Aimsio

Field staff can record hours, equipment and materials on a mobile ticket, attach photos and collect a signature. Office review and approval can precede invoicing. Test required fields, offline behavior and correction rights in the conditions where crews actually work.

The client portal tracks requests to approve documents, including pending, approved, declined and expired states. Buyers should test who receives requests, whether clients need accounts, reminder behavior and how a changed ticket is reapproved.

Performance and Ultimate add job costing and purchasing over the lower plans. Before selecting a tier, follow one representative job from timesheet and material capture through approvals, cost allocation and invoice export; configured rates and later corrections affect the numbers.

For a data handoff, test exports by record type: Aimsio documents CSV for master data, CSV/XLS/PDF on many form pages such as tickets and timesheets, and a Jobs Raw Data option that exports JSON. Form-page exports use the active filters, so an authorized user should compare a representative export with the required fields before planning a migration or audit.

If an approved form is corrected, Aimsio says regenerating its PDF replaces the signature page and the original approval does not carry over. Before billing from a changed record, test who may edit a closed form, how the original request is voided and resent, and which newly approved PDF is retained.

Aimsio’s Flexi-Forms page calls forms “digitized” and refers to submissions, but its FAQ defines Flexi-Forms as static image/PDF documents that crews can view and download, not fill out digitally within Aimsio. For field-entered responses and submission, Aimsio points to Tickets and Timesheets. In a demo, use a fictional inspection form on the intended device to show where a crew member enters, submits, retrieves and corrects answers, and confirm the quoted plan and role permissions.

For Aimsio crews working out of cell range, include the return-to-office sync step in a field-ticket demo. Aimsio says its mobile app can submit tickets, log hours and capture standby time offline, then manually sync when connectivity returns. Use a fictional ticket with hours and a standby entry; after reconnecting, have field and office users check the record and amounts in their expected views before approving or invoicing. Confirm device, role and quoted plan scope. The vendor's general description does not prove that a particular record synced, was approved or reached billing.

To test Aimsio's timesheet-to-ticket billing control, use a fictional approved timesheet line and follow it through a ticket. Aimsio says deleting an entire ticket line can leave that time on Time-to-Ticket, whereas editing its quantity or rate does not; the page's default date range can hide older unbilled items. Have an authorized user widen the date range and compare the Timesheet Reconciliation Report filtered by Charged on Ticket: a line without a Ticket Form No. has not converted to a ticket. Check whether it was already billed by another route before correcting a lingering line, so it is not billed twice. No real timesheet, ticket or invoice was changed here.

Before treating an Aimsio ticket as client-approved, use a fictional two-approver form to choose the intended Client Portal execution order. Aimsio says All in sequence sends requests one at a time and stays Partially Approved until both sign, while Any sends to both and needs only one signature; up to five approvers are supported when the portal is enabled. The sender can set expiry to 1–180 days or never, and an expired request needs a new send. Have authorized staff inspect the selected names, delivery and approval status and deadline, and plan any reminder explicitly rather than assuming one fires automatically. Confirm account enablement and role rights. No real form, request, email or signature was used here.

An Aimsio Client Portal request marked Failed is different from a client's Declined response or an Expired deadline. Aimsio says an undelivered approval email changes to Failed about an hour after the delivery attempt; supported form pages can be filtered by CP Approval Status, and the app warns when another request is addressed to an email that previously failed. For a fictional ticket, ask permitted office staff to show how they check the status and recipient address, then decide on follow-up before treating the form as awaiting client approval. The guide does not prove delivery or a subsequent client response for any request.

Closing an Aimsio job marks it Finished and stops new Tickets, Crew Timesheets, Purchase Orders and Change Orders, while invoices can still be created. The current guide says Close also applies an End Date and ends active Dispatch assignments. Before closing a fictional job, have an authorized office user compare unfinished field forms, assignment dates and an unbilled approved ticket, then preview the Finished list and the documented Re-open action. Confirm role rights and current account settings, and check separately how any later field correction and invoice handoff behave before using Close on live work.

Aimsio assigns every Job a unique number that cannot be edited after creation. Its documented correction path duplicates the Job with a different number, but job-related Tickets and Timesheets do not carry over automatically; the guide separately permits completed Change Orders, Tickets and Purchase Orders to be duplicated under another Job. For a fictional wrong-number or wrong-client job, have an authorized office user compare the original and duplicate's Client, Start Date, Price Book, linked forms and approval or billing records before deciding how to correct it. Reconcile each needed form and retain the original record until the new Job is checked; confirm role rights and handling of forms not named in the guide separately.

Do not treat a Job's Attachments tab as the full file inventory. Aimsio says it shows image and PDF files added to Job-related forms, but excludes files uploaded directly to an Invoice, Job or Non-Recurring Billable item. Job-level files are available while viewing the Job on web or mobile, and invoice PDFs are under the invoice's Attachments button. For a fictional handoff with a form photo, site plan and invoice PDF, ask authorized office and field users to locate each file at its source and check what their actual roles can view or download. If a file is an Internal Attachment, check the form PDF separately: Aimsio says those files do not appear there.

Aimsio says it preserves deleted items for viewing or restoration in most cases, with delete and restore access controlled by account roles. A deleted Job appears under Job Status > Deleted, whereas Ticket, Timesheet and Master Data lists use Deleted List; authorized users can restore from the item action. The billing exception matters: a deleted invoice cannot be restored and must be recreated. For a fictional mistaken deletion, ask an authorized administrator to explain the relevant list, who can perform recovery and the invoice recreation path before staff rely on it. Confirm retention and other exceptions with Aimsio; this recovery route is not a substitute for a separate export or backup.

Aimsio says that changing a Non-Recurring Billable (NRB) after it has been received against a Purchase Order does not adjust the original PO lines. Its guide recommends considering a separate PO adjustment and generating a new PDF to keep PO records accurate. For a fictional quantity or rate correction, ask who compares the received NRB with its PO and checks whether any associated approval or billing record also needs attention before relying on revised totals. Confirm the account's process and permissions with Aimsio; the guide does not establish automatic synchronization between these records.

Where an Aimsio account includes WBS Schedule access, an existing project spreadsheet can be imported as CSV. Aimsio requires Hierarchical Order, Unique Identifier and Parent's Unique Identifier fields, with each child pointing to its parent; mismatches or other errors fail the import. For a fictional two-level job, have an authorized user start from a small detailed export, map any custom columns, then compare phase nesting, codes, planned dates and budget/contract values before migrating real work. Check date and code formatting, the job's WBS financial configuration, permissions and the quoted plan. This check did not import a live schedule.

Before using Aimsio's Update From Timesheets on a ticket that has not gone to the client, compare its billable lines with the original timesheet: Aimsio warns the update resets modified quantities, custom rates and ticket-only rows. Deleting and recreating a ticket also loses prior edits, and reopening depends on permissions. For a fictional ticket with capped hours and a custom rate, ask an authorized user to mark which values need re-entry and who checks them before client approval or invoicing. Treat a refresh as replacement of ticket lines, not a merge that preserves billing edits.

When a customer declines an Aimsio Client Portal approval, the approver must enter a reason; Aimsio says the form becomes Declined and the reason appears in CP Approver Notes. Notes placed on the document are not stored after a decline. For a fictional Ticket, ask permitted office staff where they would retrieve the reason, how they would capture any necessary document markup and who decides whether a corrected version should be sent for signature again. Keep this response separate from a Failed email delivery or an Expired request; confirm account permissions and notification choices before real follow-up.