Implementing Aspire Software can be a game-changer for your company—but like any robust system, there’s a learning curve. Companies often find certain areas more challenging at first, but with the right guidance and processes, these hurdles can quickly become strengths. Here are the most common learning curves we see when clients adopt Aspire.
1. Estimating What It Takes to Perform a Job (Not a Price to the Client)
Everything in Aspire starts with the estimate. A common adjustment for teams is shifting their mindset from “estimating a price for the client” to “estimating the resources it takes to complete the job.” This includes:
- Labor
- Materials
- Subcontractors
- Equipment
- “Other” costs (debris disposal, permits, etc.)
Once resources are accurately estimated, markups can be applied to determine the final price for the client. Estimating properly ensures better control over profitability and accuracy across projects.
2. Estimating With Production Rates
While not required, using production rate data (kits) for estimates is best practice. This can be a significant shift for companies accustomed to “eyeballing” estimates. Production rate-backed data helps answer questions like: “How many hours or materials are needed per 1,000 sq. ft.?” Estimating with production rates leads to more predictable job costs and better scheduling accuracy.
3. Job Costing Correctly
Aspire’s power comes from accurate job costing. To get it right:
- Teams must clock in and out of work tickets precisely.
- Non-labor costs should be tracked through the Purchasing function.
Proper job costing allows you to see exactly where money and resources are being spent—and where improvements can be made.
4. Scheduling Work Tickets
In Aspire, scheduling is key:
- Each work ticket (task) must be scheduled for the team to clock in and out.
- Companies transitioning from reactive scheduling may find this approach challenging.
Scheduling also impacts how you structure your work orders: you can break projects into multiple tasks for more granular tracking or lump them together to simplify time tracking.
5. Purchasing and Receiving
A well-oiled Aspire system requires timely purchasing:
- Create purchase receipts based on your estimates before purchases are made.
- Mark items “received” within 24 hours of purchase to ensure costs hit the correct jobs.
This step ensures your financials are always accurate and up to date.
Embracing Process Changes
Implementing Aspire often means that some existing processes within your company will be redefined to fit the software. It’s important to approach this with an open mind. Many of the “hiccups” or adjustments you experience aren’t about doing something wrong—they’re about adapting to best practices built into the system.
We often hear clients say they’re “unique,” and while that’s true to some degree, Aspire is designed with proven processes that maximize efficiency and accuracy. Companies that embrace these processes—even if they differ from what you’re used to—often see the quickest wins and the greatest long-term success. With the right approach, the learning curves become opportunities to improve how your company operates.