GENERAL FEATURE OVERVIEW

Transcription

1 TOTAL OFFICE MANAGER ENTERPRISE WAS BUILT BY CONTRACTORS FOR CONTRACTORS. THIS IS ONE SOFTWARE PROGRAM THAT CAN DO IT ALL. A Little History First GENERAL FEATURE OVERVIEW Friendly Easy to Use Interface Our Software is Very Keyboard Friendly Extensive Options and Preferences Numerous Customizable Lists Unlimited Historical Information Extensive Lookup and Search Features Rock Solid Security and Auditing Grant Permissions by Form and Report Hundreds of Detailed Reports with Options Batch Printing System Very Heavy Inventory Capability Convert Reports to a PDF and Other Formats Import from Access, Excel, or Delimited Export to Various Formats Training Videos and Manuals Comprehensive Context Sensitive Help Comprehensive Database Utilities User Defined Fields with Extensive Masking Automatic Updates with File Sharing Uses a Microsoft SQL Server Database Run Multiple Instances of the Software Terminal Server Ready Custom Software Programming Available James R. Leichter, a lifelong contractor, needed a better way to run his business. Frustrated with software that was either one size fits all or totally overpriced, James assembled a dream team of software programmers and accounting professionals and set out to make his own software. Total Office Manager is the result of five intensive years of development and more than six more years of fine tuning. The result is a program that probably looks and functions a lot like what you may have always dreamed of owning. Basic Overview Total Office Manager was designed specifically for businesses that do work related to service, installation, new construction, and service agreements. Total Office Manager is built on a rock solid foundation of accounting. We then added hundreds of features that a service contracting company would need to run their businesses more efficiently than ever before. Features include an impressive set of modules related to core accounting plus specialty features such as dispatching, service agreements, flat rate pricing, marketing, sales lead management, CRM, proprietary reports, POS, and more. All development, marketing, sales, training, and support are done in house by Aptora employees. We don t farm anything out. We are constantly responding to the needs and wants of our clients. We release approximately one major update every two months and many other updates in between. Features Common to the Software True MDI Interface Unlike most software of this type, you can open the same forms many times. The interface is clean and keyboard friendly with auto fill and proper tab ordering. Options and Preferences There are hundreds of preferences and options that control look, layout, fields, columns, behavior, and more. Many preferences are specific to the user while others are global. Heavy Duty Security and Auditing Security is established on a form by form, report by report basis. You have the ability to set permissions to open, view, edit, add, inactivate, void, and delete in every form. You can decide which reports can be viewed and printed. Permission templates can be set up and permission sets can be copied from one employee to the next. Every time a user logs in and uses the software, user actions are written into a very detailed audit trail. You can view step by step list of everything the user has done, where the user logged in from, and when the user logged out. The audit trail is always active and can never be turned off, edited, deleted, or modified in any way. Extensive Use of Lists We include numerous lists to make it easy to stay organized and find things quickly. Each list includes the ability to search, sort, filter, export, and open in Excel. You can build reusable filters and customized reports. Powerful Search Functions Our powerful search utility makes finding any piece of information contained in your database fast and simple. Use Boolean, wild cards, match case, and more. Enterprise Level Accounting and Business Management Software simplifying IT

2 KEY MODULES Comprehensive Security System Customer Relationship Management (CRM) Employee and Vendor Management Certified Payroll with USA Updates Dispatching (electronic drag and drop) Telephone Messaging System Caller Identification with Instant Lookup Integrated Appointments Marketing Campaign Manager Sales and Estimating Flat Rate Pricing Books* Credit Card Processing (with batch) ACH Payment Processing (with batch) AIA Billing System Invoicing and Accounts Receivable Sales Opportunity Manager (sales leads) Inventory and Item Management Purchase Orders and Automated Reordering Bills and Accounts Payable Fixed Asset Manager with Depreciation General Ledger (full double entry) Credit Card Management Banking and Bank Reconciliation Service Agreement Management Comprehensive Job Costing Report Designer and Navigation Center Import and Export Facility Mobile Smart Phone/iPad Remote Access* Field Mapping and Directions** MS SQL Server Enterprise Database Utilities Point of Sale (POS) Option Live Demonstrations Free The best way to learn about the power and flexibility of Total Office Manager Enterprise is to attend one of our live demonstrations. Please contact us at *Extra fees apply **Requires MS MapPoint Specifications subject to change without notice. Printing and Reports There are hundreds of reports; most of which can be customized to one degree or another. Many reports include extensive drill down. You can convert reports into PDF, Excel, Word, HTML, RTF, Txt, ODBC, Crystal Reports, XML, and others. Feature Details (modules) Total Office Manager includes all of the core accounting modules and reports you would expect such as a heavy duty security, auditing, chart of accounts, double entry general ledger, purchase orders, sales, inventory, invoicing, bill payment, check writing, A/R, A/P, credit card management, credit card processing, ACH processing, fixed assets, depreciation, core accounting reports, and more. We have also added specialized features such as sales lead management, sales proposals, flat rate pricing, serialized inventory, multiple warehouse inventory tracking, item assembly, marketing, mail merge, CRM, hundreds of proprietary reports, report designer, importing, exporting, database utilities, service agreements (with deferred income recognition), job costing, AIA billing, certified payroll, reminders, appointments, work orders, dispatching & scheduling, bar coding, item aliases, document management, departmentalized financials, interdepartmental billing, callback tracking, warranty tracking, client equipment lists, batch credit card and ACH payments, and many other features. There are options available such as mobile laptop computing, smart phone options, point of sale (POS), mapping, caller identification, Software Developer s Kit (SDK), on site training, consulting, custom software programming, and other services. We are also working on a unique web based Client Portal that will allow your clients to log in, view, and print information. Options for Remote Access Smart Phone Software* Using the optional Aptora Mobile software system, your employees can review and edit select data from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Software Built by Contractors for Contractors APTORA TRULY UNDERSTANDS THE UNIQUE ASPECTS OF YOUR BUSINESS Specialized Software for the Specialized Contractor

3 Drag and Drop Dispatch Board OUR ELECTRONIC SCHEDULING AND DISPATCH BOARD IS THE BEST IN THE BUSINESS. CREATE DETAILED WORK ORDERS AND APPOINTMENTS IN SECONDS AND EFFICIENTLY COORDINATE ALL BUSINESS ACTIVITIES. Increase your company s efficiency with a completely integrated and state of the art electronic scheduling and dispatching board. Easily manage the schedules of all employees and technicians. Basic Overview KEY FEATURES Clean Easy to Use Interface Drag and Drop Work Orders Day, Week, Month, and Day Planner View Hundreds of Color Options Change Date Format Control Start/End Day of Work Week Change Start and Stop Time of Work Week Adjust Default Time and Block Time Unscheduled/Unassigned Work Order Area Scheduled Conflict Checking Ability to Double Book Timeslots Assign Multiple Equipment to Work Order Hold WO s for Parts on Order Check Tech Skill Level Dynamically Extensive History with One Click Lookup Equipment by Model or Serial Track Callbacks and Warranty Work Use Employee Names, Aliases, or Truck # View Required Parts, Tools, and Equipment View Inventory and Equipment by Vehicle Create Duplicate or Reoccurring Work Orders Quickly Convert Work Orders to Invoices Create Estimates and POs on the Fly Sort & Organize Work Orders by Location Adjust Dispatch Board Size and Position The Dispatch Board opens quickly and is highly customizable. It displays both work orders and appointments. Most information can be accessed with three mouse clicks or less. When you hover over a work order, a popup displays important information. You can double click for details. There are dozens of shorts cuts for tasks such as creating a sales proposal, purchase orders, rescheduling, invoicing, and more. Work orders can be resized and dragged into new time slots. Completed work orders will have a line drawn through them and there is a preference to have them drop off the board. Using the Dispatch Board profile, you can create multiple views. With each view, you control what technicians are shown, ordering, departments, work order status, work order types, and more. Dispatch Board Details Options and Preferences There are hundreds of preferences and options that control look, layout, color codes, behavior, time and date formats, and more. You can change the colors of most every aspect. Our Dispatch Board is one of the very few that allows for employees to be listed across the top of the board or on the side of the board. Profiles The Profile feature allows you to set up the schedule board (using hundreds of options) and save those preferences with a name. You may then switch back and forth between profiles. Profiles can be used to switch between departments, locations, branches, techs, etc. Profiles can be public or private. Work Orders There is plenty of room to write detailed descriptions. There are special fields for a short problem code, long detailed description, directions, and memo. Track Status Work orders have several statuses including scheduled, enroute, working, complete, cancelled, and more. You can change the status at any time. Using Aptora Mobile, your technicians can change the status from their smart phone. Color Coding Work orders and appointments can be color coded. Status, type, and priority are all color specific. Conflict Checking This feature checks to see if the employee has a conflicting work order or appointment already saved. You have the option of double booking. Technician Skills Check The skills check features looks at a predefined skill set and compares it to what is needed to perform a given work order. You will be warned if you are trying to send the wrong technician. Appointments Appointments can be displayed on the Dispatch Board. Appointments can be marked as private ; which keep the contents confidential. Total Office Manager Increases Scheduling Efficiency simplifying IT

4 KEY FEATURES Highly Customizable Work Area Extensive Options and Preferences Unlimited User Defined Fields User Defined Fields That Allow Masking View City Maps and Plot Work Orders* Create Turn by Turn Directions* Locate Suppliers & Hard To Find Addresses* Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management , Text, or Page Work Orders** Dozens of Scheduling Reports Lots of Work Order Templates Print Daily Schedule or Entire Week/Month Powerful WO Report Designer Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS MapPoint 2009 (or higher). **Requires MS Outlook /Express /Mail, account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s state of the art Dispatching Board is to attend one of our live demonstrations. Please contact us for more information at (toll free). Specifications subject to change without notice. Unscheduled Work Orders There is a convenient area that lists all work orders that are not ready to be dispatched. This list can be filtered, sorted, and customized. You have control over what types of work order appear here and can switch back and forth at any time. Send Messages to the Field** It s fast and easy to your clients a quick note. Your can include attachments that are completely editable. Clients** You can send quick s to your clients from the Dispatch Board. The is automatically created using customer information. You can add anything you want. Set Alerts and Red Flags You can set flags so that you are alerted when clients are past due, exceeded the credit limit, need special equipment, required parts and tools, promises made, etc. Credit Hold Clients can be placed on credit hold and you may elect to password protect the credit hold. An administrator would then review the client s account and enter a password to let the service call proceed. Payroll Integration Our Dispatch Board is not an add on or module. It is fully integrated into the accounting and payroll systems. The timesheet is automatically populated with work order information. With a few clicks, your employee s time is recorded and ready for review. Printing Work Orders We have included lots of templates. You can include things such as name, contact info, problem description, problem code, extensive notes, service agreement info, equipment info, warranty information, repair history, user defined fields, directions, and more. Smart Phone Software Using the optional Aptora Mobile software system, your technicians can enter their timesheets or edit their work orders and appointments from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. They can check appointments, review sales calls, lookup repair history, check service agreement information and more. Please call for details. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Powerful Flexible Dispatch Board STATE OF THE ART SCHEDULING FOR SERVICE AND CONTRACTING BUSINESSES Fully Integrated State of the Art Dispatch Board

5 Sales and Marketing System PRODUCING SALES OPPORTUNITIES AND CONVERTING THEM INTO PROFITABLE SALES IS ESSENTIAL TO ANY BUSINESS. Total Office Manager is a complete business management system that includes numerous features to assist with marketing, sales, and Customer Relationship Management (CRM). KEY FEATURES Intuitive and Easy to Use Forms Marketing Campaign Management Marketing Lists Based on Complex Searches Do Not Call List & Preferred Contact Method Sales Lead Management Customer Relationship Management (CRM) Create Qualifying Questionnaires Create Q&A Lists and Profiling by Product Telephone Messaging Powerful Contact Log (for detailed notes) Track Sales Calls and Appointments Drag and Drop Sales Call Scheduling Track Sales Information by Salesperson Track Sales Info by Marketing Method Track Sales by Region or Demographic Sales Closure Rates by Person or Product Sales Closure Rates by Marketing Method Create Estimates that Can Be Quickly and Easily Converted Into a Sale Default Gross Profit or Markups Select Required Fields and Force Entry Automatically Calculates Sales Cycle Basic Overview The Marketing Campaign Manager will help you create sales opportunities more efficiently than ever. Using the optional Caller ID system, you will see each call coming in and have instant access to the caller s history. With a few clicks you can enter a phone message, sales lead, or appointment, and send it to your sales person s phone as an or text. Sales leads are graphically displayed and controlled through the Dispatch Board. Detailed Estimates can be prepared and later converted to invoices. Hundreds of details regarding the entire process of marketing and sales are recorded for later analysis. You will know exactly how your marketing performs, the sales closure rates on your employees, and many other things you never knew before about your company. Sales, Marketing, and CRM Details Hundreds of Options and Preferences There are hundreds of preferences and options that control how this feature set functions. Certain fields may be required and some can be auto populated. Caller Identification with Automatic Lookup (optional) When the phone rings, the Caller ID system displays all of the callers along with important information about each. You will see if they own a service agreement, owe you money, have sales leads pending, etc. With a right click, you can look up history, add messages, appointments, sales leads, work orders, and Quick Add. This feature is customizable. Make Better Decisions with the Marketing Campaign Manager This feature shows you exactly what advertising and marketing you have in effect and how well each one is performing. For each of your marketing methods, you will be able to see gross sales, expenses, return on investment, cost per sales lead, cost per sales lead closed, closure rate (by person, product, and marketing method), and a lot more. Track Sales Leads with the Sales Opportunity Manager The SOM is a great feature set that allows you to enter sales leads and track their progress from start to finish. Sales leads can include products, stage, customized questionnaires, user defined fields, and there are plenty of other data points that can be collected. You will know exactly what stage each sales lead is in. Sales can be predicted using our unique probability list. Sales leads can be printed, texted, or ed**. Access Details with the Contact Log and Notes Manager You may type all sorts of notes regarding sales, bids, service work, recommendations, concerns, legal issues, and more. Entries are date & time stamped, and includes the entry person's name as well as a topic and subject. There is also a handy stop watch feature. Notes can be sorted, filtered, searched, printed, and exported. You can have certain alerts popup each time this form is opened. Create Detailed Estimates and Sales Proposals Estimates can be created for customers and prospects very quickly. Change Orders are automatically created when the estimate is changed. You can keep very detailed notes on your sales process. The estimate can be setup to achieve a specified gross profit margin (GMP) and each line item can have a separate GPM. Document Management and File Linking The Document Manager allows you to drag and drop MSDS, sales literature, brochures, technical literature, sell sheets, schematic diagrams, and more. The documents can be searched, previewed, and printed as needed. You can go nearly paperless! Integrated Marketing, Sales, and CRM With Total Office Manager simplifying IT

6 KEY FEATURES Create Product List and Track Statistics Predict Sales Probabilities Define and Track Sales Leads by Stage Set Default Salesperson by Customer:Job Caller ID with Automatic Lookup Document Manager and File Linking Extensive Options and Preferences Unlimited User Defined Fields User Defined Fields That Allow Masking Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management , Text, or Page Sales Leads** , Text, or Page Sales Appointments** Dozens of Related Reports Microsoft Excel Integration Print Daily Schedule or Entire Week/Month Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS MapPoint 2009 (or higher). **Requires MS Outlook /Express /Mail, account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s marketing, sales, and CRM tools is to attend one of our live free demos. Please contact us for more information at (toll free). Specifications subject to change without notice. Defined Gross Profit Margin Targets Each prospect, customer, job, and item can have a default gross profit (markup method) that can be changed at any time Retail Price and Markup Methods You may build an unlimited number of markups based on a large list of calculation methods. You can also construct an unlimited number of markup tables. 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. Create Popup Notes and Alerts These are handy when you need to be alerted to important information. Visual Scheduling and Coordination Preventative Maintenance and Service Agreement visits can be displayed on the Dispatch Board. You can schedule your PM visits whenever you need to. It s easy to reassign your work orders to alternative technicians. Marketing List Generator and Mail Merge Letters and Labels Produce mail and call lists based on complex information including equipment, demographics, buying habits, repair history, etc. Create professional looking letters and sales documents and merge them with almost any information in your database. Printing and ing We have hundreds of sales proposal templates or you can create your own with the report designer. Almost anything can be easily printed, ed, or texted. Smart Phone Software Using the optional Aptora Mobile software system and an iphone, ipad, Android, BlackBerry, or Safari Web Browser, your salespeople can manage appointments, review sales calls, lookup sales history, and more. Please call for details. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Sales Proposal Kit If you are looking for an effective sales system for the HVAC industry, Aptora can help. We have taught classes all over America and we offer a complete set of forms, training materials, and DVDs for your sales people and technicians. Powerful Marketing and Sales Management ONE SOFTWARE PROGRAM TO MANAGE YOUR ENTIRE CONTRACTING BUSINESS Track Marketing, Sales, and CRM Like Never Before With Total Office Manager

7 Sales & Accounts Receivable GETTING YOUR CLIENT S INVOICED AND STAYING ON TOP OF COLLECTIONS IS A PRIORITY FOR ANY BUSINESS. TOTAL OFFICE MANAGER MAKES THIS CRITCAL JOB EASIER AND SAFER. Total Office Manager includes a robust set of features for managing sales leads, creating proposals, invoicing clients, mailing statements, and collecting money. Basic Overview KEY FEATURES Friendly Easy To Use Interface Generous Field Lengths and Room for Notes AIA Billing Option Sell From Multi Locations Including Trucks Create Flat Rate Pricing Books Import Vendor Items and Pricing Highly Detailed Sales History Automated Sales Commissions Attach Documents to Jobs Unlimited Notes Per Job or Client Preferred Vendor Tracking Best Price Tracking On File Credit Card Storage Heavy Duty Credit Card Security Strong Credit Card Number Encryption Credit Card Number Validity Checking Multiple Default Payment Methods Batch Check ACH Processing Batch Credit Card Processing Canadian Payment Options Available Supports Progress Billing Handles Down Payments and Retainage Multiple Sales Tax Rates and Authorities Line By Line Item Sales Tax Methods Group Sales Tax Items Together Handles Sales on Consignment (floor plan) Built in Sales Opportunity Manager Built in Customer Relationship Manager Create Credit Memos and Refunds Automatic Invoice Payment Application You have the opportunity to start the whole process with an electronic phone message. You can also enter a sales lead using the Sales Opportunity Manager. A sales proposal or estimate can be entered and set to pending. Change orders can be added as needed. Once you make the sale, purchase orders can be automatically generated for items that appear on the estimate but are not in stock. Estimate can be converted to an invoice with a touch of a button. Invoices can be created for all or part of the estimate. Progress billing is supported. There are dozens of templates to print from. You can create your own proposals or invoices using the built in report designer. The statement feature offers a lot of options on who gets statements and what they look like. It s easy to assess finance changes based on different calculation methods. System Details Sales Opportunity Manager (SOM) Total Office Manager s SOM includes an extensive set of sales lead management tools. You can create a product list and track closure rates by product and salesperson. You can develop prospect profile and qualifying questions. Customer Relationship Management (CRM) The CRM system offers a very robust set of tools for capturing information about your prospects and clients. There is a powerful contact log and an unlimited number of user defined fields. Sales Proposals and Estimates You can create highly detailed, or very simple, estimates and sales proposals. You can enter a projected total and build up your item list to match it. Group items and flat rate tasks can be inserted. The Look Up feature allows you to do sophisticated searches and filtering and items in bulk. Sales & Invoices Use the sales form when you have already received payment (COD). The invoice form allows you to receive a partial payment and collect the balance later. Use the unique Reimbursables feature to quickly gather and apply materials. Assign sales commissions and multiple technicians with a few clicks. These forms are customizable. Sales Taxes Sales tax can be calculated on retail price, wholesale price, and gross profit. Each item can be taxed by one or more sales tax items. Multiple tax authorities are managed easily. There is a nice payment window that tracks who you owe, how much, and when it s due. Printing Sale and Invoices We have included dozens of customizable templates to pick from. You can use the report designer to create your own custom sales and invoice forms. Statement Creation We have built a unique set of features and options that should satisfy even the most demanding person. It s really easy to sort and filter your list. There are many customizable templates to pick from. You can use the statement report designer to create your own custom statements. Total Office Manager Makes Sales and Collections Safer and Easier simplifying IT

8 KEY FEATURES Extensive Lookup and Search Capability Popup Notes by Client or Job Past Due and Over Credit Limit Alerts Password Protected Credit Hold Print Warehouse Pick Tickets Automatic Purchase Order Creation Estimates as a PDF Attachment* Create and Reuse Estimate Templates Unlimited Markup Methods Unlimited Markup Tables Track Estimated and Actual Gross Profit Preference to Sell Out of Stock Items Assess Finance Charges Print Statements and Past Due Notices Statement Report Designer Invoice/Sales/Proposal Report Designer Exclude Friends and Family from Notices Rock Solid Security and Auditing Optional Mobile Management Dozens of Sales and A/R Reports Training Videos and Manuals Comprehensive Context Sensitive Help *Required MS Outlook, Express, or Mail, an account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s comprehensive sales and A/R system is to attend one of our live demonstrations. Please contact us for more information at Accessing Finance Charges It s easy to create a list of people to assess finance charges too. There are many different options on calculation methods. VIP Exclusions You can easily exclude VIPs such as friends and family from receiving a statement, past due notice, or being accessed finance charges. A/R Reports Total Office Manager's vast array of reports allows you to see extensive details regarding who owes you and when the money is due. Multiple Payment Methods You can add a primary and secondary default payment method. Strong encryption is used to protect credit cards and security codes are not stored. Batch credit card and ACH processing is available. Report Designer Estimates, invoices, sales, and statements can be created using any of our dozen or more templates. You can also modify a template or create a report from scratch using our powerful, yet easy to use, report designer. Highly Detailed History Total Office Manager has the ability to show you a single vendor's history in one easy touse location. View your pending purchases, previous purchases, bills paid, bills due, checks written, and items received. You can right click on an item to view a complete history of that item including a list of every purchase and every sale. Detailed Reports We include lots of reports so that you can see exactly what s going on with each item. Most reports can be customized or tailored to one degree or another. There are dozens of ways to search for items and item activity. Point of Sale (POS) By combining all of the power of Total Office Manager with a cash register, POS Light will allow contractors and service companies to better manage their over the counter sales in a retail store environment. Users will be able to use an inexpensive computer or even repurpose one of their older computers. POS Light includes a USB cash drawer, USB credit card swipe, bar code scanner, cables, power adapter, and a special software update. Improve Your Sales and Collections Practices A TOTAL SALES SOLUTION FOR THE CONTRACTING INDUSTRY Total Office Manager Makes Sales and Collections Safer and Easier