedule. Does anything in Aspire exist that would show that history in a convenient way when we’re maintaining the schedule? Even if we had the ability to make those notes somewhere ourselves, it would be helpful, but all of the notes fields in the work tickets will be visible to the crews, and we don’t want these scheduling notes to bury the directions/notes we make that the crews actually need to see. I don’t think u

What’s the best practice for blocking time off on schedules? For example, I have a tech that will be off for three days at the end of the month. Ideally, I’d like to place something on the scheduling board that helps prevent him being scheduled work tickets on those days. 

We send our maintenance opportunities with optional services listed.  When a client approves the contract and selects optional services, we want the optional services to be invoiced per service, different than the maintenance opportunity that is invoiced monthly.  There should be a way to make this happen without resetting the opportunity to bidding and losing the customer's signature (it’s not ideal to download it and then reattach after “winning” it.). Is this something Aspire is working on?

Hey all, I have a ticket list I want to create using an opportunity tag. The tag in question is “2026 Landscaping Contract” which is applied to all of our full service contracts. When I filter for that tag in opportunities, I receive many results. When I filter for that tag in work tickets with no other filters, I receive only a fraction of the tickets I should receive. When I change the filter to “2025 Landscaping Contract”, I receive the rest of the tickets I should receive, and furthermore, drilling into individual opportunities, they do not have the 2025 tag applied, but 2026.  2026 Landscaping Contract Filters + Results2025 Landscaping Contract Filters + ResultsScreenshot of Opportunity shown in 2025 results showing lack of 2025 tag Am I missing something or is this a bug?

Is there a way to run a payroll report for previous day complete hours worked besides the Hours Pivot? I’m not a fan of waiting for next for hours to show up on report once approved. We’ve noticed additional hours added to time entry after the work orders for the previous day have been closed.

Like everyone else our company is exploring opportunities on leveraging AI more this year. For those of you using Gemini hat are some gems you have set up?

How is everyone else getting rid of pending invoices in invoice assistant that were generated, then had to be changed and regenerated? This is junking up our invoice assistant and causing problems. I can’t believe its’ not possible to void, archive, tag and filter, delete, something so we don’t have to manually review every one of these each month.