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Proposal and Invoice Layouts Mapping for Work Orders
Proposal and Invoice Layouts Mapping for Work Orders

When making edits to the default layouts, it's important to learn where the information on your work order proposal or invoice comes from!

Aspire Software avatar
Written by Aspire Software
Updated over a week ago

Purpose

In sending your layouts to our Technical Services team, it's important to understand where certain fields on your layouts come from. Below, we show what information shows on a work order proposal and invoice and where in the Aspire system it comes from.
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Table of Contents


Work Order Proposal with Item Detail (Style #2)

📌 Note: This is a Fixed Price Per Service Work Order proposal

A. Company Logo: Administration ➡️ Configuration ➡️ Company subsection
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B. Work Order Opportunity Name: Opportunities ➡️ Select the Opportunity
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C. Customer Contact Information: The Primary Contact's name, company, primary address lines 1 and 2, city, state, and zip code

D. Property Information: Properties ➡️ Select the Property ➡️ Click Three Dot Menu ➡️ Select Edit Property
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E. Proposal Description 1: Opportunities ➡️ Select the Opportunity
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F. Group Name (See G for Service Name): Opportunities ➡️ Select the Opportunity ➡️ Click the Estimate tab

G. Service Display Name, Service Description, Items: Opportunities ➡️ Select the Opportunity ➡️ Click the Estimate tab ➡️ Click the Service
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H. Optional Service Name: Like regular services, go to Opportunities ➡️ Select the Opportunity ➡️ Click the Estimate tab ➡️ Click the Optional Service
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I. Payment Schedule: Opportunities ➡️ Select the Opportunity ➡️ Click the Estimate tab ➡️ Click the three dot menu ➡️ Select Payment Schedule
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J. Terms & Conditions (Proposal Description 2): Opportunities ➡️ Select the Opportunity ➡️ Click Proposal Description 2
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K. Sales Rep: Opportunities ➡️ Select the Opportunity

L. Your Company's Name And Footer Information: Administration ➡️ Configuration ➡️ Company subsection


Word Order Invoice (Style #2)

📌 Note: This is a Fixed Price On Completion Work Order invoice
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A. Logo and Company Address: Administration ➡️ Configuration ➡️ Company subsection

B. PO #: Select Opportunities ➡️ Select Opportunity ➡️ Click Invoice Type Icon ➡️ Enter PO# ➡️ Click Save

C. Bill To Contact Information (Known as the Billing Contact on the Property): Go to Contacts module ➡️ Click Contact ➡️ Edit the Contact ➡️ Click Save
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D. Property Address Information: Properties ➡️ Select the Property ➡️ Click Three Dot Menu ➡️ Select Edit Property
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E. Contract Opportunity Name and Proposal Description 1: Opportunities ➡️ Select the Opportunity
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F. Opportunity Invoice Notes: To add Opportunity Invoice Notes, go to the Opportunity module ➡️ Click on the Opportunity ➡️ Select Opportunity Invoice Notes and enter the invoice note

G. Service Display Name: Opportunities ➡️ Select the Opportunity ➡️ Click the Estimate tab ➡️ Click the Service
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H. Invoice Notes: Go to the Invoicing module ➡️ Click Invoices tab ➡️ Click Invoice in Draft status ➡️ Enter Invoice notes (Can also change Billing Contact from here)

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