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Equip yourself with the right tools at Aptora University.

The Most Extensive Total Office ManagerĀ® 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. Donā€™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!

Days
Hours
Minutes

Pricing

Invest In a Smoother, Problem-Free Tomorrow
$ 2500 All Access Pass
  • Single Day Training $1000
  • 20% Discount on All Additional Tickets for Employees of the Same Company
Popular

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.Ā 

  • A good understanding of inventory, including invoice item types and how they affect financial reports.Ā 
  • You should be comfortable explaining what the Chart of Accounts is, including account types and how they affect an income statement and balance sheet.Ā 
  • You should be comfortable explaining debits and credits and how they are used to explain changes to financial reports.Ā 
  • Attendees should be comfortable with basic concepts related to work orders, schedule board, timesheets, invoices, and related systems in Total Office Manager.Ā 
  • 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.ā€Æ 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.Ā 
  • Additional trainers will be on hand to provide instant answers to individual questions.Ā 
  • Specific questions and problems will be addressed on a one-on-one basis.Ā 
  • We will cover advanced features and reporting.

Topics

  • Inventory Accounting, Adjustments, and ReviewĀ 
  • Understanding the Perpetual Inventory System
  • Mobile Schedule Board
  • Accessing remote files and creating remote documentsĀ 
  • 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
  • A limited number of desktops will be available for rent at $100/day
AptoraU #2

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

Session I

7:00 AM to 8:00 AM:Ā Breakfast Provided

8:00 AM to 10:00 AM:Ā 

Accounting Review

  • Hand Out Free 650 Page TOM ManualĀ 
  • Key Preferences and SettingsĀ 
  • Chart of Accounts Best PracticesĀ 
  • Departmentalization SetupĀ 
  • Income Statement ReviewĀ 
  • Balance Sheet ReviewĀ 
  • Understanding the Cashflow StatementĀ 
  • Accrual versus Cash Accounting MethodsĀ 
  • Demystifying Debits and CreditsĀ 
  • Understanding Financial RatiosĀ 

ContactĀ ManagementĀ 

  • Setting up Customers, Jobs, & LocationsĀ 
  • Create User Defined SearchesĀ 
  • Customer, Vendor, and Employee HistoryĀ 
  • Managing Contact Logs, Notes, and AlertsĀ 
  • Tricks for Batch Updating ContactsĀ 
  • Customer List Cleanup Techniques
Ā 

10:00 AM to 10:15 AM: Morning Break

Ā 
Session II

10:15 AM to 12:00 PM: Lunch Provided

Inventory ManagementĀ 

  • Free Inventory Management BookĀ 
  • Why Track Inventory (Pros & Cons)Ā 
  • Inventory Accounting BasicsĀ 
  • Invoice Item Types OverviewĀ 
  • Make it Easy to Find PartsĀ 
  • Item Numbers and Item AliasesĀ 
  • Using Item and Task CategoriesĀ 
  • Establishing Stocking ListsĀ 
  • Setup Warehouses and Reorder PointsĀ 
  • How to Price Items & ServicesĀ 
  • Tracking Usage and ReorderingĀ 
  • Fixing Inventory Count IssuesĀ 
  • Flat Rate Pricing Setup and ManagementĀ 
  • Applying Markups & Bulk Price UpdatesĀ 
  • Bar Code Setup, Scanning, and TipsĀ 
  • Inventory History and ReportsĀ 

Ā 

12:00 PM to 1:00 PM: Lunch ProvidedĀ 

Session III

1:00 PM to 3:00 PM:

Sales Tax Setup and ManagementĀ 

  • Sales Tax PreferencesĀ 
  • Sales Tax PaymentsĀ 
  • Sales Tax AdjustmentsĀ 
  • Sales Tax ReportsĀ 

Invoicing and EstimatingĀ 

  • Sales versus InvoicesĀ 
  • Estimating Jobs and Creating ProposalsĀ 
  • Entering Invoices, Sales, and CreditsĀ 
  • Progress Billing & AIA BillingĀ 
  • Percentage of Completion BillingĀ 
  • Using Credit Hold to Protect CollectionsĀ 
  • Holding Items with Item ReservationsĀ 
  • Invoicing Reimbursables for JobsĀ 
  • Selling EquipmentĀ 
  • Customizing and Printing InvoicesĀ 

Ā 

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:Ā Breakfast Provided

8:00 AM to 10:00 AM:

BankingĀ 

  • Credit Card Setup and ProcessingĀ 
  • Bank Funds Transfers and AdjustmentsĀ 
  • Making Journal Entries the Correct WayĀ 
  • Performing Bank ReconciliationsĀ 
  • How to Reconcile Credit CardsĀ 
  • Understanding Reconciliation ReportsĀ 
  • Understanding Banking ReportsĀ 

Schedule ManagementĀ 

  • Work Order ManagementĀ 
  • Sending Bulk Emails and TextsĀ 
  • When and How to AppointmentsĀ 
  • Schedule Board Settings and UsageĀ 
  • Scheduling WorkflowĀ 
  • Work Order & Schedule ReportsĀ 

10:00 AM to 10:15 AM: Morning BreakĀ 

Session II

10:15 AM to 12:00 PM:

Service Agreement ManagementĀ 

  • EnteringĀ Service AgreementsĀ 
  • SchedulingĀ Planned MaintenanceĀ 
  • Invoicing Service AgreementsĀ 
  • Batch Renew Service AgreementsĀ 
  • Service Agreement HistoryĀ & ReportsĀ 
  • Setup Deferred SA RevenueĀ 
  • Escrow Accounting and ReportsĀ 
  • Industry Best Practices and TrendsĀ 

Payroll and TimesheetsĀ 

  • Entering Billable and Unbillable TimeĀ 
  • Payroll Items and TemplatesĀ 
  • Performance Based CompensationĀ 
  • Managing Benefits and Time offĀ 
  • Processing Tips and Direct DepositĀ Ā 
  • Common Payroll Setup ProblemsĀ 
  • Setup and Run Payroll ReportsĀ 

Project Management & Job CostingĀ 

  • Basic Setup and PreferencesĀ Ā 
  • Impact of Inventory vs. Non-InventoryĀ 
  • Job Costing for PurchasesĀ 
  • Job Costing LaborĀ 
  • Job Costing CommissionsĀ 
  • Job Costing Additional OverheadĀ 
  • Job Costing Labor BurdenĀ 
  • Job Costing RevenueĀ 
  • Explaining the Job Costing ReportsĀ 

Financial Reports and DashboardsĀ 

  • Income StatementsĀ 
  • Department Overhead AllocationĀ 
  • Balance SheetĀ 
  • Statement of Cash FlowsĀ 
  • Understanding the Executive SummaryĀ 
  • How to use the Bookkeeperā€™s SummaryĀ 

12:00 PM to 1:00 PM: Lunch ProvidedĀ 

Session III

1:00 PM to 3:00 PM:

Sales & MarketingĀ 

  • Sales Opportunity Manager SetupĀ 
  • How to Enter and Track Sales LeadsĀ 
  • Create Marketing Lists the Easy WayĀ 
  • Marketing Campaign SetupĀ 
  • Tracking ROI on Marketing CampaignsĀ 
  • Reading and Customizing the ReportsĀ 

Asset ManagerĀ Ā 

  • Setting up AssetsĀ 
  • Asset Contact LogĀ 
  • Tracking DepreciationĀ 
  • Tracking Asset Repairs & MaintenanceĀ 
  • Leasing AssetsĀ 
  • Assets ReportĀ 

3:00 PM to 3:15 PM: Afternoon Break

Session IV

3:15 PM to 5:30 PM:Ā 

Miscellaneous Tools & UtilitiesĀ 

  • Revealing Little Known SettingsĀ 
  • Scanning the Database for IssuesĀ 
  • Memorized TransactionsĀ 
  • Setting and Using RemindersĀ 
  • Document Manager & Document LinksĀ 
  • Advanced Techniques for SearchingĀ 
  • Utilities for Data CleanupĀ 
  • Bulk Editing of RecordsĀ 
  • Exporting Data to Excel and ReimportingĀ 
  • Tips and Tricks for Importing DataĀ 
  • Custom Reports & Data ViewsĀ 

Day 2 Wrap-upĀ 

  • Cover any Topics Not CoveredĀ 
  • Answer any Remaining QuestionsĀ 

Solving Accounting ProblemsĀ 

  • Where Reports Get Their InformationĀ 
  • End of Month, Quarter, and Year TasksĀ 
  • Fixing Common Accounting ProblemsĀ 
  • Fixing Common Sales Tax IssuesĀ 
  • Fixing Common Payroll DifficultiesĀ 
  • Professional Accounting ReviewsĀ 

5:30 PM: Adjourn for the DayĀ 

5:30 PM to ???: Drinks with James and Company – Open Bar

Section I

7:00 AM to 8:00 AM:Ā Breakfast Provided

8:00 AM to 10:00 AM:

Aptora Mobile IIĀ® FSM AppĀ Ā 

  • Basic Installation and SetupĀ 
  • Important Security SettingsĀ 
  • Key PreferencesĀ 
  • Work Order Process from Start to FinishĀ 
  • Entering TimesheetsĀ 
  • Invoicing BasicsĀ 
  • Credit Card Processing and PaymentsĀ 
  • Q&A and Open DiscussionĀ 

10:00 AM to 10:15 AM: Morning Break

Section II

10:15 AM to 12:00 PM:

Customer Access Portalā„¢  

  • 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 CompassĀ® 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 MailChimpĀ® Campaign Synchronizer 

12 PM to 1:00 PM: Lunch Provided


Section III

1:00 PM to 2:45 PM:

Introducing Total Office Manager ā€“ Next GenerationĀ®Ā 

  • What is Aptora 360?Ā 
  • How You Can Get it and WhenĀ 
  • Main Differences in Old vs. NewĀ 
  • How to Use it. What You Need to KnowĀ 
  • Live Software DemonstrationĀ 
  • The Major ImprovementsĀ 
  • Explaining the API (with examples)Ā 
  • The Status of our Beta TestingĀ 
  • Work That Still Needs CompletedĀ 
  • Schedule of Release DatesĀ 
  • What is Needed to UpgradeĀ 
  • New Software OptionsĀ 
  • Aptoraā€™s Software Roadmap (the future)Ā 
  • Exciting AnnouncementsĀ 

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

Hear Attendee Success Stories Firsthand

Crawford Services Inc

Crawford Services

Tommy Thompson

ā€œExcellent opportunity to cram a huge amount of knowledge into your head. Still working through my notes many weeks later. If you are on the fence on going to Aptora Uā€¦ Go!ā€

Hood Heating, Air, Plumbing, and Electric

Luke Hood

"We have been TOM users for 7 years now, migrating multiple companies in multiple different software systems. This week I attended an Aptora University class with three days of in-depth training on a fully functioning database. I was amazed at how much the software can do, and how much more we can utilize it to improve workflow, job costing, reporting, payroll, invoicing, accounts payable and purchasing. James, Arika, and Bryant went above and beyond just training though, we were able to discuss best practices and get feedback from other users on how they use different features... Not only would I recommend this software, but I would also highly recommend attending the Aptora University class to the point that I plan on attending again after I have time to implement some of what I learned. Thanks again, James!"
Air Conditioning & Heating Inc

Air Conditioning & Heating, Inc.

Christine Bryan

"Thank you so much for offering the training class (Aptora University) this week. I enjoyed the class and all who participated. The presentation, Q&A and interactions were extremely insightful. I appreciated being able to interact with the staff and others who use the software as well. The training course has really helped me to take what I know to a new level in using the software. I highly recommend others who are using it to participate whenever they have the opportunity. We, at Air Conditioning & Heating, Inc., have been using TOM for 5 years and Aptora Mobile for over a year. We are extremely pleased with what it has to offer and the ability to grow with us. The support has also been amazing. Anytime I have questions, they are quickly answered. I donā€™t just feel like a client, I feel like a friend."
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