Overview
Use this checklist when your snow season ends to wrap up tickets, billing, and setup before green season takes over. Each item links to the article that walks you through it. Work through the sections in order: you'll want every ticket reviewed and every subcontractor expense generated before you complete seasonal tickets and close out billing.
Closing out the season cleanly keeps last winter's work out of next winter's lists and gives you accurate numbers to price your next round of contracts.
Note: To complete or uncomplete work tickets, you need the Complete Work Ticket permission. To generate seasonal subcontractor expenses, you need the Trigger Auto Expense Creation permission.
1. Work tickets
Last storm cleaned up. Run your post-storm cleanup one last time: run the As Needed Exceptions report, check open tickets for stray costs, delete As Needed tickets with no costs, and complete the tickets that are ready to bill. For more information, visit Snow Operations Playbook.
Pending Approval cleared. Review and approve every Per Service and T&M ticket still waiting in Pending Approval. If a ticket needs a different depth range, swap the service before it's invoiced. For more information, visit Reviewing Snow Work Tickets Pending Approval.
Seasonal subcontractor expenses generated. Before you complete seasonal tickets, select Bulk Actions > Trigger Auto Expense Creation in the Work Tickets module with a date that covers your last storm. Completing a seasonal ticket doesn't generate expenses, and triggering again doesn't create duplicates. For more information, visit Paying Snow Subcontractors.
Subcontractors paid. In the Purchasing Assistant, create purchase receipts for the last subcontractor expenses, then receive and approve them. For more information, visit Paying Snow Subcontractors.
Seasonal tickets completed. Crews and subcontractors can't complete Multi-visit tickets, so someone in the office completes each seasonal ticket from the work ticket or in Time Entry. If you use one ticket per month, complete the last month's ticket. For more information, visit Understanding Multi-Visit Snow Services.
Every ticket with costs invoiced. Review your T&M, Per Service, and all-event lists one more time to confirm nothing with time, equipment, or materials was left unbilled. For more information, visit Building Snow Lists.
Important: If your company uses Earned Revenue, completing a seasonal ticket earns all of its remaining revenue. Complete it when the season is over, not before. If a seasonal ticket was completed early, uncomplete it so it can take visits from later storms. For more information, visit Structuring Snow Opportunities.
2. Billing and revenue
Payment schedules fully invoiced. For each seasonal (Fixed Payment) contract, check that every month on the payment schedule has been invoiced.
Capped contracts billed correctly. Compare the visits used on each capped seasonal service with its visit limit, and confirm visits past the cap were billed on the linked T&M service. For more information, visit Estimating Snow Contracts.
Outstanding balances followed up. Send any remaining invoices and follow up on unpaid balances before customers move on to green season.
Revenue variance reviewed. After you close the month, review the Revenue Over Under report to compare invoiced and earned revenue on your seasonal contracts.
3. Routes, Snow Mode, and subcontractors
Snow routes deactivated. Deactivate your snow routes so they don't clutter the Schedule Board. Inactive routes don't show in Aspire Mobile, so crews and subcontractors can't find snow work. Their setup stays in place, so you can activate them again next season. For more information, visit Setting Up Snow Routes.
Subcontractor user accounts checked. Subcontractors can still log in to Aspire Mobile after you deactivate their routes, but they only see routes and services they have access to. If you restrict route visibility, clear View all Routes in Mobile for subcontractor users, or inactivate their user accounts. You can activate them again next season.
Snow Mode turned off. Turn off Snow Mode for your company in Administration > Configuration, on the Application tab, so crews see all routes, services, and items again. For more information, visit Turning On Snow Mode.
4. Review and next season
Season reviewed. Review margins and estimated versus actual hours and costs on your seasonal and Per Service contracts, grouped by property, to see which sites ran over and which pricing needs to change. For T&M contracts, confirm your rates and margins. For more information, visit Recommended Reports for Snow.
Contracts renewed. Renew contracts for next season, or copy them or build new ones from your template with the new season's dates and name. Contracts that run longer than 12 months can't be renewed in bulk. For more information, visit Structuring Snow Opportunities.
Tip: Talk with customers about renewals while the season is fresh, especially after a heavy winter or strong service. When the next season gets close, work through the Snow Season Readiness Checklist.