Overview
The Schedule of Values (SOV) helps you break large, complex projects into manageable billing components on Fixed Price Open Billing work orders. It allows you to create an itemized breakdown of your project's budget so you can invoice your clients in stages as work progresses.
Aspire provides three SOV screens that work together: the Schedule of Values, the Master Schedule of Values, and the Net Schedule of Values. Each one serves a different purpose during the life of your opportunity.
Things to know
The Schedule of Values is only available on work orders with a Fixed Price Open Billing invoice type.
The total value of all SOV line items must equal the agreed-upon estimated amount for the job.
You can't modify any portion of the SOV that has already been invoiced.
Before working with the SOV, review the Creating a Change Order on Work Order Opportunities article.
Requirements
Schedule of Values use is only available for use with Work Orders that have a Fixed Price Open Billing invoice type.
To modify the Master Schedule of Values after an opportunity is won, you need Modify SOV After Opportunity is Won added to your user role.
How it works
The SOV system uses three screens that serve different purposes throughout the life of your opportunity:
Screen | Purpose | When it's available | Editable? |
|---|---|---|---|
Schedule of Values | Itemized list of services for a single estimate or change order | During bidding and after winning | Yes |
Master Schedule of Values | Combines all won SOV screens (original estimate + change orders) into one view | After the opportunity is won | Yes (uninvoiced portions only) |
Net Schedule of Values | Previews all SOV screens regardless of win status | From within any SOV screen | No (read-only) |
The SOV total must always match the estimated amount. If you add, remove, or change line items and the totals don't match, Aspire displays the difference and prevents you from winning the estimate or change order until you resolve it.
Key terms
Term | Definition |
|---|---|
Schedule of Values (SOV) | An itemized budget breakdown for a single estimate or change order on a Fixed Price Open Billing work order. |
Master Schedule of Values | A consolidated view of all won SOV screens for a work order, including change orders. Used to manage the overall project budget and access invoicing. |
Net Schedule of Values | A read-only preview of all SOV screens, including those not yet won. Used to review pending changes before winning a change order. |
Linked to Service | A checkbox on SOV line items that indicates whether the line item is tied to a specific service type from the estimate. |
Schedule of Values preferences in Administration
Your SOV preferences control how line items display and how you enter amounts during invoicing. To review or change these settings, go to your profile icon, select Administration > Configuration > Application and scroll to the Work Orders section.
Note
You can choose to set a Default Division for your Work Orders, which is helpful when you are creating new Opportunities; the division will be preselected for you and your estimators.
Percentage vs. dollar amounts check box
The Default Schedule of Values to Percentage instead of Dollars setting controls how you enter invoice amounts on the SOV.
Turned on (percentage)
The SOV displays percentage fields. Aspire generates one line for each service in the estimate. You generate invoice amounts based on the percentage of work completed.
Turned off (dollar)
The SOV displays dollar amount fields. You generate invoices by entering dollar amounts directly.
Enable Negative Schedule of Values Lines
The Enable Negative Schedule of Values Lines toggle controls how you remove value from the SOV during change orders.
If this toggle is turned on, you can enter negative amounts directly on SOV line items to remove value:
If this radio button here is turned off, to remove value, go to the three-dot menu > Add Negative Schedule of Values. Enter a positive amount that represents the value you want to remove. Aspire applies the reduction to the SOV. Once the amount to be removed is saved, it gets applied to the Schedule of Values.
Schedule of Values Display Grouping Setting
The Schedule of Values Display Grouping setting controls how services are organized on all three SOV screens.
Option | Behavior | Best for |
|---|---|---|
By Estimate Headers | Services appear as separate line items grouped by the group names and service names from your estimate. Each service receives an automatic number. The Linked to Service checkbox isn't enabled. | Large jobs where you group items by location or project phase. |
By Service Type | Services are consolidated by service name regardless of estimate groups. Duplicate services combine into a single line. The Linked to Service Type checkbox is enabled automatically. | Jobs where you want a simplified view organized by service. |
Note
Regardless of which display grouping you choose, you can override group or service names and add new groups when editing your SOV. If you rename duplicate services or select Separate Work Ticket in the Service Details screen, the service appears as its own line on the SOV.
Estimate header example:
Service type example:
Schedule of Values screen
The Schedule of Values screen displays the itemized list of services for a single estimate or change order. This is where you set the line items that appear on your client's Fixed Price Open Billing invoices.
To open the SOV screen, go to the estimate screen, select the three-dot icon > Edit Schedule of Values.
By default, the SOV pulls in line items and values from your estimate or change order. You can override names, add new line items, or adjust quantities and unit prices. Whatever appears on this screen is what Aspire uses when you invoice the opportunity.
Important
The SOV total must match the estimated amount. If you add or change line items and create a difference, Aspire displays the total difference on the screen. You must resolve the difference before you can win the estimate or change order.
You can edit the SOV while your job is in bidding status. There can be multiple SOV screens for a single opportunity as you create change orders.
Refreshing the Schedule of Values
If you add or remove items on your estimate after creating the SOV, you can refresh the SOV to pull in the changes.
Go to the three-dot menu on the estimate screen and select Edit Schedule of Values.
On the SOV screen, select the three-dot menu and select Refresh SOV from Estimate.
A confirmation window appears. Select OK to recreate the SOV with the current estimate amounts.
After the refresh, your new items appear on the SOV and the summary reflects the updated totals.
Master Schedule of Values
The Master Schedule of Values consolidates all won SOV screens, including the original work order and all change orders, into a single view. You can restructure the Master SOV at any time during the life of the opportunity, as long as the line items haven't been invoiced.
The Master SOV becomes available in the three-dot menu of the opportunity details screen after the opportunity is won.
This screen provides columns showing amount invoiced and percent invoiced for each schedule of value line item and group.
Tip:
To view the SOV for the original work order or an individual change order, open the work order or change order and select Edit Schedule of Values from the estimate screen or the three-dot menu.
The Master SOV is also where you access the Invoice Open Billing screen to finalize invoices for this opportunity type.
Capabilities
The Master SOV supports the following actions:
Managing line items
Deleting: Remove items that haven't been invoiced.
Adding: Add new line items as needed.
Renaming: Change item names if they aren't linked to a service or already invoiced.
Moving funds: Shift amounts between items, but only up to the invoiced amount.
Adjusting prices: For items linked to services, you can change the total price. For unlinked items, you can adjust both quantity and price if not yet invoiced, or quantity only if already invoiced.
Managing groups
Creating: Add new groups.
Renaming: Change group names.
Sorting: Arrange groups and items in any order.
Moving items: Shift items between groups.
Deleting: Remove groups that contain no invoiced items.
Note:
Aspire prevents duplicate item names with the same price within a single SOV and prevents duplicate group names.
Exporting and printing
From the three-dot menu on the Master SOV, you can export or print your SOV data:
Export: Downloads the Master SOV as an Excel file.
Print: Opens your browser's print dialog so you can print a copy.
Net Schedule of Values screen
The Net Schedule of Values displays all SOV line items for the work order and its change orders, regardless of whether they're won. You can access it from within any SOV screen.
Use this screen to review pending SOV changes before you win a change order. The Net SOV is read-only. To make edits, go to the individual SOV screen for the estimate or change order you want to update.
Note
Invoicing information isn't available on the Net SOV screen. To invoice your client, go to the Master Schedule of Values screen.
