Aspire Integrations with Your Accounting System

With MindCloud, Aspire connects to accounting and ERP systems such as NetSuite, Sage Intacct, Acumatica, Microsoft Business Central and QuickBooks Online, to payroll systems such as ADP and Paylocity, and to CRMs such as HubSpot. Our in-house team builds and runs each integration, so invoices, payments, vendor bills, timesheets and contacts move between Aspire and your other systems without rekeying.

MindCloud is an Aspire recommended integration partner. We scope, build, launch and support your Aspire integration, and our 10-person operations team watches it after launch.

Tell us which accounting, payroll or CRM system you want Aspire connected to.

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Why landscaping companies connect Aspire to their accounting system

Aspire runs the operation: estimates, scheduling, work tickets, crew time and invoicing. Finance closes the books somewhere else, usually in NetSuite, Sage Intacct, Acumatica, Business Central or QuickBooks Online. When the two systems don't share data, someone rekeys invoices, purchase receipts and time sheets from one into the other, and month-end turns into reconciling two sets of numbers that should have matched in the first place.

More branches make this harder. Each branch adds crews, vendors and invoices, often booked to its own entity, location or department, so the rekeying grows with the business and the reconciliation gets longer every time a branch opens.

An Aspire accounting integration takes the rekeying out. Records created in Aspire reach the ledger in the right place, payments recorded in accounting show up in Aspire, and the controller and the operations team work from the same numbers.

We'll map out which Aspire records should move to your accounting system. Get a free integration consultation

What an Aspire accounting integration syncs

These are the records an Aspire integration typically moves, with the Aspire record first and the direction it travels:

• Company ↔ Customer (both ways)

• Invoice → Invoice

• Payment ↔ Payment (both ways)

• Purchase Receipt → Vendor Bill

• Purchase Credit → Vendor Credit

• Vendor ↔ Vendor (both ways)

• Employee ↔ Employee (HR and payroll, both ways)

• Time Sheet → Time Sheet (payroll)

• Property, Opportunity and Contact ↔ Contact, Deal and Contact (CRM, both ways)

Customers, invoices and payments

When a company is created or updated in Aspire, it becomes a customer in your accounting system, and changes made on either side carry over. Invoices raised in Aspire are created in the ledger, so revenue is recorded without anyone typing it in again. Payments sync both ways, which means a payment recorded in accounting shows against the invoice in Aspire and the open balance is the same in both systems.

Purchase receipts become vendor bills and credits

When materials are received in Aspire, the purchase receipt becomes a vendor bill in your accounting system, and a purchase credit becomes a vendor credit. Vendors sync in both directions, so a new supplier set up in one system is available in the other. Job costs reach the general ledger without anyone keying the bill twice, and the costs your operations team sees in Aspire match the costs finance sees in the books.

Invoice taxes

Landscaping companies working across several cities, counties or states charge tax in more than one jurisdiction. MindCloud maps each Aspire tax jurisdiction to the matching tax code in your ledger, so every invoice reaches accounting with the right tax and the tax owed in the books matches what was billed.

Time sheets and pay codes go to payroll

Employee records sync between Aspire and your HR or payroll system, and time sheets from Aspire go to payroll systems such as ADP and Paylocity with their pay codes, so hours worked in the field become hours paid without anyone retyping them. Our guide to Aspire payroll integrations covers this in more detail.

What you need to decide

• Which records move between Aspire and your other systems.

• Which direction each record travels.

• How often records sync.

• How your branches map to entities, locations or departments in your ledger.

Aspire's built-in accounting integration or a managed integration

Aspire includes its own accounting integration. In Aspire's own words:

"Yes, Aspire's business landscape management software integrates with QuickBooks/QuickBooks Online, and Acumatica, another commonly used software in the landscape industry. API integrations with other accounting systems are also available to enterprise-level clients. The platform pushes limited data such as vendor invoice information, A/R deposits, and end-of-month P&L data for every division to your accounting system instead of performing a two-way sync. This eliminates syncing errors and ensures your reporting is accurate and reliable."

Aspire's built-in integration fits companies on the systems it lists that want that data sent to accounting. A managed integration fits companies on other systems, such as NetSuite, Sage Intacct or Business Central, and companies that want more records synced or records moving in both directions. It also fits companies that want payroll or a CRM connected to Aspire, or a team to build and run the integration for them.

Aspire integrations by accounting system

Aspire NetSuite integration

Customers, invoices, payments, vendors and vendor bills sync between Aspire and NetSuite, with each branch booked to the right subsidiary, location or department. See the Aspire–NetSuite integration and our guide to Aspire NetSuite workflow automation.

Aspire Sage Intacct integration

Invoices and payments from Aspire reach Sage Intacct, and purchase receipts become vendor bills booked to the right entity and department, so revenue and job costs land in the ledger without double entry. See the Aspire–Sage Intacct integration and our Sage Intacct integration services.

Aspire Acumatica integration

Acumatica is on Aspire's own integration list. A managed Aspire–Acumatica integration fits when you want more records, both directions, or a team to build and run it. See the Aspire–Acumatica integration.

Aspire Business Central integration

For companies on Microsoft Business Central, customers, invoices, payments and vendor bills move from Aspire to the ledger without rekeying. See the Aspire–Business Central integration.

Aspire QuickBooks Online integration

MindCloud builds Aspire integrations with QuickBooks Online, so customers, invoices, payments and vendor bills reach the books without anyone typing them in twice. See the Aspire–QuickBooks Online integration.

Four Aspire workflow examples for landscaping companies

1. ServiceChannel work requests become Aspire opportunities

Trigger: A new work request arrives in ServiceChannel.

Workflow: The integration creates an opportunity in Aspire from the request.

Benefit: Work requests reach your team in Aspire without anyone copying them over.

2. Aspire invoices go to NetSuite

Trigger: A new invoice is created in Aspire.

Workflow: The integration sends the invoice and customer data to NetSuite.

Benefit: Finance sees every invoice in NetSuite without retyping it.

3. Proposify proposals become Aspire opportunities

Trigger: A new proposal is created in Proposify.

Workflow: The integration creates an opportunity in Aspire, and the opportunity updates with changes like pricing or status.

Benefit: Sales and operations work from the same proposal, with no copying between systems.

4. HubSpot contacts and deals sync with Aspire

Trigger: A new contact or deal is created in HubSpot.

Workflow: Customer data syncs between HubSpot and Aspire.

Benefit: Sales and operations see the same customer details in both systems.

Want one of these workflows? Tell us your systems and we'll scope it. Get a free integration consultation

Example: how Prestonwood Landscape Services rebuilt its integrations

Prestonwood Landscape Services already had API workflows that another provider had built, and asked MindCloud to convert and refine them rather than start again.

"They were able to review all our existing documentation and build the majority of the flows without additional meetings, so we didn't have to start from scratch again."

Director of Irrigation Services, Prestonwood Landscape Services

Read more in How Landscaping & Trades Companies Are Automating Operations with MindCloud.

Aspire and HubSpot: keeping sales and operations in step

Sales teams often work in HubSpot while operations runs in Aspire. With an Aspire–HubSpot integration, opportunities and contacts created in HubSpot become Aspire records and updates flow back, so a salesperson can see where a job stands without asking the office. Kingstowne Lawn & Landscape connected HubSpot and Aspire with MindCloud:

"Every time, I tell them: don't even toy around with everybody else — just go straight to MindCloud. They've got it. They know what they're doing."

Joshua Gwilliam, Kingstowne Lawn & Landscape

How MindCloud builds and runs your Aspire integration

With Full Service, our team scopes, builds, launches and supports your Aspire integration. Our in-house team builds it on our own platform, and nothing is handed off to a third party. After launch, our operations team monitors every integration, with retry logic and proactive alerting on every production flow, so a failed sync is caught and fixed rather than discovered at month-end.

When you're ready to connect more systems, we work from a catalog of 3,400+ apps and 76,000+ actions. Browse all Aspire integrations, read more about managed Aspire integrations, or see our official partnership with Aspire, a ServiceTitan company. For dashboards on your Aspire data, see Cirra Analytics for Aspire.

Before you start: 6 questions

1. Which accounting system is the book of record, and which records go to it?

2. Which direction does each record travel, and how often?

3. How do your branches map to entities, locations or departments?

4. Which tax jurisdictions and GL accounts does each service map to?

5. Do time sheets go to payroll, and which pay codes do they use?

6. Who approves the mapping, and who gets the alert if something fails?

Frequently asked questions about Aspire integrations

What software integrates with Aspire?

With MindCloud, Aspire connects to accounting and ERP systems such as NetSuite, Sage Intacct, Acumatica, Business Central and QuickBooks Online, to payroll systems such as ADP and Paylocity, and to CRMs such as HubSpot. A common first project sends invoices, payments and vendor bills to accounting.

Does Aspire integrate with QuickBooks?

Yes. Aspire's own integration works with "QuickBooks/QuickBooks Online", in Aspire's words. MindCloud also builds Aspire–QuickBooks Online integrations.

Can Aspire integrate with Sage Intacct, NetSuite or Acumatica?

Yes. Customers, invoices, payments and vendors sync, and purchase receipts become vendor bills, so revenue and costs reach the general ledger without double entry.

Can Aspire send timesheets to payroll?

Yes. Employee records and time sheets go from Aspire to payroll systems such as ADP and Paylocity, with no rekeying.

Do we need a developer to integrate Aspire?

No. With Full Service, our team scopes, builds, launches and supports the integration, and our operations team monitors it after launch.

We already have an Aspire integration that keeps failing. Do we start over?

Not necessarily: Prestonwood Landscape Services asked us to convert and refine the workflows another provider built, and we did it without starting from scratch.

How long does an Aspire integration take?

It depends on your systems and the records you want to sync. We agree the timeline with you during scoping.

How is our data kept secure?

Our security practices are published in the MindCloud Trust Center, linked at the bottom of every page.

Our in-house team builds, runs and supports your Aspire integration. Get a free integration consultation