Opportunity Screen

The Opportunity screen allows you to manage an opportunity within Aspire providing access to the Estimate screen for estimating the customer price. 

Opportunity screen overview

The Opportunity screen can be accessed from the following locations in Aspire:

• From the Opportunities Search List screen by clicking an existing opportunity from the list.
• From the opportunity search list section in the Properties screen, click on an existing opportunity or click at the top of the search list.

Screen Element	Description
Opportunity Name	This should be a brief description of the work that is thorough enough to identify the opportunity when it is displayed on a list without going into a great deal of detail. Developing standard naming conventions for opportunities is recommended.
Sales Rep	Required. Allows you to specify the name of the sales rep responsible for acquiring the opportunity if you have Edit Billing permission. The opportunity will be reflected in the sales scorecard established for the selected employee. Defaults to the property account owner, if one has specified otherwise, defaults to the user creating the opportunity. Click the contact card icon to view the contact side panel if enabled.
Division	Required. Select a division so that dashboard elements and reports that reflect sales by division will include the cost and revenue for the opportunity. If you have the System Admin permission, then the label for this field is displayed as a hyperlink, allowing them to go directly to the Division screen to add divisions and then return to select one.
Ops Manager	This option allows you to specify the operations manager responsible for the property. This information becomes available on work tickets and opportunity search lists. If enabled, click the contact card icon to view the contact side panel.
Due Date	Due date allows you to specify a date they have agreed to provide the proposal to the client.
Anticipated Close Date	The date the client agrees to return the proposal to the sales rep.
Start Date	Contract or work order start date.
End Date	Contract or work order end date. For contracts, this date can be left blank, indicating that the contract is “open-ended. " However, if the Require Contract End Date option has been enabled on the Application Configuration screen's Application tab, the end date is required even for contracts. Requiring contract end dates is considered an Aspire best practice because establishing a new contract each year reduces the complexity introduced by using contract changes to update contract terms over multiple years.
Renewal Date	This field is only available for contract opportunities. Allows you to specify a date around which they expect to renew the contract to create a new contract for the following year. It helps to determine what contracts appear on the Contract Renewal Report. The Contract Renewal Report shows contracts whose start date is in the past and that fulfill any one or more of the following three conditions: The contract does not have an end date The renewal date is not more than 45 days in the past The end date is not more than 45 days in the past
Master Job	This field is only available for contract opportunities. For renewals, show the opportunity number of the opportunity that was renewed to create the renewal opportunity. This field is filled automatically when you choose to Renew for an existing opportunity. If you are manually creating a contract that is a renewal for an existing opportunity, Aspire allows you to manually select the existing contract opportunity that is being renewed from a drop-down.
Branch Override	This field is only available for input if the Opportunity Branch Override checkbox is selected on the Application tab of the Application Configuration screen. Specifying a branch for this field causes Aspire to designate all revenue and expense to that branch instead of the branch to which the property is assigned.
Estimated $	This is the total amount of the estimate. This amount will be filled in automatically when you begin the estimating process.
Create Estimate	Selecting this from the More drop-down menu displays the Estimate screen allowing you to create the price estimate for the opportunity. This icon does not become available on the Opportunity screen until the opportunity has advanced to Bidding status by choosing the Create Estimate option on the Options menu. It will only be available if you have edit access to the opportunity based on the Edit All Opportunities or Edit My Opportunities permissions or have the View Read-Only Estimates permission.
Job Reports drop-down	Hovering the cursor over this displays the Job Reports menu from which various reports can be selected. This icon does not become available until the opportunity has been won.
Property Name	Read-only. Select the link in the property field to view the property side panel. Shows the name of the property where work will be performed. Determined based on the property that was active when you initiated the creation of the opportunity. Provides a hyperlink to the Properties screen, allowing you to view information about the property. If enabled, click the link in this field to view the property side panel.
Takeoff Override	Select a default takeoff integration provider to use at the property level. Currently, the options available are PropertyIntel, Go iLawn, and LandOne. You will only see the providers you have enabled listed in the dropdown menu. You will only see this field under the following conditions: Takeoff Integration is enabled under the Configuration section of the Administration menu.  You have more than one takeoff provided, configured, and enabled in Aspire.
Template	Displays as a hyperlink the name of the opportunity template used to create the opportunity. If no template was used, display the Add Template hyperlink as shown above. While the opportunity is in Bid status, you can click the hyperlink to change its opportunity template. When you do, the Updates dialog above will display, providing two options: Would you like to update the Estimate from the template? – Selecting this option will replace all groups, services, and items in the opportunity estimate with those specified by the newly selected template. Would you like to update the Opportunity Information from the template? – Selecting this option will replace information on the Opportunity screen with the information specified in the newly selected template. Once you click the Save icon in the Updates dialog, Aspire will complete the changing of the opportunity’s template. If an opportunity was copied from another opportunity, the Update dialog box will only list the option to Update the opportunity information from the template. When choosing to add a template to an opportunity that has been copied, the estimate will display estimate services and items from the new template AND services and items that existed on the originally created opportunity.
Status	Displays the status of the opportunity. Until you initiate estimating, this field is displayed as a drop-down list allowing them to select from different pre-bid statuses that they can define on the Admin List Opportunity Status screen. Once they initiate estimating, and until the opportunity is won, this field displays the current opportunity status. Once the opportunity has been won, this field displays the job status. The section, Opportunities, shows the relationship between opportunity and job status.
Audit Info	Hovering the cursor over the Audit Info icon displays status history information for the opportunity, showing the date of each status change and the initials of the user who changed the status. The status of Cancelled shows the date selected to cancel the opportunity. For other statuses, the date the user performed the action is shown.
Lead Source	Allows the sales rep to specify how they received the lead for the opportunity. Provides a list of valid options on the Admin List Lead Source screen. If the opportunity was created based on an item on a Site Audit, then this field instead displays a hyperlink to view the audit.
Probability	Allows the sales rep to enter a subject evaluation of the percent chance that they will win the opportunity. This value becomes applicable on opportunity search lists.
Included in Budget	This checkbox determines if the opportunity is included in the budget forecast report that can be generated for a property from the Client Budget option on the Report menu of the Properties screen.
Sales Type	Allows the sales rep to specify the nature of the sale – typically New Sale or Renewal. The field provides a drop-down list of valid options established on the Admin List Sales Type screen. If you have the System Admin permission, then the label for this field is displayed as a hyperlink allowing them to go directly to the Sales Type screen to add or edit sales types, and then return to select one.
Invoice Type	The invoice type is determined for each contract and work order based on how the customer wants to be billed for the services provided. This field provides a drop-down list allowing you to choose the invoice type for the opportunity until the opportunity has been won. Thereafter, this field is read-only with one exception. Fixed Price on Completion opportunities may change to Fixed Price Open Billing after they have been won. When you make this change to a contract, Aspire automatically creates a Schedule of Values based on the services included in the opportunity estimate. Aspire allows you to specify invoice types for specific services placed on an opportunity that differs from the invoice type.
Invoice Info Icon	Displays the Invoicing Info screen to view and edit information about the invoice if you have Edit Billing permission
Budget $	The budget amount provided by the customer indicates the amount they expect to spend for the proposed work.
Tags	Allows you to add a tag or identifier that helps to identify, locate, or describe the opportunity. The Tags Search List screen establishes and maintains the list of available opportunity tags. If you have the System Admin permission, the label for this field is displayed as a hyperlink, allowing them to go directly to the Tags Search List screen to add or edit tags and then return to select one.
Status Card	Displays the current Opportunity status and corresponding actions. Based on this status, the Opportunity actions will differ. See Opportunity status cards to view more information on Status cards and available actions from the card.
Next Activity	Shows the next activity due for completion and is associated with the opportunity. The activity is displayed as a hyperlink. Clicking the hyperlink displays the activity so that you can update it.
More Activities	Clicking this icon displays a search list of all activities (appointments, issues, emails, tasks, and milestones) associated with the property. Clicking on an item in the returned search list will allow you to edit the selected activity.
New Appointment	Allows you to schedule a new appointment that is associated with the opportunity.
New Task	Allows you to create a new task that is associated with the opportunity.
Attachments	Click the Upload Files button to add an attachment to the opportunity. Clicking on the camera icon will allow you to take and upload a new photo. Attachments are frequently documents or photos that provide additional information about the opportunity. When you click this icon, Aspire displays the Upload Attachment screen. The hyperlink icon shows the number of attachments saved for the opportunity. If there are attachments, clicking the hyperlink will display the Attachments screen providing a list of the existing attachments that can be edited or removed from the opportunity. Note: The SOV will automatically generate as an attachment in this area when you win the work order if you've opted to auto-save the Master Schedule of Values file as an attachment upon winning a work order in your application configuration. For more information, see the Work Orders section of the Configuration Screen article.
Notes Section	The Notes section has sections: Proposal Description 1, Proposal Description 2, Opportunity Invoice Notes, and Estimator Notes. For work orders that have had change orders applied, this section is shown on the Revision screen accessed by drilling into the change order from the Opportunity screen and then choosing the Edit Revision Information option on the Options menu.
Proposal Description 1 and 2	When the company initially sets up Aspire, they have the opportunity to define proposal layouts that can be designed to contain up to two opportunity-specific text blocks. Proposal Description 1 and Proposal Description 2 allow you to provide the formatted text that will be placed in the respective areas of the proposal when they generate or print it. The Proposal Description 1 field is commonly included in Invoices when the opportunity invoice type is Fixed Price on Completion or T&M on Completion. You can work with AspireCare to modify the invoice layouts if requirements differ.
Opportunity Invoice Notes	When the company initially sets up Aspire, it has the opportunity to define invoice layouts that can contain an opportunity-specific text block. Opportunity Invoice Notes on the opportunity allow you to provide the formatted text that will be placed in the designated area of the invoice when you generate or print it.
Estimator Notes	This field allows the sales rep to provide notes identified during the sales process that should be considered when the opportunity is estimated. Unlike the Proposal and Opportunity Invoice Notes fields, this field does not support formatting – only simple text.
Cancel	This field allows you to go to the prior screen without saving changes they have made to the opportunity.
Master Schedule of Values	Master Schedule of Values is only available for won work orders with invoice type of Fixed Price Open Billing. Clicking this icon displays the Master Schedule of Values screen, consolidating the schedule of values defined for the work order and all its change orders.
Save	Clicking this saves any changes you have made to the opportunity and exits from the Opportunity screen.
Options Menu	The options menu is only visible if you can edit opportunities with either the Edit All Opportunities or Edit My Opportunities permission.

Opportunity status cards

Aspire status cards reflect the relationship between opportunity status and job status. The action cards use information from the opportunity stage, status, and job status to provide relevant actions. For more information on opportunity status and stage, see the Opportunity Status and Stage sections in Lists.

Status card titles align with the opportunity's status and may vary based on the custom status names configured in your system. The table below describes the Opportunity status cards and available associated actions. For more information on actions, see the coordinating description from the table in the Opportunity Options Menu article.

Change Order section 

The Change Order section on the Work Order Opportunity page allows you to view, manage, and print change orders associated with a work order. This section provides visibility into the original work order bids, prior won change orders, and the ability to create new change orders. It also enables administrators to modify services in an estimate or add new services, while tracking changes efficiently.

The screen elements are described in the following table:

Print settings modal

The Print button, located above the change order list, is enabled once you select at least one change order using the check boxes. After selecting Print, a modal displays where you can configure print settings, such as adding a cover sheet or adjusting the report layout. The modal also confirms that the document will be printed as a PDF. The following describes the print settings modal options:

• Cover Sheet: Dropdown menu for selecting the cover sheet layout.
• Proposal Details: Dropdown menu for selecting the desired report layout for the printout.
  • The default option will reflect the configuration of Report Layout Default in the Admin settings.
• Footer: Displays the message: This will be printed as a PDF.

Opportunities Work Tickets tab overview

1. A Work Tickets tab exists on the Opportunities details screen so you can easily access and manage work tickets associated with an opportunity. Upon selecting the Work Tickets tab, you will be directed to the Opportunity Work Tickets search list that contains work tickets related to the specific opportunity. 
2. The Bulk Actions menu enables you to manage multiple work tickets efficiently and simultaneously. You can complete, approve, cancel, uncancel, delete As Needed Tickets, and update the Anticipated Start Date of work tickets. 
3. The More Actions menu contains search list actions: Save As, My Default, Reset Advanced Search, Print Screen, Export to Excel (Current View), and Export to Excel(All Fields). 
4. You can use fields in this search list to perform the actions available on most search lists within Aspire - search, filter, display, sort, group, and save curated search lists.
5. Click to select Recurring Schedule to view and update the Job Service Schedule for a work ticket.