Best ERP Software for HVAC, Plumbing, Field Service Businesses
CRM Software for Contractors
Total Office Manager’s CRM for Contractors is the foundation of every successful contracting business. Our Customer Relationship Management software empowers you to improve your customer experience from initial contact to dispatch, service call, billing, and follow-up.
Inventory
Bar Codes
Pricing
Time Clock
Dispatch
CRM Software Integrating Employees, Vendors & Customers
Improve Customer Experience
Gain powerful insights on the entire customer journey and use that information to improve your customers’ experience every step of the way. You’ll know how the prospect found you, why they chose your services or why they didn’t, and how well did they like the service received.
Increase Customer Retention
Keep your customers informed on products and services you offer and how those offerings will improve the quality of their lives. Ensure they are updated on service agreement renewal deadlines so they can properly plan for renewal payments.
Know Who and When to Upsell
Quickly identify customers and prospects to market the right product or service to. For example, you may want to create lists of prospects who declined the service agreement offering and promote a “2nd Chance” offer to convert them. You may also want communicate a special promotion to prospects who never became customers. The options are endless and you have all the data for any promotion required.
Full Tracking
Total Office manager tracks phone messages, appointments, notes, files, documents, email, and other pieces of information. Locate all records with three mouse clicks or less.
KEY FEATURES
- Friendly Easy To Use Interface
- Generous Field Lengths and Room for Notes
- AIA® Billing Option
- Sell From Multi-Locations Including Trucks
- Create Flat Rate Pricing Books
- Import Vendor Items and Pricing
- Highly Detailed Sales History
- Automated Sales Commissions
- Attach Documents to Jobs
- Unlimited Notes Per Job or Client
- Preferred Vendor Tracking
- Best Price Tracking
- “On File” Credit Card Storage
- Heavy Duty Credit Card Security
- Strong Credit Card Number Encryption
- Credit Card Number Validity Checking
- Multiple Default Payment Methods
- Batch Check ACH Processing
- Batch Credit Card Processing
- Canadian Payment Options Available
- Supports Progress Billing
- Handles Down Payments and Retainage
- Multiple Sales Tax Rates and Authorities
- Line-By-Line Item Sales Tax Methods
- Group Sales Tax Items Together
- Handles Sales on Consignment (floor plan)
- Built-in Sales Opportunity Manager
- Built-in Customer Relationship Manager
- Create Credit Memos and Refunds
- Automatic Invoice Payment Application
Simplify Cross-Department Communications
With Total Office Manager’s CRM Software, all employees have access to the same database of information. You can also limit access to certain types of data such as payroll to authorized employees. Eliminate 3rd party department specific software applications with a complete CRM Software solution designed for all departments to work together as one.
Robust Note Creation Built-In
Easily create internal only notes for each account that provides insights, reminders, and action items so any employee who access the customer’s file and get up to speed quickly. Whether it’s a “Beware of Dog in Backyard”, “Customer Has Several Complaints”, or even “Customer Wants a Specific Technician.” No matter what the note is, you are empowered with insights to improve the customer experience.
Full Access Activity Reports
Get powerful insights through custom activity reports. Pull reports by subject or topic such as complaints, employee reviews, service notes, and more. Filter by date, employee, or customer. Identify customers who have had multiple complaints to flag for a manager call to improve customer satisfaction. Understand why customers leave to improve customer retention. Anything you need to know about your customers are at your fingertips.
KEY FEATURES
- Extensive Lookup and Search Capability
- Popup Notes by Client or Job
- Past Due and Over Credit Limit Alerts
- Password Protected Credit Hold
- Print Warehouse Pick Tickets
- Automatic Purchase Order Creation
- Email Estimates as a PDF Attachment*
- Create and Reuse Estimate Templates
- Unlimited Markup Methods
- Unlimited Markup Tables
- Track Estimated and Actual Gross Profit
- Preference to Sell Out of Stock Items
- Assess Finance Charges
- Print Statements and Past Due Notices
- Statement Report Designer
- Invoice/Sales/Proposal Report Designer
- Exclude Friends and Family from Notices
- Rock Solid Security and Auditing
- Optional Mobile Management
- Dozens of Sales and A/R Reports
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
*Required MS Outlook, Express, or Mail, an email account, and an internet connection.
Live Demonstrations Performed by Professionals
The best way to learn about Total Office Manager’s comprehensive sales and A/R system is to attend one of our live no sales BS product demonstrations. Please contact us for more information at 913-492-9930.
Specifications subject to change without notice.
Accessing Finance Charges
It’s easy to create a list of people to assess finance charges too. There are many different options on calculation methods.
VIP Exclusions
You can easily exclude VIPs such as friends and family from receiving a statement, past due notice, or being accessed finance charges.
A/R Reports
Total Office Manager’s vast array of reports allows you to see extensive details regarding who owes you and when the money is due.
Multiple Payment Methods
You can add a primary and secondary default payment method. Strong encryption is used to protect credit cards and security codes are not stored. Batch credit card and ACH processing is available.
Report Designer
Estimates, invoices, sales, and statements can be created using any of our dozen or more templates. You can also modify a template or create a report from scratch using our powerful, yet easy to use, report designer.
Highly Detailed History
Total Office Manager has the ability to show you a single vendor’s history in one easy-to-use location. View your pending purchases, previous purchases, bills paid, bills due, checks written, and items received. You can right click on an item to view a complete history of that item including a list of every purchase and every sale.
Detailed Reports
We include lots of reports so that you can see exactly what’s going on with each item. Most reports can be customized or tailored to one degree or another. There are dozens of ways to search for items and item activity.
Point of Sale (POS)
By combining all of the power of Total Office Manager with a cash register, POS Light will allow contractors and service companies to better manage their over-the-counter sales in a retail store environment. Users will be able to use an inexpensive computer or even repurpose one of their older computers. POS Light includes a USB cash drawer, USB credit card swipe, bar code scanner, cables, power adapter, and a special software update.
Expert Training
We offer internet based training and on-site training. We have produced a set of videos and manuals that guide you through most processes.
Technical Support and Updates
We know that there is no substitution for being able to just pick up the telephone and talk to someone knowledgeable. That’s why Aptora is known for its outstanding technical support.
- All technical support is performed “in-house” by trained professionals. We provide our technicians with extensive ongoing training. If they do not have the answer, they can speak with someone in our company that does have the answer.
- We do not farm out software programming services or technical support to other countries.
- We have employees, not contractors working from home.
- Our support staff is highly qualified and made of technicians, programmers, and accountants.
No software is perfect and neither is Total Office Manager. The difference is that we will own up to our mistakes and fix them quickly without excuses. Aptora is very aggressive when it comes to enhancing and perfecting Total Office Manager. Updates are easily downloaded from the internet. We offer a variety of support packages to fit any need or budget.
AWARD-WINNING SERVICE MANAGEMENT SOFTWARE
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