Frequently Asked Questions - Before the Sale

We have over 5000 customers. Some of our customers have 200+ employees. So, Aptora is large enough to support your organization but small enough to care about you.
We are located in 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.
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.
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.
No, because we teach you the basics first. Once you have the basics down, it makes everything else easier to learn.
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.
Certainly. Our data migration team is skilled, and equipped to transfer your data from almost any other application.
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 system is faster, more reliable, easier to access, more scalable, more secure, and more powerful.

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

We believe in up-front, flat-rate pricing. That is why we list all our prices on the website. See Prices Here
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!
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 with users anytime, so if the count is not right, you can always adjust it by calling your sales representative.
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 ready to go out of the box because the accounting is included.
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.
No. Our accounting system is ready to go out of the box. There are no upgrades that you will need to purchase.
If someone knows how to use QuickBooks, they will not have a tough time understanding our software.
Yes, our accounting is built in! The Total Office Manager software is a comprehensive all-in-one system that combines your accounting, payroll, scheduling, dispatching, service agreements, customer equipment management, and field service operations, thus eliminating the need for QuickBooks.
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, you will be able to choose 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 accounting changes quickly, and will work directly with you on a first-name basis.
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 who did what and when.
Yes, it is built in, so it is available to everyone.
Yes. You can load flat-rate data into the software, create flat-rate tasks yourself one-by-one, or a combination of both.
No, it does not. You will need to load in the material.
Yes, you can!
Yes, you can!
Yes, you can!
Yes. Upon completing a work order, the customer receives an automated thank you email or text, asking for a review.
Yes, Total Office Manager enables you to run multiple companies within the software at no additional cost.
We have a partnership with Trane. It is likely they will help cover some of the cost of the software. Please call our sales team to discuss.
Yes. Due to their excellence in helping the contracting industry with a variety of education, training, services, tools, and other offerings, we have a partnership with EGIA and a discount for members.
Yes, it will integrate with Aptora 360. Aptora 360 is an open API, so it will be able to integrate with anything else that also has an open API. APIs are how computer programs communicate to one another even if they are programmed in entirely different languages!
VOIP phone integration will be available in Aptora 360.
Yes, we integrate with Verizon!
Yes, it will. The software keeps track of marketing expenditures, how profitable those marketing expenditures are, which of your customers have aging equipment, your customers’ birthdays, mailers, email, when you last emailed the customer and why, when you last called them and why, when you last mailed them a letter and why, and much more so you can tailor your message uniquely to each customer you interact with.
With our open API, you can link with any open API marketing systems. Keep in mind, we do have some marketing already built into Total Office Manager, but if you prefer something like HubSpot, it’s a possibility to utilize HubSpot in conjunction with Aptora 360.
Yes. We make sure you can present videos, documentation, photos, prices, financing, and more while in front of the customer.
Yes, they can.
Yes, the software will help your salespeople and techs educate the customer on their options, offer to finance, appear professional with smart tablets/phones, present energy savings, run heat load calculations on the spot, show product videos, show marketing materials, offer good-better-best offerings, show discounts when buying more services or purchasing additional special offerings, and much more.
Yes, they can create time and material quotes as well as choose from installation kits that suit the job.
Yes, it is. We fully understand how difficult software can be for technicians, so we carefully polled and worked with technicians while developing the software to better understand their needs.
Yes. When given access, your technician can fully dispatch jobs, dispatch appointments, and view the company calendar or their calendar while out in the field. So, if you give them permission to do so, they can dispatch other technicians, too, not just themselves.
Yes. When a tech is filling out a purchase order in the field, there is a shortcut to include a photo of the receipt right on the purchase order.
Yes. We pride ourselves on the most extensive service history in the industry.
Yes! Our purchase order system allows not only the office, but also the warehouse and technicians to know when, why, how, and if a part was ordered yet.
Yes, because the technician can show the customer that if they spend more, they will receive a discount today. The software will also allow them to show images of equipment damage to the customer to better educate them as to why they need to purchase these parts and services.
Yes, you can!
Yes, you can!
Yes, yes, and yes!
Yes. We are actively working to incorporate real-time pricing into the software via several vendors. We can also update your retail price and markup method within the software at any time because it keeps track of what you are paying the vendor(s) for the parts and equipment you purchase.
Yes, it does!
You do not have to wait! Our accounting system operates in real time – no syncing necessary!
Yes, we can! Unlike many software programs, we don’t compel you to use our credit card processor and pay associated fees. Instead, we will work with your existing processor or provide you with options to choose from for credit card processing vendors that can be integrated into Total Office Manager.
Total Office Manager is an all-in-one comprehensive software, with job costing integrated throughout the system. It helps you track every expense and income for each job, enabling you to see total revenue and expenses, and determine which jobs are profitable and which are not.
Total Office Manager has a robust and versatile payroll system integrated into the software. It includes many features commonly found in top-tier payroll software applications.
Total Office Manager does not automatically connect to your bank account, which we advise against as it goes against accounting best practices.
Of course! Keep in mind, the software was made from the ground up for contractors like you.
Yes, we call these multi-period work orders.
Yes, it will. For the same reasons, the software will help you increase average ticket sizes and generate more sales.
There is no need to wait and do monthly batching, you can schedule the next service call right away!
Yes! Just click here to schedule a demonstration with us.
Please see this page: Software Roadmap – All-In-One Field Service Management Software by Aptora
Like all good things, everything ends. Not true in this case! We took everything GREAT about Aptora and put it into our new innovative software system. This means, you get everything you love about Total Office Manager now in a futuristic 2023 programming language that opens a world of possibilities, like artificial intelligence and automation, to make your life easier in the workplace!
You are looking at our Aptora system that spanned from 2008 to 2023. Be sure to look at our new system, Aptora 360!
Currently this feature is not available. However, this is something we are having added into Aptora 360.
This is going to be available within Aptora 360.
This is going to be available within Aptora 360.
Currently this feature is not available, however we are adding this functionality to Aptora 360.
On our Aptora 360 system, user licenses in the office also work in the field. So, if you are in the office, complete your office tasks, and if you are in the field, complete your field tasks all with one license!
This will be available soon in Aptora 360.
Both will be available soon in Aptora 360.
The flow will be the same but you will no longer have to deal with using a product on the Apple or Android store. Everything will be through a browser instead. We will continue to update and make improvements based on all our users’ feedback.
Our software allows you to merge Charts of Accounts into one. You may then delete the “empty” COA or inactivate it. You can do the same thing with customers. You can select one or more customers to merge into another. Even financial information is transferred properly.
Our data migration technician will discuss this with you. The two of you will discuss the options and create a plan.
When considering a data migration, would it be better to start fresh? Can you transfer customer info one at a time?
Customers and charts of accounts may have sub accounts, just like QuickBooks. Yes, we do migrate those.

Absolutely. In today’s world, if your software doesn’t have a powerful mobile app, your technicians are working with one hand tied behind their back.

The Aptora mobile app is your tech’s command center in their truck. It gives them their daily schedule, full customer and equipment history, and the ability to create professional invoices and collect payment on the spot. This means fewer callbacks, faster payment, and a much more professional image.

We didn’t just tack on a mobile feature; we built it to be as vital to your tech in the field as the platform is to you in the office. It’s about empowering your team to be more efficient and profitable from anywhere.

The technology and service is the same.  The difference is your Total Office Manager license preference.  The Cloud option is when the license is included with the monthly fee giving you the lowest up front costs.  Hybrid means you purchase the on prem license with an increased upfront cost, but you save on the monthly hosting fees.

The data migration process generally takes one full week to accomplish. Migrations are performed on a scheduled basis by appointment. Please keep in mind that appointment slots can be as long as three months into the future during our busy season. We recommend that you set a migration appointment the moment you invest in the software.

Some organizations are required to have their data stored within their company environment.  If your organization requires this, then you’ll want to purchase the on-prem license option.
If you don’t have internal technology experts who have the skills to maintain server environments, backups, etc. then we recommend either the cloud or hybrid option.

Yes, it does!

Yes, you can!

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

This will be available in Aptora 360.
No, it does not cost extra.

Yes, we integrated with Verizon!

Yes, they can create time and material quotes at their convenience while on a job. They can also choose from a selection of pre-made “install kits!”
Yes, our accounting system operates in real time. You won’t have to wait for the customer to pay their invoice, and no syncing is necessary. You can see your profits in real time.

Yes, Total Office Manager supports the use of barcode scanners for inventory management and related functions. Barcode scanning can be particularly helpful for:

  1. Inventory Management: Scanning barcodes to add or subtract items from inventory during stock counts, receiving shipments, or creating item receipts.
  2. Sales and Invoicing: Quickly adding items to sales orders, invoices, or estimates.
  3. Efficiency Improvements: Minimizing manual entry errors and speeding up the transaction process for both inventory and sales operations.

To enable barcode functionality, you would need to set up your items with appropriate barcode fields in Total Office Manager, which supports advanced inventory features like item tracking and serial numbers​​​. For more information follow the links below: Using Bar Codes in Total Office Manager Understanding Bar Codes

Yes, we make sure you can present videos, documentation, photos, prices, financing, and more while in front of the customer.

Yes, it does! Our software makes it easy to keep up with as many new installation projects as you need.
Yes, they can. We provide access to energy savings calculators, videos, and brochures to make sales easy!
Yes, we make it easy to keep techs out of the supply warehouse to speed up work orders. Our purchase order system allows the office, warehouse, and technicians to know when, why, how, and if a part was ordered yet. This way, customers won’t get antsy waiting on your techs to find a part!
Yes, we pride ourselves on the most extensive service history in the industry. Techs can easily look up service history and equipment history while in the field.

Yes. You can process payroll in Canada without compromise. We also have an account representative in Canada. We just don’t have Canadian payroll tax tables. You can run payroll completely. You either need to use an outside payroll processing company or maintain the tax tables themselves. We have companies doing both. If a company uses an outside payroll company, we make it very easy. When the user is ready to print a paycheck or process a direct deposit, Total Office Manager creates a payroll file instead. That file is uploaded to the payroll company’s website. They process the direct deposit. The final step is for the user to download the payroll company’s payroll file and import it. That makes the final adjustments to the accounting system. That process can be done manually as well. It does not take long to do these things. With an outside payroll company, you can still use our built-in performance-based compensation system, sales commissions, flat rate book time compensation, spiffs, bonuses, and all other advanced compensation methods. Users can still maintain tool allowances, vacation time, paid time off, garnishments, and everything else. The financials and job costing reports are 100% complete; as if payroll was completely processed inside Total Office Manager. We have longtime Canadian users that are successfully using our payroll system. Please contact our sales department and we will connect you with our Canadian account representative. He would be happy to demonstrate the payroll system for you.

Yes, you can link photos and documents for field personnel to access while on the job site. Field personnel can also upload photos from the field, and the office can then view those photos.
Yes, you can! We make collecting payments and providing financing while on the go very easy.
Absolutely! If you have a tech who wears multiple hats, or even someone who just takes on dispatching occasionally, permissions are easy to customize. When given access, your technician can fully dispatch jobs and view the company calendar while out in the field. This way, they can dispatch other technicians too, not just themselves!
We have a high turnover with our techs. We want field software that is easy to learn so we can get new technicians up to speed quickly. Is it easy to teach techs how to use your software? Yes, we understand the demand for easy to learn field software. so we carefully polled and worked with technicians while developing the software to better understand their needs, so you can get your techs up to speed quickly. Even with a high turnover rate, you will be able to quickly and consistently have confident techs.
Yes, it is possible for techs to record and provide proof of purchase when they purchase through a supply warehouse. When filling out a purchase order in the field, there is an easily accessible shortcut to include a photo of the receipt!