Purpose

There may be times where you will provide discounts to customers. For example, if they pay for the contract upfront, agree to a job that is over a certain amount, or provide a credit card on file for automatic payments.

In Aspire, there are four main ways to capture discounts. The following is a quick list of the different ways to complete this with further details on each of them below.


Discount Options Overview

Option 1: For either contracts or work orders, make note of the discount on the opportunity and then apply a credit memo to the invoice later.

Option 2: For either contracts or work orders, make note of the discount on the opportunity and then manually override the price on the estimate for the service to incorporate the discounted amount. You can set the price of the service to $0 if the service will be provided at no cost to the customer.

Option 3: For either contracts or work orders, create and assign a discount item on the estimate to show the discounted amount from the total of the bid. This will only work on proposals where the layout has been defined to show a detailed view of necessary items.

Option 4: For work orders only, display the discount as a specific service line on the proposal to reflect the discounted amount from the total of the bid. This will not work for contracts, as a separate work ticket would be generated for the discount service.


Option 1 (Best Practice)

Use the opportunity service description and opportunity invoice notes to mention the details to the customer about the discount to be provided.

Example: “A credit of $150 will be applied to invoice on completion” or “5% discount - $500 to be applied”.

Later, when ready for invoicing, generate the invoice but don't send it out to the customer yet. When the email invoice screen is presented, you can either remove the email contact or uncheck the invoice to be sent if the customer is set up to receive the invoice through email (also known as Paperless Billing).

After the invoice has been created, you then create a credit memo on file for the customer for the discount amount.


📌 Before doing so, you will want to make sure you create a discount related payment category in Administration.

(Settings ➡️ Administration ➡️ Application ➡️ Lists ➡️ Payment Category)

Example below:

Next, create a payment in Aspire in order to apply the credit to the specific invoice.

Make sure you enter in all the needed fields. For the invoice payment amount, update it to the same amount of the credit that was applied. The total payment amount in the summary on the right side should show as $0.

Finally, review the invoice, indicating the credit applied.

You will either email it out of Aspire to the customer or print it and send manually.


Option 2

Use the opportunity service description and opportunity invoice notes to mention the details to the customer about the discount provided.

Example: “A credit of $150 has already been taken off the total bid price” or “Invoice amount already includes the 5% discount of $500.”.

On the estimate, you will manually determine the discounted amount and override the price to reflect such. Then, invoice as normal for the total work order amount that included the discount.


Option 3

This option involves creating a catalog item for the discount and including that item on the estimate to reflect a discounted amount from the total of the bid.

📌 Note that this option will only work if you have a proposal layout set up to include items listed in the estimate.


First, create an item in the catalog for the discounted amount. Choose category of discount.

📌 It's important to do this because the layout specialists have the ability to suppress different fields. It will make it simple for the layout specialist to choose to display all items in the discount category and not all items.

Two different examples of how this could be entered are as follows and will depend on how you prefer to enter the discounted item amount on the estimate.

Note the differences in Purchase/Allocation units.

Example 1:

Example 2:

On the estimate, determine the discounted amount and either apply it to the specific service or spread it across each of the services by adding the discount item under the necessary services.

The following shows an example of how you would apply either of the discount items previously mentioned


📌 Note that the discount item(s) would go to Purchasing Assistant but could be manually removed from the purchasing assistant list as it is not something you would purchase.

The proposal layout could show the discount item as shown below. This may require you to submit a layout request.


Option 4

This option will only work for work orders and involves duplicating the same service on the estimate. While it can be used to indicate the discount separately on the proposal, it will only have one work ticket generate in Aspire.

First, create an item in the catalog for the discounted amount.

Two different examples of how this could be entered are as follows and will depend on how you prefer to enter the discounted item amount on the estimate.

Note the differences in Purchase/Allocation units.

Example 1:

Example 2:

Once it is created, duplicate the same service on the estimate. This can be done either by manually selecting and adding the same service again or by simply copying the existing service to apply it again.

After duplicating the exact same service, manually drill into each service and rename them as needed. The duplicated service could be called, for example, Discount.

❗ Make sure the ‘Separate Work Ticket’ field is not selected for each of them.

Before:

After:

Final:

For the actual service being performed, you would further add all items necessary. For the “discount” service, you would apply the discount item.

📌 Note: The discount item will go to purchasing but can be manually removed from the purchasing assistant list.

Once printed, the proposal could show as below depending on your layout set up.

Reminder: Only one work ticket will be generated in Aspire to be scheduled for the crew to work on rather than two.

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