Aspire Annual System Cleanup

Consider the following suggestions for developing your own Annual System Cleanup SOP!

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Written by Aspire Software
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Table of Contents


Purpose

Maintaining clean, up-to-date data is essential for the best performance in Aspire. To support effective system organization, it is important to establish standard operating procedures for regular data maintenance.

This article provides suggestions for developing a cleanup process to support the best data in your system before the new year begins.

By implementing scheduled reviews and cleanup procedures, you can make sure your Aspire system runs accurately and efficiently!


Requirements

✅ In order to complete Annual System Clean Up processes in Aspire, you should have System Admin or a Branch Admin assigned to your user role. This makes sure you can work seamlessly with each module and tab of Aspire.


Administration Settings Clean Up

To start your annual system clean up workflow, begin in Administration. It’s recommended that you review user roles and their permissions. This helps you make sure you have given your team access to new functionality in Aspire.

Device review is equally important; if employees are no longer with the company, you’d want to confirm that their devices are deactivated.

Manage Lists

On each list option, it’s recommended that you review and clean up options in each list. This includes archiving or creating new options within each list selection.

Service Catalog

While you are in Administration, navigate to the Service Catalog. Identify and deactivate any duplicate service records. This includes simplifying Services where you can inside of the catalog.

⚠️Services that are in use and deactivated can be easily overlooked. Make sure you are not deactivating services that are in use!

Item Catalog

Next, click through to the Item Catalog.

Here you should identify and deactivate any data records, update item costs. This includes simplifying Items where you can inside of the catalog.


Contacts Module

Cleaning up your contact information makes sure all new information is entered into customer records and that your team is aware of any new or recent changes that have been applied.

When in the Contacts module, you can identify and deactivate any duplicate contact records. You can make sure all fields within contact records are entered and updated correctly.

Take time to review that your Contact Types for each client have been updated, contact information is still accurate, and that the company information on file hasn’t been updated between your current clean up and the last annual system clean up.

Review Tags and Custom Fields, adding new fields as needed to continue with standardizing the information inside of your Contacts module.

Use the Bulk Actions menu in Contacts to help you save time when doing your clean up:


Properties Module

Next, move forward to work inside of the Properties module.

Like the Contacts module, you can identify and deactivate any duplicate records you find.

It’s important to verify takeoff information as well when working with properties. In Aspire, there are a few integrations your company can take advantage of.

However you choose to enter Takeoffs in Aspire, take the time at the end of the year to confirm everything is accurate!

🧠To verify Primary takeoffs, use the display column on the Properties page called Primary Takeoff Name.

Contact information is one of the most important things and should always be reviewed; make sure each property has the correct Account Owner, Primary Contact, and Billing Contact assigned. Update the ones that need adjusting!

Review tags and custom fields, adding new fields as needed to continue with standardizing the information inside of your Properties module.

Before moving on to the next module, review each property's statuses.

Are they customers, prospects, or do not have a status yet?

Update any property’s status if need be. Complete these tasks on individual properties, or use Bulk Actions to complete more than one at a time!


Companies Tab

On the Companies tab inside of the Properties module, you would want to deactivate any duplicate records and make sure contacts or properties are still accurate.


Activities Module

In the Activities module, you should also review open issues and tasks during your Annual System Clean Up.

Assign any issues that must be completed immediately to your staff and create any follow up tasks to make sure your clients are satisfied with the resolutions that your team provides.


Opportunities Module

Inside of the Opportunities module, review what opportunities you have in your sales pipeline for the rest of the year and potential opportunities for the upcoming year.

On opportunity details screen, update the probability of the opportunity being won:

You could also do this in bulk on the Opportunity list under Bulk Actions:

Depending on your workflow, you should also consider losing opportunities that are over 90 days with little to no activities on them. You could do this on a single opportunity, or in the Bulk Actions screen on the opportunities detail page.

Continue in the Bulk Actions screen to update any Anticipated Close Dates.

For opportunity specific actions, drill into your opportunity and review and update Due Dates, Lead Sources, or Opportunity Tags:


Review and Update Notes

Notes are key to communicating information to your crews and also by receiving communications from them while they are onsite at the week’s jobs. Review all Operation, Property, Service, and Work Ticket Notes. Make any necessary changes and remove or update ones that are out of date.

Update attachments across modules, like attachments on work tickets, properties, and opportunities.

📑To learn more about Using Notes in Aspire, read this article.


Invoicing Module

When working inside of the invoice module, review property details, and make any updates that are necessary for current invoices and those that are receivables.

Confirm tax jurisdictions, billing preferences like if your client prefers paperless invoicing. Update any payment terms if things have changed between your clients work and how they are billed each time.

Review unapplied payment information and apply credits to outstanding invoices if you can!

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