Equip yourself with the right tools at Aptora University.
The Most Extensive Total Office Manager® Training.
March 2025 Student Enrollment Begins Now!
Welcome to Aptora University, where our exclusive, hands-on seminar is designed to help you master Total Office Manager. With only 50 spots available, this three-day training offers an immersive learning experience led by industry experts, providing you with the practical skills to streamline your workflow, increase efficiency, and drive business success.
This is a unique opportunity to learn directly from professionals who understand the real-world applications of Total Office Manager. Don’t miss your chance to secure one of the limited spots and gain valuable insights to elevate your business. Act fast and reserve your place today!
- When:
- Where:
- Instructor:
- March 17th-19th, 2025
- 8865 Bourgade Ave, Lenexa, KS 66219
- James Leichter, Aptora Corp President
- When: March 17th-19th, 2025
- Where: Lenexa, KS
- Instructor: James Leichter, Aptora Corp President
Pricing
Invest In a Smoother, Problem-Free Tomorrow-
Single Day Training $1000
-
20% discount on all additional tickets for employees of the same company
Before You Come
Prerequisites
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
- 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.
Topics
- Inventory Accounting, Adjustments, and Review
- Understanding the Perpetual Inventory System
- Mobile Schedule Board
- Accessing remote files and creating remote documents
- Save time and increase efficiency with filters and advanced search
- Create Smart Lists to manage workloads
- Performance Dashboards
- The essential bookkeeping functions required to use this system
- Setup and usage for technicians and office staff
What to Bring
- Bring your own laptop if you would like to log into your own instance to address questions or issues with one of our trainers.
- Networked computers will be provided to simulate a real multi-user environment.
Itinerary
March 2025 Session:
Day 1: Accounting deep dive, inventory, sales tax, invoicing, open Q&A
Day 2: Banking, payroll, project management, marketing, asset tools, networking
Day 3: Introducing TOM Next Gen, FSM App, dashboards, software optimization
*Click Monday, Tuesday, or Wednesday above to see the full daily agenda.
Session I
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM:
Accounting Review
- Hand Out Free 650 Page TOM Manual
- Key Preferences and Settings
- Chart of Accounts Best Practices
- Departmentalization Setup
- Income Statement Review
- Balance Sheet Review
- Understanding the Cashflow Statement
- Accrual versus Cash Accounting Methods
- Demystifying Debits and Credits
- Understanding Financial Ratios
Contact Management
- Setting up Customers, Jobs, & Locations
- Create User Defined Searches
- Customer, Vendor, and Employee History
- Managing Contact Logs, Notes, and Alerts
- Tricks for Batch Updating Contacts
- Customer List Cleanup Techniques
10:00 AM to 10:15 AM: Morning Break
Session II
10:15 AM to 12:00 PM: Lunch Provided
Inventory Management
- Free Inventory Management Book
- Why Track Inventory (Pros & Cons)
- Inventory Accounting Basics
- Invoice Item Types Overview
- Make it Easy to Find Parts
- Item Numbers and Item Aliases
- Using Item and Task Categories
- Establishing Stocking Lists
- Setup Warehouses and Reorder Points
- How to Price Items & Services
- Tracking Usage and Reordering
- Fixing Inventory Count Issues
- Flat Rate Pricing Setup and Management
- Applying Markups & Bulk Price Updates
- Bar Code Setup, Scanning, and Tips
- Inventory History and Reports
12:00 PM to 1:00 PM: Lunch Provided
Session III
1:00 PM to 3:00 PM:
Sales Tax Setup and Management
- Sales Tax Preferences
- Sales Tax Payments
- Sales Tax Adjustments
- Sales Tax Reports
Invoicing and Estimating
- Sales versus Invoices
- Estimating Jobs and Creating Proposals
- Entering Invoices, Sales, and Credits
- Progress Billing & AIA Billing
- Percentage of Completion Billing
- Using Credit Hold to Protect Collections
- Holding Items with Item Reservations
- Invoicing Reimbursables for Jobs
- Selling Equipment
- Customizing and Printing Invoices
3:00 PM to 3:15 PM: Afternoon Break
Session IV
3:15 PM to 5:30 PM:
Accounts Receivable
- Using Credit Hold to Protect Collections
- Perform Third-Party Billing
- Handling Customer Payments and Credits
- Managing Deposits & Undeposited Funds
- Using Customer Credits or Refund Checks
- Credit Card Setup and Processing
- How to use Batch E-Pay
- Customer Statements and Late Fees
- Locating & Customizing Related Reports
Accounts Payable
- Purchase Order Management and History
- Receiving Items and Item Receipts
- Enter Bill for Received Items
- Receive Items and Enter Bills
- Vendor Bills and Auto Recall
- Handling Returned Items & Vendor Credits
- Paying Bills and Bill Payment Checks
- Writing and Printing Checks
- Printing Checks and Vouchers
- Understanding the Related Reports
5:30 PM: Adjourn for the Day
Aptora Staff Will Stay to Answer Any Questions
Session I
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM:
Banking
- Credit Card Setup and Processing
- Bank Funds Transfers and Adjustments
- Making Journal Entries the Correct Way
- Performing Bank Reconciliations
- How to Reconcile Credit Cards
- Understanding Reconciliation Reports
- Understanding Banking Reports
Schedule Management
- Work Order Management
- Sending Bulk Emails and Texts
- When and How to Appointments
- Schedule Board Settings and Usage
- Scheduling Workflow
- Work Order & Schedule Reports
10:00 AM to 10:15 AM: Morning Break
Session II
10:15 AM to 12:00 PM:
Service Agreement Management
- Entering Service Agreements
- Scheduling Planned Maintenance
- Invoicing Service Agreements
- Batch Renew Service Agreements
- Service Agreement History & Reports
- Setup Deferred SA Revenue
- Escrow Accounting and Reports
- Industry Best Practices and Trends
Payroll and Timesheets
- Entering Billable and Unbillable Time
- Payroll Items and Templates
- Performance Based Compensation
- Managing Benefits and Time off
- Processing Tips and Direct Deposit
- Common Payroll Setup Problems
- Setup and Run Payroll Reports
Project Management & Job Costing
- Basic Setup and Preferences
- Impact of Inventory vs. Non-Inventory
- Job Costing for Purchases
- Job Costing Labor
- Job Costing Commissions
- Job Costing Additional Overhead
- Job Costing Labor Burden
- Job Costing Revenue
- Explaining the Job Costing Reports
Financial Reports and Dashboards
- Income Statements
- Department Overhead Allocation
- Balance Sheet
- Statement of Cash Flows
- Understanding the Executive Summary
- How to use the Bookkeeper’s Summary
12:00 PM to 1:00 PM: Lunch Provided
Session III
1:00 PM to 3:00 PM:
Sales & Marketing
- Sales Opportunity Manager Setup
- How to Enter and Track Sales Leads
- Create Marketing Lists the Easy Way
- Marketing Campaign Setup
- Tracking ROI on Marketing Campaigns
- Reading and Customizing the Reports
Asset Manager
- Setting up Assets
- Asset Contact Log
- Tracking Depreciation
- Tracking Asset Repairs & Maintenance
- Leasing Assets
- Assets Report
3:00 PM to 3:15 PM: Afternoon Break
Session IV
3:15 PM to 5:30 PM:
Miscellaneous Tools & Utilities
- Revealing Little Known Settings
- Scanning the Database for Issues
- Memorized Transactions
- Setting and Using Reminders
- Document Manager & Document Links
- Advanced Techniques for Searching
- Utilities for Data Cleanup
- Bulk Editing of Records
- Exporting Data to Excel and Reimporting
- Tips and Tricks for Importing Data
- Custom Reports & Data Views
Day 2 Wrap-up
- Cover any Topics Not Covered
- Answer any Remaining Questions
Solving Accounting Problems
- Where Reports Get Their Information
- End of Month, Quarter, and Year Tasks
- Fixing Common Accounting Problems
- Fixing Common Sales Tax Issues
- Fixing Common Payroll Difficulties
- Professional Accounting Reviews
5:30 PM: Adjourn for the Day
5:30 PM to ???: Drinks with James and Company – Open Bar
Section I
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM:
Aptora Mobile II® FSM App
- Basic Installation and Setup
- Important Security Settings
- Key Preferences
- Work Order Process from Start to Finish
- Entering Timesheets
- Invoicing Basics
- Credit Card Processing and Payments
- Q&A and Open Discussion
10:00 AM to 10:15 AM: Morning Break
Section II
10:15 AM to 12:00 PM:
Customer Access Portal™
- Features and Capabilities
- Basic Installation and Setup
- How to Manage Users (your customers)
- How your Customers Use the System
-
How the System Operates Internally
Contractor Compass® Dashboards
- Basic Installation and Setup
- Getting Total Office Manager Ready
- Understanding the Company Dashboard
- Using the Technician Scoreboard
- Know Where the Numbers Come From
- Explaining it and Getting Staff Excited
- Troubleshooting Data Issues
- Usage and Best Practices
- How to Mount Dashboards on Your Walls
- New Marketing List Generator Feature
- New MailChimp® Campaign Synchronizer
12 PM to 1:00 PM: Lunch Provided
Section III
1:00 PM to 2:45 PM:
Introducing Total Office Manager – Next Generation®
- What is Aptora 360?
- How You Can Get it and When
- Main Differences in Old vs. New
- How to Use it. What You Need to Know
- Live Software Demonstration
- The Major Improvements
- Explaining the API (with examples)
- The Status of our Beta Testing
- Work That Still Needs Completed
- Schedule of Release Dates
- What is Needed to Upgrade
- New Software Options
- Aptora’s Software Roadmap (the future)
- Exciting Announcements
2:45 PM to 3:00 PM: Afternoon Break
(Attendees May Leave Now to Catch Flight)
Section IV
3:00 PM to 4:00 PM:
Making the Software Faster*
- Understanding the Database
- Database Optimization and Maintenance
- Speed Settings to Improve Performance
Open Q&A and One-on-One Help*
- Questions and Answers
- Open Discussion on Any Topic
- Private Confidential Help Available
- We will work with any student who needs personal attention or help with any software issue.
- You can remote into your own network and show us issues you are having and get answers to your specific questions.
*Attendees may leave early if needed to accommodate their travel plans.
4:00 PM: End of Workshop
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 3-day fast-track training experience.
Hear Attendee Success Stories Firsthand
Crawford Services
Tommy Thompson
Hood Heating, Air, Plumbing, and Electric
Luke Hood
