Aspire Products

We have over 60 clients with very specific scheduling restrictions (e.g., Mondays only, Tuesdays before 9:00 AM, anytime between 9:00 AM–5:00 PM, anytime but email beforehand). We used to schedule in Google Sheets, which worked well because I could list each restriction as a note directly above the ticket.I know Aspire has a Property Restrictions tab, but we operate across multiple departments (Plant Health Care, Flower Gardens, and Property Care). The scheduling restrictions that apply to Plant Health Care don’t necessarily apply to Flower Gardens, so setting them at the property level isn’t ideal.Ideally, I’d love to see the scheduling restriction directly on the physical schedule board (not just in the ticket view). Is there a way to create a flag, tag, or note that’s visible at that level?

We have a Company Policy that all outgoing communication should come from a single email.We have 5 Aspire users who could potentially be sending out communications (Email Proposal, Email Invoice, Email Notifications, etc.). Q: Is there a way to have all outgoing (from aspire, regardless of user) emails come from (or at least appear to come from) a singular source? I feel like this policy is prohibiting a lot of functionality that Aspire provides. We have not been successful in asserting the policy should change.

We are trying to better budget for the Card Pointe Merchant fee's when clients pay by the Customer Portal. Night Light charges a 3% Processing Fee for Credit Card Payments. Card Pointe charges a 3.5% processing fee, but there are also other service charges and fee's. Is there a "rule of thumb" or recommendation on how to budget for these fee's?

Hello!We’re a newly onboarded Aspire customer who previously used QB for all things. We’re trying to figure out how to treat electronic payments where there is a discounted amount, these are typically for the larger corporations where they discount the total paid monthly for “on time payments”, which reduces the total payment amount paid by the customer. Historically, we would add that discount into QBs and it would adjust the invoice. In Aspire, I’m not sure how to treat this. We can’t add this discount to the invoice before sending because then the customer would be paying 2x less by discounting an already discounted amount. My first thought is that we simply add the total amount paid minus the fee and our accountant needs to reconcile those separately at the end of each month balancing accordingly. But I’m open to hearing others ideas on how they’ve dealt with these operationally. 

Sometimes my crew members add photos to the wrong work ticket. I’m able to add it later to the correct work ticket, but how do I delete/remove those photos from the wrong work ticket?

Do sub auto expenses get triggered when a visit is complete or when the ticket is complete? 

We are bringing a new company onboard and want them to start by learning time entry first, but don’t want to track their costs in our Aspire yet. Does anyone have experience with this? My plan is to set each of their employees in a new branch with 0.00 pay rate until we have a chance to upload properties, contacts, opportunities, etc. Has this worked for anyone or are there other suggestions?Thanks!

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. 

Good morning all, We have quickly discovered the following issues with the automatic Visit Reminder Notifications:A visit reminder notification is sent for EACH instance of a visit on the schedule (i.e. if we have scheduled four routes (crews) to work on a single work ticket on a single day, then the client is getting sent four notifications in rapid secession that the work is scheduled).  This is un-professional and an annoyance to our clients. If we decide to send one of those crews to a different job and erase that one visit off the schedule, the client automatically gets a notification saying the work is canceled even though three other crews are still going to be there. Furthermore, there is no way to edit this cancellation message or even disable it entirely.  This is unprofessional and confusing to our clients. There is no way to set the day-ahead notification for Monday work to send on Friday.  This forces us into having the notification for Monday’s work sent on a Sunday.  Thi

Does anyone know if there is any traction for increasing the capabilities of the browser version of Aspire used on a tablet/smartphone (not the aspire mobile app) regarding Opportunities? I don't even necessarily think it needs full capability to create new complex opportunities/estimates, but to make minor revisions to existing estimates, create new simple estimates, or to use the “Sign and Won” button on an Opportunity so that a customer could sign a proposal or change order in person onsite, without having to create/print out something out ahead of time. Full capability would be awesome, but I understand why it could be challenging to implement on a tablet interface, but it would be cool to be able to actually adjust or create a real proposal, and get written approval on site digitally. It could be a very useful feature for salespeople and account managers to make quicker sales for simple estimates by being able to obtain a signature during a site audit or property walk rather than

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! 

I edited settings and the message body for invoice emailing in configuration but these changes are not being reflected when I am invoicing a batch through the invoicing module. I made sure to save my changes. Does this only change on new contracts after these changes were made?

My team is in the middle of a fixed price open billing work order, and we want to create a T&M change order for some extra grading work in the backyard. However, when I created the change order from the original opportunity, it didn’t give me the option to make the services T&M.Does anyone know why this is happening and how to fix it? Our current solution is to create a change order from the property level, but doing so doesn’t allow the change order to nest under the original opportunity, which is also something we want.

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