How Does the Aspire Integration Work with Protiv?

Aspire provides the operational data. Protiv uses that information together with your Incentive Program settings to determine:

• Which work is eligible for a bonus
• How performance is measured
• How ProPays are created or grouped
• How bonuses are distributed
• When ProPays can be reviewed and approved

How the integration works from start to finish

The general process is:

1. Your Aspire account is connected to Protiv.
2. Protiv imports eligible Aspire records.
3. Related Aspire Opportunities are organized into jobs.
4. Aspire Work Tickets appear as milestones under those jobs.
5. Employee time, labor cost, budgets, routes, visits, and materials are connected to the correct milestone.
6. Protiv applies your Incentive Program settings.
7. Eligible milestones may become individual ProPays, Group ProPays, or ProPhases.
8. An authorized user reviews and approves the ProPay in Protiv.

How Aspire records translate into Protiv 

Aspire and Protiv use different terminology. The table below explains how the main records relate to one another.

Aspire	Protiv	What it means
Contact	Team member	An employee or subcontractor imported into Protiv.
Branch	Branch	The company branch associated with the employee or job.
Division	Division	The type or department of work, such as Maintenance or Enhancements.
Property	Property or job location	The customer site where the work is performed.
Opportunity	Part of a Protiv job	Related Opportunities are grouped together using the Opportunity Number.
Work Ticket	Milestone	A specific scope, service, phase, or visit under the job.
Work Ticket Time	Milestone time	Labor recorded against a Work Ticket.
Route	Route	The route or crew assignment associated with the work.
Work Ticket Visit	Scheduled visit	A scheduled recurring or route-based visit.
Clock Time	General employee time	Shift or non-job-specific time.
Work Ticket Item	Milestone item	A material or equipment item connected to the Work Ticket.
Item Allocation	Material allocation	Actual material usage associated with the Work Ticket.
Service	Service	The type of service connected to the Work Ticket.

How Aspire Opportunities become jobs

Aspire does not send one single Job record directly into Protiv.

Instead, Aspire may have one or more Opportunities that share the same Opportunity Number. Protiv groups those related Opportunities into one job.

The resulting Protiv job may include:

• Job name or description
• Opportunity Number
• Branch
• Division
• Property
• Operations manager
• Contract price
• Purchase order number
• Start date
• End date
• Completion date
• Job status

Example: Aspire may contain multiple Opportunities for different services under Opportunity Number 12345.

How Work Tickets become milestones

Each Aspire Work Ticket becomes a milestone under the corresponding Protiv job.

A Work Ticket may represent:

• A specific service
• A phase of a project
• A recurring visit
• A section of work
• A separate unit of production

What information syncs from Aspire to Protiv?

Employees and subcontractors

Aspire employees and subcontractors may be imported into the People section in Protiv.

Information may include:

• Name, Email, Phone number, Active or inactive status, Aspire employee identifier

Branches

Aspire branches become branches in Protiv.

Branches can be used to:

• Organize employees
• Organize jobs
• Filter reports
• Apply Incentive Program eligibility
• Assign managers or approvers

Divisions

Aspire divisions become divisions in Protiv.

Divisions are commonly used to separate different types of work, such as:

• Maintenance
• Enhancements
• Construction
• Irrigation
• Snow
• Fertilization

Routes

Aspire routes become routes in Protiv. Routes remain separate from divisions.

A route may include:

• Route name
• Branch
• Crew lead
• Status

Routes may be used to organize recurring work and may also be part of the Group ProPay setup, depending on your company’s configuration.

Properties and job locations

Aspire Properties become job locations in Protiv.

Property information may include:

• Property name
• Address
• City
• State
• ZIP code
• Geographic coordinates

The property helps identify where the work is being performed.

Services

Aspire Services become services in Protiv.

The service identifies the type of work connected to a Work Ticket, such as:

• Mowing
• Mulching
• Installation
• Irrigation repair
• Cleanup
• Snow service

Services can help organize milestones and may also be used in eligibility or grouping rules.

Scheduled visits

Aspire Work Ticket Visits become scheduled visits in Protiv.

A scheduled visit may include:

• Work Ticket
• Route
• Scheduled date
• Scheduled start time
• Scheduled end time
• Visit status

Scheduled visits show when the work was planned. They should not be confused with actual labor time. A visit can be scheduled even when no actual hours.

Labor time

Aspire Work Ticket Time becomes actual labor on the related milestone.

The time record may include:

• Employee
• Work Ticket
• Route
• Work date
• Start time
• End time
• Total hours
• Billable status
• Description
• Labor rate

For time to affect a specific ProPay, it must be recorded against the correct Aspire Work Ticket.

Work Ticket Time versus Clock Time

Aspire uses different types of time records:

Work Ticket Time is connected to a specific Work Ticket. It becomes actual labor on the related milestone.

Clock Time represents general shift or employee time. It may include time that is not assigned to a specific Work Ticket.

General Clock Time does not automatically become labor on a specific ProPay unless it is properly connected or allocated.

How drive time works

Aspire identifies drive time using its Distributed Time classification.

When Aspire sends that time to Protiv:

• The time remains connected to the employee.
• The time remains associated with the related Work Ticket.
• Protiv recognizes it as drive time.
• Your Incentive Program setting determines whether it affects the ProPay calculation.

Include drive time

When drive time is included:

• Drive-time hours count toward the job’s actual labor hours.
• The associated labor cost counts toward the job’s actual labor cost.
• Drive time can affect job efficiency and the available bonus.

Exclude drive time

When drive time is excluded:

• Protiv removes the drive-time hours from the ProPay performance calculation.
• Protiv also excludes the related labor cost from the job performance calculation.
• The employee may still be paid for those hours.

How budgets work

Protiv can import several budget and cost values from Aspire, including:

• Estimated hours
• Budgeted labor cost
• Contract price
• Actual labor cost
• Actual total cost

Your company may measure performance using:

• Estimated labor hours
• Labor budget
• Contract price
• Another supported metric

How wages and labor rates work

Protiv calculates labor cost using the employee rate that applies to the date the work was performed.

Depending on your account setup, the rate may come from:

1. Wage history maintained directly in Protiv
2. The labor rate included with the Aspire Work Ticket Time entry
3. The employee’s most recent known Aspire rate when the current Aspire rate is temporarily unavailable

Wage changes and effective dates

When entering a raise or wage adjustment in Protiv, use the correct effective date.

For example:

• Employee earns $20 per hour through June 30.
• Employee receives a raise to $22 per hour effective July 1.

Work completed before July 1 should continue using the previous rate. Work completed on or after July 1 should use the new rate.

Changing only the employee’s current wage may not correct older work.

Burden and overtime

Labor burden and overtime may depend on your account configuration and payroll process.

Before approving your first ProPays, confirm:

• Whether Aspire labor costs already include burden
• Whether Protiv applies an additional burden - Settings > Incentive program > Bugdet Setup
• Whether the labor budget includes burden
• Where overtime rates are calculated - Settings > Payroll, time & compliance > Payroll Schedule
  
  

How Work Ticket statuses appear in Protiv

Protiv follows the status recorded on the Aspire Work Ticket.

Aspire Work Ticket status	Protiv milestone status
Open	Pending
Scheduled	Scheduled
Pending Approval	In Review
Complete	Completed
Canceled	Canceled

Keeping Work Ticket statuses current helps Protiv accurately show the stage of the work.

What creates a ProPay?

An Aspire Work Ticket first becomes a milestone in Protiv.

The milestone must then meet your Incentive Program requirements before it can become part of a ProPay.

Eligibility may depend on:

• Division
• Branch
• Service
• Work Ticket status
• Work date
• Incentive Program launch date
• Employee eligibility
• Budget availability
• Job type
• Grouping rules
• Exclusions
• Disqualifiers or penalties
• ProPhase eligibility

Aspire provides the work data. Protiv determines whether and how that work becomes a ProPay.

Why a milestone may not create a ProPay

A Work Ticket may appear in Protiv without creating a ProPay when:

• Its division is not incentivized.
• The work falls outside the Incentive Program date range.
• No eligible employees have hours on the Work Ticket.
• Required budget information is missing.
• The milestone is excluded.
• The Work Ticket is not in an eligible status.
• The job or service is not included in the program.
• The milestone is waiting to be grouped with other work.

Individual ProPays, Group ProPays, and ProPhases

Individual ProPays

An eligible milestone may become its own ProPay.

This is useful when the Work Ticket represents a specific scope of work that should be reviewed separately.

Group ProPays

Eligible milestones may be combined into a Group ProPay according to your company’s grouping settings.

This is commonly used for recurring or route-based work where several Work Tickets should be reviewed together.

Grouping may depend on:

• Route
• Crew
• Division
• Work period
• Pay period
• Job type

A Work Ticket being imported from Aspire does not by itself determine how it will be grouped.

ProPhases

Eligible milestones on qualifying non-recurring jobs may be used as ProPhases.

This allows a larger project to be reviewed and paid in stages.

For example, a construction job may contain Work Tickets for:

• Preparation
• Installation
• Cleanup

Each eligible phase may have its own:

• Budget
• Actual labor
• Progress
• Performance result
• Bonus calculation

What happens when Aspire information changes?

Protiv continues checking Aspire for new and updated records.

Changes to the following may update the corresponding information in Protiv:

• Opportunities
• Work Tickets
• Work Ticket status
• Labor hours
• Labor rates
• Estimated hours
• Labor budgets
• Actual labor cost
• Routes
• Visits
• Materials
• Employee records
• Drive-time classification

How long does syncing take?

Protiv synchronizes with Aspire automatically on a recurring basis, every two hours.

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Frequently asked questions

Does every Aspire Work Ticket create a ProPay?

No. Every imported Work Ticket becomes a milestone, but it must meet your Incentive Program rules before it becomes part of a ProPay.

Does completing a Work Ticket automatically pay a bonus?

No. Completion updates the milestone status, but the eligible ProPay must still be reviewed and approved in Protiv.

Do Aspire routes become Protiv divisions?

No. Routes remain routes, and divisions remain divisions.

Should hours be corrected in Aspire or Protiv?

Correct Aspire-sourced hours in Aspire so both systems remain aligned.

Does Aspire drive time sync to Protiv?

Yes. Aspire time marked as Distributed Time is imported as drive time.

Does drive time affect the bonus?

It depends on your settings. Included drive time affects actual hours and labor cost. Excluded drive time is removed from the ProPay performance calculation.

Is excluded drive time removed from payroll?

No. Excluding drive time from a ProPay calculation does not mean the employee is unpaid.

Where do labor rates come from?

Depending on your configuration, the rate may come from Protiv wage history, the Aspire time entry, or a temporary previously known Aspire rate.

Can Aspire changes affect a ProPay?

Yes. New or corrected Aspire information may affect open or unapproved ProPays. Changes made after approval may require a separate correction.

Can recurring maintenance work be grouped?

Yes. Eligible recurring milestones may be combined into Group ProPays according to your Protiv grouping settings.

Can long construction jobs be paid in phases?

Yes. Qualifying non-recurring jobs may use ProPhases when the feature is configured.

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