Aptora University

Aptora University

The Most Extensive Total Office Manager® Training

Don’t miss your chance to learn directly from our experts

New for 2021.  Two Classes!

Beginner Class

Sept 20-22, 2021:  14 Students Max

Instructor:  James Leichter, Aptora President

James Leichter

Class Goals

  • Ramp up Total Office Manager knowledge to improve onboarding, train new employees, or provide a software refresher.

  • Increase profits with streamlined processes aligned to your business

  • Save time & money with a 2.5 day fast track training experience


Students should have a basic understanding of Total Office Manager and bookkeeping concepts.  We will use terms like invoice, invoice items, chart of accounts, work order, schedule board, mobile app, income statement, balance sheet, etc.

Intended Audience

Anyone interested in knowing how to use a wide variety of features in Total Office Manager.  Students may include owners, managers, bookkeepers, accountants, dispatchers and customer service representatives. This class is likely not a good choice for technicians, sales, or warehousing employees.

What to Expect

  • Monday and Tuesday dedicated to Total Office Manager

  • Wednesday dedicated to the mobile app

  • Less than 15 students per class for optimal learning

  • Hands on lessons lead by a software expert with 25+ years of contracting and bookkeeping experience

  • Networked computers provided to simulate a real multi-user environment

  • Additional trainers on hand to provide instant answers to individual questions

  • Specific questions and problems addressed on a one-on-one basis

  • This class will do a great job of “filling in the blanks” regarding usage and best practices

  • Plenty of Q&A and personal attention to allow you to get answers and solutions to your own specific needs


  • Customer & contact management

  • Schedule management

  • Inventory management

  • Service agreements

  • Banking overview

  • Chart of accounts and departments

  • Step-by-step accounts payable cycle

  • Step-by-step accounts receivable cycle

  • Valuable features you may have overlooked

  • Software best practices

  • Simplifying tools and utilities

  • Create accurate reports

Advanced Class

Nov 1-3, 2021:  14 Students Max

Instructor:  James Leichter, Aptora President

James Leichter

Class Goals

  • Improve student knowledge with advanced tips and tricks to make the most of Total Office Manager

  • Optimize your business processes with best practices to increase profit

  • Save time & money with a 2.5 day fast track training experience


We will cover subjects not meant for someone who is new to accounting or new to Total Office Manager. The systems we will be working with will require a certain level knowledge and experience for the students to get the most out of the training. We recommend that attendees have the following skills before attending the advanced classes.

  • A good understanding of inventory including invoice item types and how they affect financial reports

  • You should be comfortable explaining what the Chart of Accounts is including account types and how they affect an income statement and balance sheet

  • You should be comfortable explaining debits and credits and how they are used to explain changes to financial reports

  • Attendees should be comfortable with basic concepts related to work orders, schedule board, timesheets, invoices, and related systems in Total Office Manager

  • It is important to understand the basics of handling work orders and invoices in our mobile app

Intended Audience

The ideal attendees are managers and those designated as the Total Office Manager Admins. The TOM Admin is the person(s) who is tasked with learning the most about Aptora software and providing support and training for your company.  This session is not ideal for dispatchers or service technicians.

What to Expect

  • Less than 15 students for optimal learning

  • Hands on lessons by a software expert with 25+ years of contracting and bookkeeping experience

  • Additional trainers will be on hand to provide instant answers to individual questions

  • Specific questions and problems will be addressed on a one-on-one basis

  • We will cover advanced features and reporting


  • Making the Form Builder system work for you

    • Build your own mobile data input screens
    • PDF design tips
    • PDF integration for Form Builder
    • How to use this system in the mobile app
    • Build reports with data collected
  • Getting the most out of reporting with Custom Data Views

    • How to use Custom Data Views
    • How to use the custom report writer to build reports
  • Save time and increase efficiency with filters and advanced search

    • How to optimize filter usage and replace the need for Excel reporting
    • Working with lists in Total Office Manager
    • Create Smart Lists to manage workloads
  • Performance Dashboards

    • Setting up Total Office Manager to correct way
    • The essential bookkeeping functions required to use this system
    • Setup and usage for technicians and office staff

Training Details

Sept 20-22, 2021:  Beginner Class
Nov 1-3, 2021:  Advanced Class

Hampton Inn
16555 Midland Drive
Shawnee, KS 66217

Cost: $1,999 Per Student

What’s Included:

Breakfast (Mon, Tue, Wed)
Lunch (Mon, Tue, Wed)

Not Included:

Hotel:  3 Nights (Sun, Mon, Tue)
Travel Expenses / Air Fare
Dinners – Due to Covid, we will not be hosting dinners at this time


7:30am – Breakfast
8:00am – Class begins
12:00pm – Lunch provided by Aptora
1:00pm – Class
5:00pm – Class ends

7:30am – Breakfast
8:00am – Class begins
12:00pm – Lunch provided by Aptora
1:00pm – Class
5:00pm – Class ends

7:30am – Breakfast
8:00am – Class begins
12:00pm – Lunch provided by Aptora
1:00pm – Class ends

Registration Request

Event is limited to 15 students and are available on a first come first serve basis.

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Crawford Services Inc
Aptora U - Crawford

“Excellent opportunity to cram a huge amount of knowledge into your head. Still working through my notes many weeks later. If you are on the fence on going to Aptora U… Go!”

– Tommy Thompson, Crawford Services

Elite Comfort

“The training was more than I expected. The amount of information was massive. This is really what we needed to fully utilize the program.”

– Chris Avirett, Elite Comfort

Fenix Heating & Cooling

“The small classroom size was really good because we’re kind of feeding off of each other. It’s been very helpful and it’ll be really good when I get back to show the other office personnel what I’ve learned. ”

– Shawna Cooley, Fenix Heating & Cooling

Gene's Refrigeration

“You have to have to have processes in place, and coming to the class and learning what that process is and knowing how it was designed is going to be extremely beneficial.”

– Kim Simmons, Gene’s Refrigeration and Heat

Taylor Heating & Air Conditioning

“To me, the best was finding out what they were thinking as they created the software and why there are all these other little gateways that were put in because of other companies wanting to do certain things. But to have the understanding of what the original intent was and how to make those gateways work with that original intent has been very helpful.”
-Aurel Cournoyer – Taylor Heating & AC

Taylor Heating & Air Conditioning

“When we get back we’ll be able to implement a couple of pieces that we learned over the last three days that we weren’t using at all.”

– Chris Tomeno, Taylor Heating & AC

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Jon's Plumbing & Heating

Today we are on our way home from Aptora University and have been reflecting on our investment in the training. Was it worth it, totally! We are going back energized and excited about implementing what we have learned. If there was one thing I could tell a new user or upset user it’s this, none of us run our business’ the same so why would we want software that only gives us one way to do it. As business owners, we are constantly trying to “think outside of the box” and thankfully TOM does too. This allows us to use it the way it works best for our business. My suggestion is to get familiar with the software and then invest in training. BTW thank you to Arika and Bryant for all of the extra time you spent with so many of us to help us with our individual questions.

– Jon Sells, Jon’s Plumbing & Heating

Air Conditioning & Heating Inc

Thank you so much for offering the training class (Aptora University) this week. I enjoyed the class and all who participated. The presentation, Q&A and interactions were extremely insightful. I appreciated being able to interact with the staff and others who use the software as well. The training course has really helped me to take what I know to a new level in using the software. I highly recommend others who are using it to participate whenever they have the opportunity. We, at Air Conditioning & Heating, Inc., have been using TOM for 5 years and Aptora Mobile for over a year. We are extremely pleased with what it has to offer and the ability to grow with us. The support has also been amazing. Anytime I have questions, they are quickly answered. I don’t just feel like a client, I feel like a friend.

– Christine Bryan


We have been TOM users for 7 years now, migrating multiple companies in multiple different software systems. This week I attended an Aptora University class with three days of in-depth training on a fully functioning database. I was amazed at how much the software can do, and how much more we can utilize it to improve workflow, job costing, reporting, payroll, invoicing, accounts payable and purchasing. James, Arika, and Bryant went above and beyond just training though, we were able to discuss best practices and get feedback from other users on how they use different features. With the ability to remote into our database we were able to diagnose issues and solve issues with our particular way of working in our different companies. Not only would I recommend this software, but I would also highly recommend attending the Aptora University class to the point that I plan on attending again after I have time to implement some of what I learned. Thanks again, James!

– Luke Hood

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