Table of Contents
Purpose
Takeoffs represent measurements of a property which your company bases estimates on. Common takeoff measurements include: turf areas, bed areas, sprinkler zones, or tree counts.
Entering takeoffs in Aspire is important because you can offer accurate estimates, order materials in a more effective way, plan your projects with accuracy and be prepared when changes need to occur.
Setting up Takeoffs includes establishing standard takeoffs for your system, creating kits to use with takeoffs, and setting up takeoffs on your properties entered into Aspire.
🧠 If you are have not established your Production Factors, you should hold off on creating kits and using takeoffs. If your company only does one time jobs (work orders), takeoffs might not be for you.
Requirements
✅ In order to create Takeoffs in Administration, you need System Admin permission added to your user role.
✅ To be able to add Takeoffs to Property Records, you would need either Edit My Properties or Edit All Properties added to your user role.
✅To access the Reporting module, you’ll need View Reports added to your user role.
✅ To view the Opportunity Service Report, you would need to have View Drill Down Reports - Opportunity Service Report added to your user role.
Creating Takeoffs
To organize takeoffs, you can divide them into groups. Takeoffs must be set up in Administration before their values can be assigned to your properties.
Setting up Takeoff Groups in Administration
Start by navigating to your Profile Icon and selecting Administration.
Then, select Application. Choose the tab called Lists. Scroll down and click on Takeoff Group.
The Takeoff Group page will appear and you can review existing takeoff group names that have been created, or select New to create a new group.
💡It’s a good idea to keep your Takeoff Groups simple! You will be adding items to these groups, so you have plenty of room for the details!
Creating a new takeoff group is a multi step process; first, you will need to add a Takeoff Group Name. Once the name is added, select Save to create the group.
Saving the group will take you back to the Takeoff Group list. Reselect the newly created Takeoff Group.
Now, you will see the Takeoff Group Name, Sort Order and a Takeoff Items box.
Select the plus sign icon to add items to your Takeoff Group.
Start by entering the Takeoff Item Name. Below we have entered Mower 21".
The Takeoff Group Name is defaulted to the Takeoff Group you are creating the item for.
The Unit Type field allows you to set the unit type for the takeoff.
The Sort field allows you to define the order in which takeoff items appear within their groups on the Property Takeoffs screen when setting up a property.
Show in Lists Checkbox
Using this checkbox allows the takeoff value to be available as a field in search lists like the Opportunity Services search list in Reporting.
Primary Takeoff Checkbox
This checkbox allows you to set your takeoff item as a primary takeoff for properties serviced by your company.
Typically, the primary takeoff for a property is the takeoff that most accurately reflects the overall size of the property's service area.
When you set up the takeoff structure of your company, you should only set one primary takeoff, which will be reflected on the Properties screen for each property. This can be switched at any time.
💡The Primary Takeoff Name and value are also available in the search lists for Opportunities, Properties and Work Tickets.
Once all of your Takeoff Items have been added to your Takeoff Group, select Save to apply your changes.
Applying Takeoffs to Kits
Now that your Takeoff Groups have been created and your Takeoff Items have been added to your groups, you can now assign your takeoff items to your Kits in the Item Catalog, which will be used on your estimates.
🧠Here’s an example!
A kit to provide labor and equipment used to mow with a 21” mower might be assigned the takeoff from above called Turf Areas | Mower 21” .
This takeoff will represent the units (like square feet or acres) that you will measure and record for each property to identify your scope of work required to mow with a 21’’ mower.
Setting Takeoffs on Properties
Before you estimate your client’s opportunities, you can assign your Takeoffs onto your properties! This part will help you when you go to estimate for this property.
Following through with our example, this is where you would set the number of square feet for the takeoff Turf Areas | Mower 21” .
🧠 Setting a value on properties allows you to use the kit tied to the takeoff while you are estimating so you don't have to remember the measurements of the property! They would be tied to the property via the kit with this step!
Navigate to the Properties module and select your property from the property details screen.
Click on the three dot menu and select Takeoffs.
The Property Takeoffs window will appear.
This window is organized by Takeoff Group.
Open your desired Takeoff Group to locate your Takeoff Item.
This is the area where you’d specify your takeoff value for the particular item! Select Save to apply the measurements to the Property Takeoff screen.
Using Kits with Takeoffs on an Estimate
After you have added your Takeoffs to your properties, you can move forward with estimating for your clients job!
Then, when estimating your takeoff measurements are automatically calculated in.
After you add the kit into your estimate, you'll notice the takeoff value you set up under the property three dot menu auto calculates under the QTY column!
Takeoff Reporting
Takeoff data is important to having successful landscaping projects. Regularly reviewing the takeoff-related reporting in your system confirms you maintain accurate estimates, efficient material purchasing, effective project planning, and adaptability to change - all of which are critical to the success of your landscaping business!
To review data on Takeoffs, navigate to the Reporting module. Select Standard Reports and then Opportunity Service in the Sales grouping.
You are able to add display columns on this report for your Takeoff Groups and their Opportunities!
Using the Takeoff Integration with PropertyIntel
Aspire offers a takeoff integration with PropertyIntel, which once enabled, you can add Takeoffs to Properties from the Property Takeoffs screen!
PropertyIntel helps you collect, connect, and visualize essential data you need to bid, win, and service more jobs in less time.
📑To learn more about the PropertyIntel integration for Aspire, read this article.