Best ERP Software for HVAC, Plumbing, Field Service Businesses
Fully Integrated Payroll
Built-in payroll is essential for accurate job costing. Our payroll system and integrated timesheet takes most of the work out of tracking and paying your employees.
The payroll system in Total Office Manager was designed by a team of contractors and accounting professionals. It was specifically built for the service and construction industry. First released in 2004, our payroll includes the features recommended by experts as well as hundreds of user requested enhancements.
Certified Contractor Specific Payroll
Our payroll system is easy to use and very flexible. The key to this is our use of payroll items. These are items that can be setup and associated with an employee. They can be modified at any time. You setup as many payroll items as you need. There are no limits. You can create earning types, liabilities, taxes, additions, and deductions. Each payroll item has its own set of conditions such as cost code, account, calculation method, minimums, maximums, amount, percentage, limits, gross, net, and more.
Employees can enter their time into a timesheet. Security and permission settings prevent them from changing info for other employees. Time may also be entered from the dispatch board. Either way, timesheet info can be edited at any time prior to the paychecks being created. Once sales commissions are set up, they are calculated automatically.
Payroll System Details
Hourly Pay
You can set up as many hourly rates as you need and change them at any time. Overtime is supported and you will be warned when an employee reaches 40+ hours.
Salary
Users can create as many salary schedules as needed. They can be changed at any time. You can pay salaried employees extra for overtime or working weekends.
Performance Based Compensation
We offer a huge variety of compensation methods that are related to employee performance.
Contact Log
Keep detailed notes on employee performance, wage adjustments, safety reports, customer feedback, and more. Each log entry is stamped with name, date, and time.
Employee History
This form includes a link to every piece of information in the database that can be associated with the employee, such as invoices, credits, estimates, sales proposals, work orders, timesheet entries, appointments, payroll checks, proposals, phone messages, General Ledger (GL) activity, reminders, contact log notes, and more.
Payroll Setup and Templates
Setup is very straightforward. You can keep it simple or get carried away with complexity. Templates can be created for different compensation scenarios. When you need to set up payroll for a new employee, you can simply select the template. Templates can be changed at any time and then changes can be cascaded globally. You may also edit each employee’s payroll setup individually.
Timesheet Tracking
You can select earning item, worker’s comp code, labor class, labor item, work order number, job name, start/end time, and topic. You may also enter notes and mileage. You can mark labor as “reimbursable” and it will be automatically added to an invoice. It’s easy to print reports and see where you stand. Timesheets can be accessed from several places in the software including the dispatch board and even the field using a browser or our smart phone app.
Unlimited Earnings Type
You can have as many earnings methods as you wish. They can include straight time, overtime, double time, training time, and more.
Sales Commissions and Bonuses
Create sales commissions based on retail pricing, gross profit, fixed rate, percentage of labor, variable, and more. Sales commissions are automatically added to invoices and can be modified there or during payroll processing.
Track Call-Backs and Warranty Work
You need to track warranty and call-back expenses, and Total Office Manager makes it very easy to just that.
Paid Timeoff
It’s easy to set up vacation and holiday pay rules. Total Office Manager tracks used vacation and paid time off (PTO). Personal days are also covered. You can even include this information on the pay stub.
Payroll Deductions
We have made it easy to set up deductions for tool allowances, medical, dental, dues, child support, garnishments, and more.
Payroll Processing
A few mouse clicks is all that it takes to process payroll and create paychecks. It’s easy to modify a paycheck. You can add hours, bonuses, or spiffs on the fly. You may also make changes elsewhere and recalculate the paychecks.
Paying Payroll Liabilities
Tracking and paying payroll related liabilities is a snap. Each liability is listed along with the pay to and date due. Simply select which liability you wish to pay and Total Office Manager generates the checks for you. Adjustments are easy, too.
Printing Paychecks
Checks can be printed individually or as a batch. You can use your current QuickBooks® or PeachTree® check stock. You have a lot of control over the look and layout of the check. Margins and offsets can be adjusted. You can print a continuation paystub.
Tax Table Updates
Our tax tables are kept current and available for easy download. We carefully track federal, state, county, and city taxes and update them quickly. You can manually check for updates or have the software check on a schedule of your choice.
Unemployment Tax Rates
Maintain your own unemployment tax rates and rules.
Enter Timesheets from the Field
Using the optional Aptora Mobile® software system, your technicians can enter their timesheets from an iPhone®, iPad™, Android™, or a web browser. Please call for details.
Hosted Software
We offer a hosted option. This option is the easiest to implement. The upfront cost are much lower. You will have no I.T. worries, and we do all of the database maintenance and backups.
KEY FEATURES
- Clean User-Friendly Interface
- Supports Outside Payroll Services
- Certified Payroll Reports
- Handles Union Wages and Fringe Benefits
- Flat Rate Book Time Compensation (like the auto industry does it)
- Full NACHA-Compliant Direct Deposit
- USA Payroll With Auto Updates
- Canadian Payroll Support*
- Australian & New Zealand Payroll Support*
- Generous Field Lengths and Room for Notes
- Track an Unlimited Number of Employees
- Handles Most Union Payroll Scenarios
- Federal, County, and State Tax Tables
- Tax Tables Are Automatically Updated*
- Fully Integrated Timesheet
- Mobile Timesheet Option
- Timesheet Accessed Through Dispatch Board
- Office Time Clock Option
- Supports Hourly and Salaried Employees
- Tracks and Pays Sales Commissions
- Tracks Callbacks and Warranty Time
- Tracks Vacation and Holiday Time
- Tracks Sick and Personal Time
- Setup Tool Allowances and Payback
- Manages Garnishments and Support
KEY FEATURES
- Clean User-Friendly Interface
- Supports Outside Payroll Services
- Certified Payroll Reports
- Handles Union Wages and Fringe Benefits
- Flat Rate Book Time Compensation (like the auto industry does it)
- Full NACHA-Compliant Direct Deposit
- USA Payroll With Auto Updates
- Canadian Payroll Support*
- Australian & New Zealand Payroll Support*
- Generous Field Lengths and Room for Notes
- Track an Unlimited Number of Employees
- Handles Most Union Payroll Scenarios
- Federal, County, and State Tax Tables
- Tax Tables Are Automatically Updated*
- Fully Integrated Timesheet
- Mobile Timesheet Option
- Timesheet Accessed Through Dispatch Board
- Office Time Clock Option
- Supports Hourly and Salaried Employees
- Tracks and Pays Sales Commissions
- Tracks Callbacks and Warranty Time
- Tracks Vacation and Holiday Time
- Tracks Time and Personal Time
- Setup Tool Allowances and Payback
- Manages Garnishments and Support
- Handles Child Support Deductions
- Insert Electronic Files and Documents
- Time and Date Stamped Contact Log
- Separate Checks List for Payroll Checks
- Supports Most Standard Check Types
- Modify Check Face and Paystub
- Add Contact Info and Logos to Checks
- Allows for Reverse Order Printing
- Print Continued Paystubs
- Batch Print Checks or One at a Time
- Establish Payroll Templates
- Overtime Pay Warnings
- Easily Edit or Void Checks
- Easily Recalculate Checks
- Reconcile Payroll Checks
- Use Tax Tables or Manually Setup Taxes
- Track Employee and Technician Efficiency
- Print W2, W3, 940, and 941 Reports
- Unlimited User-Defined Fields With Masking
- Rock Solid Security and Auditing
- Enter Timesheet info on a Smart Phone
- Enter Timesheet info from a Safari browser
- Dozens of Payroll and Timesheet Reports
- Integrates with MS Excel®
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
- Handles Child Support Deductions
- Insert Electronic Files and Documents
- Time and Date Stamped Contact Log
- Separate Checks List for Payroll Checks
- Supports Most Standard Check Types
- Modify Check Face and Paystub
- Add Contact Info and Logos to Checks
- Allows for Reverse Order Printing
- Print Continued Paystubs
- Batch Print Checks or One at a Time
- Establish Payroll Templates
- Overtime Pay Warnings
- Easily Edit or Void Checks
- Easily Recalculate Checks
- Reconcile Payroll Checks
- Use Tax Tables or Manually Setup Taxes
- Track Employee and Technician Efficiency
- Print W2, W3, 940, and 941 Reports
- Unlimited User-Defined Fields With Masking
- Rock Solid Security and Auditing
- Enter Timesheet info on a Smart Phone
- Enter Timesheet info from a Safari browser
- Dozens of Payroll and Timesheet Reports
- Integrates with MS Excel®
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
*Tax tables are USA only and updated with paid subscription. Canadian, Australian, and New Zealand users can update payroll manually.
Specifications subject to change without notice.
Total Office Manager is Simplifying Payroll
Live Demonstrations Performed by Professionals for Free. No Obligation.
The best way to learn about Total Office Manager’s comprehensive payroll system is to attend one of our live no sales BS product demonstrations. Please contact us for more information at 913-492-9930.
Expert Training and Consulting
We offer internet based training and on-site training. We have produced a set of videos and manuals that guide you through most processes. We have thousands of help articles.
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
- ComforTech: #1 Business Management Software Award
- Electrical Contracting Products: Innovation Award
- Dealer Design Awards: Honorable Mention
- ComforTech: #1 Business Management Software Award
- Electrical Contracting Products: Innovation Award
- Dealer Design Awards: Honorable Mention
- ComforTech: #1 Business Management Software Award (again)
- Finalist Electrical Contracting Products: Innovation Award
- CPA Technology Advisor: 5 out of 5 Star Rating
- ComforTech: #1 Business Management Software Award (again)
- Finalist Electrical Contracting Products: Innovation Award
- CPA Technology Advisor: 5 out of 5 Star Rating
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