Frequently Asked Questions

Aptora Basics

How many customers do you have? Are you large enough to support our organization?
We have about 400 customers. Some of our customers have 200+ employees. So, we are large enough to support your organization but small enough to care about you.
Where are you located? Can we come out and visit?

Overland Park, Kansas. Right outside of Kansas City, Missouri. Being in the middle of the country allows us to easily fly to both the east and west coast for onsite training with customers. Everyone is welcome to visit.

Is your company in danger of going out of business or selling out like Wintac did?

No, we created Aptora 360 in 2023, the modern version of our 15-year software platform, that ran from 2008-2023. Investing time and money in this modern platform means we will continue far into the future (future proofing).

How frequently do you update your software?

To ensure Total Office Manager software operates effectively and efficiently, we release updates 1-2 times a month. These updates encompass bug fixes, tax updates, and the addition of new features.


Your software does a lot! Is it exceedingly difficult to learn?

No, because we teach you the basics first. Once you have the basics down, it makes everything else easier to learn.

How long will it take us to learn the software and go-live?

We understand that the most difficult aspect of switching to new software is successful implementation. That’s why our office offers software usage training. Our proven 12-Step Training Program will guide users in mastering the essentials for going live. The duration of completing the training will depend on the dedication and effort of your team. Typically we have seen the highest success rate with businesses that can devote 1 hour a day to learning. If you have used QuickBooks before, you will have an easier time learning our software since it is similar to QuickBooks.

Can you guys migrate my data from my current software into yours?

Certainly, our data migration team is skilled and equipped to transfer your data from almost any other application.

When we migrate our data into your software, do all my invoices and financials migrate over properly?

Our list migrations exclude the migration of financial data. Upon completion of the migration, you can choose to have your starting balances entered by the migration department or enter them yourself with your office staff.

The software we currently use in on premise, what benefits are there to moving to your cloud-based system?

The system is faster, more reliable, easier to access, more scalable, more secure, a more powerful.

Is there a way we can demo your new software system?

Yes, our sales team is standing by to help assist you. Please schedule a demo with us today!


Is your software going to cost me “an arm and a leg”?

We believe in up-front, flat rate pricing. That is why we list all our prices on the website.

Does it cost extra if we run multiple companies using your software?

No, it does not cost extra.

How long is your price valid for hosted? Will your prices increase over time? Once we sign up, are we locked in forever if we change our mind?

Our prices will go up over time due to inflation, but we can lock your price in for years at a time. Talk to our sales reps to learn more. No, we do not hold you hostage. We allow our users to cancel anytime unlike most of our competitors!

If we sign up with you, do we have to pay the monthly fee during implementation and training, or does that occur only after we fully learn and utilize the software to run our business?

You must pay for however many users you feel you will need while training. For instance, if you have 20 technicians on staff, you might want to train 3 of them at a time on how to use Mobile, so 3 users would be fine with starting out since they could all share the licenses. Same goes with your office users. You can go up and down users anytime, so if the count is not right, we can always adjust it for you by calling your sales representative.


Does your software require synchronizing to an accounting system such as QuickBooks or Sage for it to work properly?

No! Unlike many of the software platforms out there that claim to be all in one but then tell you that you must buy QuickBooks for their software to work, ours comes out of the box ready to go due to the accounting being included.

Our data is not synchronizing correctly with QuickBooks, will we have the same issue when using your software program?

No! You will not have the same issue because we do not rely on QuickBooks to do our accounting. Within our software, the accounting is real-time, with no syncing necessary. This means you get up to the second real-time financials.

In our current software system, we had to purchase the higher end more expensive version of QuickBooks to unlock advanced inventory functionality. Will we have to pay a higher price to unlock advanced inventory features in your software as well?

No, our accounting system is ready to go out the box. There are no upgrades that you will need to purchase.

Will my accountant be ok with us using an accounting system that is not QuickBooks?

If someone knows how to use QuickBooks, they will not have a tough time understanding our software.

Is your accounting built in? We have only ever used QuickBooks, are there advantages to using your software?

Yes, our accounting is built in! This provides a huge advantage to your business. For instance, there will be no data lost during a QuickBooks synchronizing process, no double data entry, you will be able to defer revenue for service agreements, as well as choosing from a wide variety of performance payment methods within our payroll, and much more. Do you have an idea and want to let us know about it? Please do. Unlike QuickBooks, we can custom program in accounting changes quickly and will work directly with you on a first name basis.

Software Capabilities

Can your software help me with project management?

Yes, we include stages on work orders, purchase orders, estimates, invoices, and more so that you can keep track of what phase the job is in. We also include detailed work log notes for teams to view and share as well as who did what and when.

Does your software have AIA billing built in to help save us time?

Yes, it is built-in, so it is available to everyone.

Can we do flat rating out of your software?

Yes, you can load flat rate data into the software, and/or you can create flat rate tasks one by one yourself.

Does your software come with images, installation operation maintenance manuals, and product descriptions preloaded for the flat rate products we sell?

No, it does not, you will need to load in the material.

Can we present good, better, best repairs and installations?

Yes, you can!

Does your software allow us to “do business as” when running multiple companies under the same umbrella but each company has a different name?

Yes, it does!

Can we use bar code scanners in your system?

Yes, you can!

Can we replenish truck stock or warehouse inventory in your system?

Yes, you can!

Will your software help us get more 5-star reviews?

Yes, upon completing a work order, the customer receives an automated thank you email or text, asking for a review.

Can we run multiple companies with your software?

Yes, Total Office Manager enables you to run multiple companies within the software at no additional cost.

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