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Aspire will track and cost equipment as part of the estimate. This means that your equipment must be in the item catalogue with a cost and it will then be available for time keeping on the crew mobile application.
Aspire provides purchasing management and controls that must be wedded to internal organization and work flow processes. Purchasing has several statuses that your operations team can build a workflow around. These statuses include uncommitted, committed, received, partial receipt, installed, and approved for payment which sends a transaction to the accounting system for check writing to your vendors.
Aspire manages tax jurisdictions and tax types. If taxes are applied to services in those jurisdiction, then Aspire will calculate for reporting and compliance purposes.
Aspire has an item catalogue for bidding, costing, and pricing your work. Should you want to make uniforms a catalogue item, it is an option. Typically uniforms are not job costed, but managed as an indirect item in the accounting system.
Aspire has an inventory management function. Through the purchasing module, inventory can be purchased, costed, and then allocated to jobs either through the crew mobile application as jobs, or as jobs are completed, or by purchasing administrators to jobs.
Aspire updates purchase order pricing when purchase orders are approved for payment to your vendors. Aspire job costs what you pay to your vendors, not what is in the catalogue. Aspire has an average pricing function to update catalogue costs and Aspire recommends that you review catalogue pricing at least annually to improve accuracy.
Purchases can be made direct to jobs or to inventory to then be allocated.every purchase order has a unique number that can be linked to jobs and work tickets. Aspire does not maintain a vendor list. The vendor list is maintained in your accounting system and Aspire simply reads that information to execute purchase orders.
Aspire treats subcontractors like any other vendor. This means that the subcontractor must be included in the estimate with proper subcontractor costing for the work. Aspire then treats those costs the same way they would with any other purchase order.
The standard procedure for non job related supplies is to purchase directly through your accounting system.
Aspire has a purchasing assistant feature. This feature documents all uncommitted materials that are directly related to "won" work. Buyers and PM's simply use the purchasing assistant to plan and purchase based on either individual jobs, multiple jobs, type of material, or any forward time period.
Aspire provides for multiple inventory locations as well as the transfer among those locations. Aspire inventory balances reflect complete documentation of all in/out transactions of materials.
Catalogue items can be inventory items. All inventory items must be in the catalogue so they can be available for bidding as well as purchasing and costing.
Inventory items bid to a job are available to the crew through the schedule board on the work tickets. This means that unallocated inventory items are easily flagged everyday through the crew time application review process.
Aspire provides complete history for complete vendors at all times.
Aspire provides complete history of prices paid to vendors at all times.
Aspire provides a complete history of all transactions with vendors at all times.
Aspire provides complete and real time information on all jobs that includes hours, materials, and subcontractors. This is a standard reporting feature in the system.
Aspire provides the functionality to automatically cost materials to jobs as in the case of chemicals, fertilizers, and other like materials.
Purchase orders are reconciled as part of the daily workflow. While you can reconcile purchase orders at the end of the job, we recommend that you do it long before that, as part of your standard job management process.
Real time job costing is driven by two primary transactions:
The approval of crew time sheets every day
The receipt of materials for purchase orders.
Aspire will provide a real time view of crew work in process but the posting occurs when those transactions happen.