Total Office Manager 2026: Benefits, Features & Pricing

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On this page

Overview
Pricing and Plans
Features
User Reviews

Overview

Total Office Manager

3.7

(48)

Pricing

Pricing available upon request

About Total Office Manager

Total Office Manager® by Aptora is designed to help services business owners streamline processes, reduce cost, and increase sales. While developed for HVAC, plumbing, electrical and related companies; it is highly adaptable to any industry.

Total Office Manager® is an all-in-one solution including enterprise accounting, payroll, job costing, service agreements, work orders, field scheduling and dispatching, and inventory management. All applications are built in so, there is no need for 3rd party integrations, applications such as QuickBooks, or plugins.

The software can be deployed on the cloud or on-premises in your office for complete flexibility with users' business needs. Total Office Manager® also uses the three-click rule. Important information is never more than three clicks away as users log in.

Total Office Manager Screenshots

Total Office Manager Pricing and Plans

Starting price: $125.00

Free Trial

Free Version

Desktop

$175.00

per user

No plan information available

Mobile

$125.00

per user

No plan information available

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Total Office Manager Features

Popular features found in Electrical Contractor
Alerts/Notifications
Billing & Invoicing
Calendar Management
Customer Management
GPS
Invoice Management
Job Scheduling
Mobile Access
Quotes/Estimates
Time Tracking
Work Order Management
More features of Total Office Manager
Accounting
Activity Tracking
Contact Database
Contract/License Management
CRM
Customer Database
Customer History
Customizable Forms
Dispatch Management
Electronic Signature
Equipment Tracking
Inventory Management
Job Costing
Job Management
Maintenance Scheduling
Mobile App
Online Time Clock
Order Management
Payment Collection in the Field
Purchase Order Management
Purchasing & Receiving
Routing
Scheduling
Service History
Technician Management
Third-Party Integrations

Total Office Manager User Reviews

Overall Rating

3.7

Ratings Breakdown

31%

38%

13%

10%

Secondary Ratings

Ease of Use

3.8

Value for money

3.8

Customer support

3.8

Functionality

3.9

Lee R.

Verified reviewer

Construction

11-50 employees

Used daily for more than 2 years

Review source

Reviewed May 2019

Great software

Great folks to work with

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

flat rate, schedule board, and maintenance agreement consolidation is awesome

Cons:

There is nothing that we do not like about this software

Heather G.

Verified reviewer

Construction

11-50 employees

Used daily for less than 6 months

Review source

Reviewed January 2022

The Literal One-Stop Shop for a Service Company

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

I like so many things about this software I literally cannot list one. Dispatching, Estimating, the Sales Opportunity Manager (!!!), the Schedule Board... my list could go on for days.

Cons:

The migration process is bumpy (we are on day 3 of using the software, training since September). I would suggest spending the extra money on bringing someone to your location for your Go Live week... be sure to plan this up front rather than waiting.

Reasons for choosing Total Office Manager

It is a one-stop-shop.

Reasons for switching to Total Office Manager

I hate everything about Spectrum. Not a good fit for a service company our size

Stephen M.

Verified reviewer

Facilities Services

2-10 employees

Used daily for less than 2 years

Review source

Reviewed January 2025

Sad but true

Disappointing and expensive. Tens of thousands of dollars and no software activation. Finally lost confidence and Trust.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Thought it was the solution to our quickbooks dislike.

Cons:

They were unable to meet any of the three deadline 1-24, 2-24 , 12-24 to get us activated.

Reasons for choosing Total Office Manager

Pricing was a consideration, and the sales job given.

Reasons for switching to Total Office Manager

Looking for and all in one software. that did not glitch when transferring data

Vendor Response

We’re truly sorry to hear about your dissatisfaction, Stephen. We understand that software migration can be complex, and it seems there was some confusion between the preliminary migration, final migration, and the go-live date. Implementing new software can be challenging with only an owner and dispatcher who have limited tech knowledge. For example, this customer was upset that Microsoft Family 365 couldn’t sync with Total Office Manager, which is unrelated to Aptora’s software. Our technician explained that a Microsoft Business 365 account is required for this integration. To support you, we provided several accommodations, including a $1,200 ticket to Aptora University and a free rushed migration service valued at $8,000. At Aptora, we value more the relationship with our clients, not just the financial aspect and for that reason we offer a cancel-anytime policy. We would love to discuss how we can better support you moving forward.

Replied January 2025

Colleen D.

Verified reviewer

Construction

11-50 employees

Used daily for more than 2 years

Reviewed May 2019

Easy to Use and Learn System

There have been some issues with e-mailing through Total Office Manager and Outlook. I know that it is being worked on and will be corrected soon but it has caused some issues in the office.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

It is very easy to use and can be adjusted to how you want to use it. You create and set it up how it best suits you.

Cons:

Some of the reports are difficult to find at the beginning. You have to play around a lot to find exactly what you are looking for.

Reasons for choosing Total Office Manager

It was more geared toward our industry being created by someone who worked in the industry.

Batbara B.

Verified reviewer

Construction

11-50 employees

Used daily for more than 2 years

Review source

Reviewed January 2022

This software is all you need!

It’s a big program so expect big things, but also expect to spend time leaning, implementing, modifying to get even bigger results.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Aptora is always listening to their customers and keeping the software current and updated. Customer service is amazing! It is our “does it all” program that meets and exceeds our demands.

Cons:

So many options on how to do things sometimes is a little frustrating. Hind site is always 20/20 Leaning how the process you chose affect other aspects of the program. This is a pro also though

Ronda R.

Verified reviewer

Utilities

11-50 employees

Used daily for more than 2 years

Reviewed May 2019

Review

Not pleased with this program at all. We are actually looking for another program that will fit our company.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Invoicing is simple. Writing checks is simple after they added customer vendor beside the name.

Cons:

The program has too many bugs with updates. You can’t have colored or bold text especially in customer notes. The spell check is horrible even after we have added our own words that are truly words. The layout of our invoices and estimate is horrible. After an update it may just start using categories we don’t use.

Reasons for choosing Total Office Manager

Because we thought it would fit our company and customers.

Bradford M.

Verified reviewer

Construction

11-50 employees

Used daily for more than 2 years

Review source

Reviewed December 2018

SLOW

We'll stick with APTORA since we're so invented in it. There are other softwares available but none do everything that APTORA does. You'd have to use at least two different ones.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

This software can do SO much! For a service company with multiple field techs it is great! It brought us up to the modern age with digital invoicing in the field and real time inventory management.

Cons:

It is slow! The queries, reports, item lists, just about anything that has to do with a data base is horrible! We've got so really high horsepower machines running this and it is always either crashing or hanging!

Verified

Reviewer

Construction

51-200 employees

Used daily for more than 2 years

Reviewed May 2019

Outgrowing Aptora

We started using TOP several years ago and while it was a good change at the time, we have outgrown it. Aptora is made for retail work, and is simply a bad fit for long-term commercial projects.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Aptora's greatest strength is how information dominoes. Once you have a client set up, making an estimate, work order, or PO with the same information is quick and consistent. I also like that there is a mobile platform for field employees.

Cons:

The software is extremely unreliable. With every update, a new feature (a needed report, for example) becomes unusable and disrupts our SOP. Job costing is slow and tedious, and does not give PMs accurate, real-time job performance.

Vendor Response

We are sorry to hear through your review that you are not satisfied with Total Office Manager's performance. We do strive to make service software that grows with companies and be a tool that helps make them more profitable. Please also know that we are very concerned with customer satisfaction and if we can discuss any ways that we can make your experience better we happy to do so.

Replied May 2019

James G.

Verified reviewer

Construction

11-50 employees

Used daily for more than 2 years

Reviewed May 2019

Total Office Manager is Awesome!

We have been using TOM since 2007, at that time i personally had no software training and was a working owner that still had my tool belt on. It was very simple to learn this program and that can be an issue i know for owners that transition form the field to the office.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The ease of the program is outstanding, we can be working on an accounts payable entry and within a couple of clicks we will be on our schedule board setting up a service call. The program has everything in one place so there is no importing or exporting to get your accounting to show up, truly a simple program that does everything we need it to.

Cons:

I cant think of anything that we do not like, there are a few reports that we do outside of the program but we are working on our end to be able to do them inside of TOM. The ability is there but the way we setup our technician time tracking is limiting us form getting good billable reports, again this is something that we did when we set the program up.

Verified

Reviewer

Construction

11-50 employees

Used daily for more than 2 years

Reviewed May 2019

Many Features, More Needed

With our previous software we could not view history of items or invoices with ease or even at all. Aptora we can find quickly if something hasn't been invoiced to a customer or anything else really. There are many features we have yet to start using even after almost 3 years, but within 6 months we were almost fully up and running when we first started. I feel the company listens to our requests for features, we would just like to see them come to life a little sooner.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

My favorite thing about Aptora is it's ease. Within just a couple clicks you can find the history on almost anything. This abilities allows us to ensure everything is being taken care of from start to finish.

Cons:

1) Average cost. The software does not allow us to chose a different method like LIFO and FIFO. Not every company works on Average Cost and it causes a LOT of extra work on our end to keep it "fixed" as we work off LIFO costs. 2) Proper inventory management between branches. It's a little convoluted the way we have to keep up with it.

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