What we’ve shipped
The major milestones since the rebuild began in March 2026 — a ground-up rebuild of the platform we’ve run since early 2025. Curious what’s coming? See the roadmap
Pay runs and contractor bills
Pay rules set who is paid from an agreement, a project or a deal, and pay runs work out each payday: salary, hourly pay, shares of agreements, commissions and reimbursements, with the working shown on every line. Someone checks and approves, then statements, a payroll provider file and contractor bills in QuickBooks or Xero follow. Pay runs prepare the paperwork and never move money or withhold tax; an organization turns them on under HR settings.
Project templates, a portfolio view and the task side panel
Templates are now built like projects, with roles, a team and tasks on Day N, and start new projects with real dates and people. The projects list doubles as a portfolio (phase, hours burn, next milestone), projects list the client's stakeholders with their roles, and every task opens in a side panel you can drag wider instead of a pop-up.
One automation engine, and custom fields in more places
The same rules now run tickets, deals, projects, tasks and time: an hours budget reached, a project gone quiet, a won deal that starts a project from a template, a prepaid block at an alert level, even HubSpot steps. Custom fields now show on deals, tasks and lists, in automations, in import and export, and in the client portal.
Billable time rules, agreement services and prepaid hours
A kind of work now decides how an hour bills, agreements can be priced from the services the client bought, and time covered by a retainer is never invoiced by the hour. Prepaid hours blocks sit on a client PO with a roster, alerts and a view for the client in the portal.
Reports you can send
Schedule a dashboard as a PDF, an Excel workbook or a CSV, from daily to quarterly, over a period you choose and compared with the last one; each email carries the headline numbers. There is also a Company health report, a Client health review for each client, and a help page, How AspirePro calculates its numbers, that explains why two figures can differ.
Security and AI controls
Pro Card secret fields (passwords, keys) are encrypted, never sent to the browser, and every reveal is logged. Administrators can switch AspirePro's AI and outside AI apps off for the whole organization, error reports no longer carry record content, and purging an organization now deletes its files.
Time and approvals
Time is logged in each person's own time zone, and approval is now optional per organization or per client: invoice any logged time, or only approved time. Managers can run anyone's timesheet, and Finance → Time entries shows every entry by stage with what is ready to invoice.
Invoicing control and recurring billing
Invoice from the ticket or project you are on with Quick invoice, send now or schedule it for later through AspirePro, QuickBooks, Stripe or Xero, and let clients pay by card or bank transfer with Pay now. Recurring invoices can run from AspirePro or from QuickBooks, Xero or Stripe, agreements can be paid in installments, and invoices written in Xero come into AspirePro.
Calendars that sync between each other
Sync groups copy events between your calendars, one way or both, with each event shown once on the AspirePro calendar. Connect Apple iCloud and other CalDAV accounts, Outlook calendars shared with you and read-only calendar links; meetings can log onto contacts and companies.
Ticket email, rebuilt for trust, and website forms
Ticket replies land in the right place and nothing an email carries is dropped silently; Google mailboxes are send-only, and a Gmail support address reaches a board by forwarding. WordPress forms from Gravity Forms, Contact Form 7 and WPForms now arrive as contacts with their company and source, connected with a one-time code.
One AI connector for every organization
Claude and ChatGPT connect to a single address, mcp.aspirepro.io/mcp, and work as the person who signs in. The connector offers hundreds of actions, and permissions are re-checked on every call.
Passkeys, a phone-friendly app and plain business English
Sign in with Face ID, Touch ID, Windows Hello or a security key. Lists become cards on phones, the email composer goes full screen, and the app now uses one name for each thing, in plain business English. The module for deals and pipelines is now called Sales.
Profitability explains every figure
Return on time is the headline, with Efficiency (labor invoiced against what the hours were worth at your bill rates), which needs no cost rates, a setup card that walks you through what is missing, pass-through revenue left out of Efficiency, and contractor labor counted as team cost. Every figure says how it was worked out.
Outbound calling & email: the block is one screen
An outbound list now opens on a workbench built to be worked from. Five tabs a rep reads at a glance — Today (scheduled for today), Overdue (what slipped), Upcoming, Unscheduled (people with no next step, never-touched first) and All open — with counts that add up, a filter and sort on each tab, and keyboard keys to move, log and select. Pick a row and the person is beside the list: every number with the right icon, emails, Lead Status, open work with Complete and Snooze, notes, and recent activity from both sides. Click an activity and the record's own dialog opens — read the email, edit it, log the follow-up — without leaving the block. Fix a typo in a name, an email or a phone in place. Underneath, everyone on the block, with the person's Lead Status and where they stand shown side by side, and "last call 3d ago" on every row.
Blocks you can finish, and a pace to keep
A block that is too big to work becomes finite blocks: split it into blocks of N — in the order people were added, alphabetically, or by industry kept together. The people still to work are dealt out with their calls and follow-ups; the ones already closed out stay behind. Give a block a daily target and the Today tab paces you against it; My work shows a card per block you work — due today, overdue, unscheduled — straight into it.
Every number a person has, with a default
Contacts carry several typed phone numbers — work, mobile, direct, home, fax, other — and companies their main, support, sales and fax lines, each with one marked as the default that every queue, panel, ticket and record dials. Mobile numbers sync with HubSpot's Mobile phone number and work numbers with its Phone number, both ways. A person with no number of their own is dialled on their company's main line, labelled as such.
Outcomes that close the loop
A terminal outcome — Disqualified, Do not call, Unsubscribed — now finishes the person: every open follow-up and task on them is completed, HubSpot tasks included, so they leave the queue for good. An outcome can set the contact's Lead Status (Disqualified sets Unqualified out of the box), and a block can name the Lead Statuses that mean done, so a status the client sets in HubSpot retires the person here too.
A person needs no company to have a history
Calls, follow-ups, tasks, meetings and time can be logged on a contact who has no company — from the block, the record, HubSpot, the notetaker or the timesheet. The day they get their first company, everything they carried alone rolls up to it, so the company timeline, lifecycle cadence and client reporting see it.
Contacts find their company on their own
A HubSpot contact attached to a duplicate HubSpot company used to arrive with no company here. The sync now resolves the company through its domain or name — flagging the HubSpot duplicate for review — or imports it, and a contact with no HubSpot company links to the company that owns their email domain. When a person still has none, the block offers the likely answer in one click, or creates the company from their domain.
Edit a record from its own menu
Edit contact and Edit company sit in the record's "…" menu now, not only behind the top-bar gear — the menu is always there, even when editing is the only thing in it.
Finer-grained permissions: quotes, agreements, reports, and purchasing
Four capabilities broke away from their broad parents. A salesperson can now hold just Quotes — quoting, sending, versioning — without seeing invoices or the rest of Finance (converting a win into billing paperwork still needs full Finance). An account manager can view agreement terms and renewal dates without invoice access. Finance reports are separately grantable. And a bench tech can run purchase orders, receiving, deliveries, and RMAs without the power to reprice the catalog. Every existing role keeps exactly the access it had — the broad permissions still include the new grains.
Quote metrics in Insights
Two new dashboard metrics: Quote Value by Status (what's out for signature, what landed, what died — counting only the primary version of each quote so revisions never double) and Quote Win Rate (the accepted share of decided quotes; open quotes are undecided, never counted as losses). Both drill through to the quotes behind the number.
Accepted quote → agreement, invoice, and a won deal in one click
When a client accepts, one Convert button turns the quote into the real paperwork: recurring lines become a fixed-fee agreement, one-time lines a draft invoice referencing it, and the linked deal moves to won — each step opt-in, previewed as a dry run before anything commits, all in a single transaction. Discounts are already folded into the converted prices so the paperwork matches the signature to the cent, and the quote keeps links to everything it created.
Clients accept quotes online — typed signature, honest audit trail
Every quote email now links a hosted page where the client reviews the proposal, ticks the optional lines they want (the total reprices live), downloads the PDF, and accepts by typing their full name — name, time, and network address recorded as the signature. They can request changes or decline with a message instead, and the quote status follows: viewed on first open, expired automatically past its validity date, accepted with the signature displayed. Plus an optional approval threshold: quotes over the amount you set need a finance admin's sign-off before anyone can send them.
Quotes: priced proposals from your catalog
Finance grew a Quotes area. Build proposals in sections from your Products & Services catalog — prices, descriptions, and costs snapshot at pick time, bundles land as one clean line, and one-time and recurring charges stay separated so a project fee never blurs into a monthly total. Lines take exactly one discount (a percent, per-unit dollars, or dollars off the line), optional lines can be offered without committing anyone, and the internal margin shows only to people allowed to see cost — never on the PDF. Send it as a branded PDF and the quote locks; changes create a numbered new version, so what the client is holding and what the system says never drift apart. Numbering and defaults live beside invoice settings.
Vendor returns without the spreadsheet
When hardware fails, open an RMA against the exact unit — delivered or on the shelf — with the vendor and their reference number. Close it honestly: a replacement swaps the new serial onto the unit and the client's asset record in one move, a refund restocks or writes off the unit with the ledger updated, a decline is recorded and changes nothing. No more RMA spreadsheet living in someone's head.
Purchase orders, drop-ship, and hardware that files itself
Order from a vendor, receive as boxes arrive (serialized items take one serial per unit at goods-in), and deliver to clients — every delivered serialized unit becomes a Pro Card on that client automatically, serial pre-filled, no double entry. Drop-ship orders skip your shelf entirely and land at the client already delivered. One location, no warehouse ceremony, and every stock movement traces back to the PO that caused it.
Stock you can actually trust
Stocked products now carry a real inventory ledger: received, delivered, damaged, returned — every movement is a signed row with a reason and an author, and the on-hand number is always the sum of the ledger, never a figure someone typed over. Stocktakes book the difference between what you counted and what the ledger says as one honest correction. One location, no warehouse ceremony — built for the firm with a shelf of laptops, not a distribution center.
Your catalog, synced everywhere — QuickBooks, Xero, Stripe, HubSpot
Import your item list from QuickBooks or Xero — existing entries match by SKU or name, the rest are created — or push your catalog out in one click — HubSpot's product library syncs both ways too, and Stripe included: items become Stripe Products with proper recurring prices, and a price change here safely rotates the Stripe price without touching running subscriptions. After pairing, AspirePro is the source of truth: changes flow out automatically, while edits made on the accounting side are flagged for review, never silently pulled in. A nightly sweep even catches items deleted in Xero, which Xero itself never announces.
Product & service bundles with true margins
Bundle catalog items into one offering — "Managed Workstation, $99/device/mo" built from the software, backup, maintenance, and license seats that go into it, each carrying its own hard cost. You set the sell price; the cost and margin are derived from the components, so repricing a component instantly reprices every bundle that contains it. On invoices and quotes a bundle is one clean line: your client sees the offering, never the parts list.
Price invoices and agreements from the catalog
Invoice and agreement line editors gained an "Add from catalog" picker — search by name or SKU and the item's description and price land on the line, still fully editable. Lines remember which item they came from, powering a new Revenue by Catalog Item insight, and invoices pushed to QuickBooks or Xero now carry real item references — no more QBO silently substituting its default item.
A real Products & Services catalog
The service catalog grew up and moved into its own settings area: one price list for everything you sell, products and services alike. Items carry one-time and recurring pricing on the same record (a firewall with an install fee and a monthly management charge is one item), cost alongside price so margins show at a glance, SKUs, categories, a default vendor, and a customer-facing description that's copied onto document lines — editing the catalog never rewrites paperwork you've already issued. Serialized hardware can point at a Pro Card type, groundwork for sold devices becoming tracked client assets automatically. It's the foundation the upcoming quoting tools build on.
Find any setting from one search box
System Settings now has a search bar that knows what lives inside each area — type "board" and Ticket Settings surfaces, type "business hours" and both Organization and Ticket Settings appear, with a hint explaining why.
Waiting on Vendor, and SLA clocks that pause properly
Every ticket board now has a Waiting on Vendor status for the third kind of blocked — an RMA in flight, parts on order, a supplier escalation — that never nags your client and never burns your response targets. And the blocked-on-someone-else statuses (Waiting on Customer, Waiting on Vendor, On Hold) now pause the SLA clock out of the box.
Merged tickets keep an honest timeline
When a reply arrives on a ticket that was merged into another, it lands on the surviving ticket — and now leaves a note on the merged one saying exactly where the conversation went, so un-merging never leaves a silent gap.
HubSpot pipelines & deals sync
Import HubSpot deal pipelines — one, some, or all — as synced AspirePro pipelines: HubSpot keeps ownership of the stages while the deals become fully workable AspirePro records, flowing two-way (or inbound-only, per pipeline). Deals referencing companies or contacts you haven't synced can be created automatically or shown as one-click-importable HubSpot chips. And when you're ready to leave HubSpot: pull each deal's HubSpot emails, notes, calls and meetings onto its timeline, then convert the pipelines to native — everything stays exactly where it is. A built-in migration path, not a CSV project.
A dedicated Merged status for tickets
Tickets folded into another no longer borrow "Closed" — every board now has a Merged status they land on instead: closed silently, with no closing email and no satisfaction survey, so a duplicate reads as "moved", never "resolved here". Existing merged tickets were moved over automatically.
A sharper ticket queue
Urgent tickets show a red ! in front of the subject (High gets an amber one) across the queue, previews, and ticket pages. Row colors stay readable on any hue with solid status and priority pills on top. And the right-click quick preview is a proper summary card now: chips, a labeled overview, and the recent conversation as a compact thread — with one-click open in place or in a new tab.
Your AI connector, in your own settings
The MCP connector — the URL that lets Claude and other AI clients work your AspirePro data as you — now appears under Account settings → Integrations for anyone with API access, with a one-click copy. No admin pages required.
Health scoring you can scope
Every company status and type now carries a "Counts toward client health" toggle — flip it off and companies on that status or type are never scored, never flagged at-risk, and show "not scored" instead of a stale number. Inactive, Dormant, and Past Client come pre-excluded, so a former client can't trip a health alert.
Invoices that start in Stripe, fees, refunds & a shared send rail
Subscription-generated and dashboard-created Stripe invoices import automatically for paired companies — with duplicate protection: exact number matches link to the invoice you already have, and look-alikes wait in a review queue instead of importing twice. Processor fees land on each payment and count in profitability exactly once; refunds flow back as corrections. And with several rails connected, one shared "Invoices are sent via" setting appears on every finance integration page — change it anywhere, every page agrees.
Stripe, all the way down
The Stripe integration now goes both ways and all the way: push agreement changes onto subscriptions with a proration choice and a live next-charge preview, cancel gracefully (at period end, undoable) or immediately, pair companies with Stripe customers, and send invoices through Stripe's hosted payment pages — with your invoice numbers, automatic payment recording, failed-payment alerts, and a nightly sweep so a missed webhook can never hide money. Works with or without an accounting system.
Xero integration
The same depth as QuickBooks, on Xero rails: connect your organisation, pair companies with contacts, push invoices as approved sales invoices (identical totals, your numbering, optional Xero-branded email), and payments your bookkeeper records — corrections included — flow back nightly.
Bring your own AI notetaker
Fireflies connects with an API key; Fathom and Read.ai push meetings through personal webhooks; anything else imports via transcript upload (Otter included) or a simple custom webhook. Meetings arrive with their transcripts, notes, and action items — or have AspirePro's AI write the notes instead — and get the full treatment: search, action items that become tasks and tickets, sharing, and client timelines. Admins control which integrations are available; each person connects their own account under Account settings → Integrations.
Best-practices guides + smarter in-app help
A public guides library (client lifecycle, health scoring, SLA design, time tracking) — and the AI assistant now searches the docs and guides to answer with a citable link.
Dormant & On Hold client statuses
Model the clients between Active and Inactive: finished-project clients who'll return, and work parked on the client's side — with check-in cadences to match and a worklist that spots clients quietly going dormant.
Parent tasks & right-click everywhere
Parent-task progress is yours again with a separate subtask rollup bar, task menus open on right-click across boards and lists, and My Day can bring yesterday's unfinished items forward one at a time.
Timeline view for projects & planners
Every dated task as a bar on a shared week axis with a today line — the campaign-at-a-glance view.
Ticket quick preview, tag filters & merged-ticket rollup
Preview a ticket without leaving the queue, filter by tags, and see merged children's conversations inside the parent ticket's feed.
Company & contact import/export
A guided CSV/XLSX import wizard with matching and preview, plus scoped exports that run in the background for large books.
Meeting scheduling from tickets
Send a booking link straight from a ticket — the client picks a time on your real availability.
Self-serve billing & public website
Per-seat plans with card-optional trials, coupons, an admin plan editor — and a full public site with feature pages, pricing, and documentation.
Booking pages (scheduler)
Calendly-class scheduling: personal booking pages, month calendar, embeds, reminders, and per-page email options.
QuickBooks Online integration
Connect QBO, map companies, and (optionally) auto-create customers — invoices reconcile against the ledger.
Sales workflows & meeting auto-log
Per-pipeline automation (stage changes, idle deals, field triggers) and calendar meetings that log themselves onto the matching deal.
Instant two-way calendar sync
Microsoft calendar changes now arrive via push within seconds; meetings can be logged as time entries, including internal and admin time.
Client health scoring
A 0–100 health score per client built from named, explained contributors — cadence compliance, engagement, SLA responsiveness, delivery, commercial standing, satisfaction — with band-change alerts and a Health column on the companies list.
Ticket satisfaction surveys (CSAT)
One-question surveys on ticket close, with per-board triggers, a public response page, and CSAT metrics on dashboards.
Profitability with agreement-based revenue
Client and agreement margins can use contracted (expected) revenue as the basis — accurate profitability even before the ledger sync.
Client Lifecycle module
Recurring client cadences (QBRs, check-ins), coverage goals, evidence-backed completion, and a cross-client worklist — built into Companies.
Dashboards & reporting (Insights)
A metric engine with dozens of cross-module metrics, customizable dashboards with drag-and-drop widgets, drill-through, and scheduled reports.
Client portal
A separate, branded login for your clients with per-client capabilities: view and reply to tickets, follow project status, and manage tasks — everything off by default until you grant it.
AI meeting notetaker
A bot joins your meetings, records and transcribes, writes AI notes and action items — and action items become real tasks and tickets. HR-grade privacy: the owner controls every share.
Knowledge base
Articles in access-controlled collections with revisions, rich editing, and AI-assistant access.
HR module + recruiting
Employee profiles, compensation, documents, goals and reviews, time off, org chart, 1:1s — plus a recruiting pipeline with openings, candidates, interviews, and offers.
Finance: agreements, invoicing & expenses
Agreements with billing models, invoice generation from unbilled work, expense tracking, and contract-vs-reality reporting.
Resource management
Capacity planning, allocations, utilization, and staffing forecasts across projects.
Pro Cards
Configurable structured records attached to companies — licenses, hardware, credentials, anything — with custom types, field builder, templates, and board views.
Help desk (Tickets)
Multi-board ticketing with email-to-ticket (send and receive as each board), SLAs with business-hours clocks, automations, waiting reminders, auto-close, and workflows.
Projects & Planners
One task engine, two skins: client-delivery projects (phases, budgets, review sign-off) and internal Kanban planners — checklists, subtasks, dependencies, recurrence, markdown import, and a unified My work.
Git integration
Link branches, commits, and pull requests to tasks — with auto-linking from branch names.
HubSpot integration
Two-way sync of companies, contacts, deals, owners, and lists, with field mappings and safeguards.
Permissions overhaul
Fine-grained permission grains with a clean implication model — broad "manage" grants decompose into exactly what they imply.
Sales: deals & pipelines
Pipeline boards with drag-and-drop stages, deal records with a full activity feed, email compose with templates and tracking, and inbound replies landing on deal timelines in real time.
Contacts
Contacts with multiple emails and companies, per-company titles and roles, activities, notes, documents, and domain-authoritative company linking.
Connected email & SSO
Sign in with Microsoft or Google; connect Outlook (Microsoft) mailboxes to send and capture email inside the app, and Gmail mailboxes to send from your own address.
Documents & notes
Private attachments with tags, previews, and search on companies and contacts; rich-text notes everywhere.
Companies
The client record at the center of everything: statuses, types, industries, activities, audit trail, saved views, and bulk actions.
Prox, the AI assistant
An embedded assistant that answers from your organization's real data with tool calling — the foundation that now powers a full MCP server with hundreds of actions.
Notifications
In-app and email notifications with per-user preferences and hourly/daily digests.
The ground-up rebuild begins
After a year in production, we started again from a clean foundation: true multi-tenant isolation with a dedicated database per customer, and every module rebuilt on it. This changelog tracks the rebuild onward.
The first release of AspirePro
AspirePro launched in early 2025 and ran client work in production for a year — companies, contacts, tickets, projects, finance, and an AI notetaker. Everything we learned shaped the rebuild above.
Bring your whole services business together
Stop stitching together five tools. Run sales, delivery, support, and billing from one organization — with an AI assistant on every page.