Ratings Breakdown
User Reviews Overview
Feature Ratings
Ease-of-use
4.0 / 5
Value for Money
4.0 / 5
Customer Support
4.0 / 5
Functionality
4.0 / 5
Pros
"It has great concepts for reporting. We really like the package we were sold. "
"I like that it is an all in one HVAC service software. It is the only program I have to open for scheduling, and accounting. It is very nice! "
"I like that it is designed for contractors. "
Cons
"The thing I like least about this program is after an update we don't realize the mistakes until we've used it for several days and sometimes weeks before finding a mistake in the data."
"The software is very large in what it offers so time commitment to learn sometimes is difficult. "
"Need more help, training for such a robust product can’t send all 30 employees to training and group training is always productive "
Total Office Manager Reviews
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May 2019
James from Envirotech Heating and Cooling
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
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.
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.
April 2020
Chris from Russell and Abbott Heating and Cooling
Company Size: 11-50 employees
Industry: Construction
Time Used: Less than 12 months
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
April 2020
Tough Selection In A Crowded Market
We took our time and investigated every single software on the market for a in home service business. In the end I arrived at a simple conclusion. Software is either flashy and sparkly with some serious back end problems - or solid and useful without the flash and glitz. Total Office Manger is the latter. The team at Aptora listens and works with you to make the transition as thorough as possible. It's not easy, but it's the right decision. They are always listening and creating new features to meet the ever changing demands of our business.
Pros
Total Office Manager is a robust solution to a complex web of business problems. We finally found a software that integrates all of the individual issues surrounding our business into one application.
Cons
Like any good addition to our business, this took time. I expected to take a full year to integrate such a comprehensive software into our lives. We were under the one year mark, but we are still adding more features and individual settings every week.
Reasons for Choosing Total Office Manager
No flash, No bang - Just real people running a real solution that really works. Great Value!
Reasons for Switching to Total Office Manager
We were limited by Wintac and Quickbooks. We needed to be able to integrate all of our spreadsheets, software and other records into one solution. I am finally able to manage the business in real time. KPI's are accessible. Real time reporting and management are available. We can take charge of our business. The overall decision to move to Aptora was not the least expensive. However, it was definitely the best value.
May 2019
Gene from ICC Mechanical Services
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
5.0
Customer support
5.0
Functionality
3.0
May 2019
Administrative Review
We use the mobile application and has saves many hours daily for office and field staff. Needs work but Aptora is updating frequently.
Pros
I feel software is quit easy to train new staff in their field of use. Support is excellent and updates are very frequent. Seems that Aptora management is responsive to the changing requirements of clients
Cons
Inventory is the weakest section of Aptora. It has improved considerably over the past couple of years. Aptora does not have ability to buy in one unit of measure and sell in another. Pipe is often purchased by 20' length and sold by foot. this is not possible in Aptora. Managing specific vender part numbers for venders is difficult requiring multiple screens and many keystrokes. Viewing the different vender parts numbers is almost impossible. Pictures of product should be on main page of parts form, but requires several keystroke to view.
May 2019
Colleen from Avon Plumbing & Heating Co., Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
4.0
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.
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.
May 2019
Steve from Jon's Plumbing and Heating, Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: Less than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Flexible, Feature Rich, Mobile User Support for Field Techs, Great Value, Solid Support
I have installed numerous, integrated software systems for various type of companies (manufacturers, professionals, educational organizations, service companies, insurance, etc.) over the past 30 years. I understand the VALUE they bring to the table, and I understand the difficulty of launching company-wide software systems. The long-term gain is well worth the cost of short-term pain. TOM is a tool that will enable you to examine many aspects of your business. It will provide you with data that allows you to make informed decisions regarding your company's current performance and future direction. The most important benefit that TOM brought us is the ability to perform job costing. It has enabled us to truly figure out what types of work we perform well, and what types we don't perform well. Additionally, the ability to stop using multiple pieces of non-integrated software from different vendors to manage our business … dispatching, quoting, inventory control, financials, field service tech invoicing … and handle all of those functions in one package is a HUGE advantage. There is a steep learning curve with a software system this complex, but the end results is very, very good. Aptora is a great company with which to partner, especially when you are working to grow your business as we are. I highly recommend Total Office Manager and it's companion products such as Mobile II and Form Builder. Their system is a great value.
Pros
Total Office Manager (TOM) is a feature-rich software system. It is a fully integrated system that won't require me to run multiple, discrete pieces of software to manage my business. We can manage our inventory in multiple warehouses, process our financials (including job cost analysis), link our field techs directly into our financial and inventory systems in real-time, handle all of our dispatching and scheduling needs, and easily export data into Excel for in-depth analysis. All that and more wrapped up in on package!
Cons
Because of the flexibility of the system, it takes a while to get all of the settings and features figured out in order to best fit your business. It was a bit of a long-term struggle, at times, to get there, but we are now pleased with the end result (have been using TOM for 15 months).
February 2021
Christy from SoCo
Company Size: 11-50 employees
Industry: Construction
Time Used: Less than 6 months
Review Source: Capterra
Ease-of-use
1.0
Value for money
1.0
Customer support
1.0
Functionality
3.0
February 2021
Save your time and money and look elsewhere
It is very difficult to use and incredibly glitchy. Very much like paying a premium for a test beta version. The concept is great but the actual software can't keep up and the support is non existent.
Pros
It has great concepts for reporting. We really like the package we were sold.
Cons
Very difficult to use. Understaffed tech support that closes at 4pm central including when the server went down on us. We have to wait 2-5 hours to reach anyone with questions or problems and still don't have our data brought over correctly 2 months in after paying for extra time with the migrations person.
Reasons for Switching to Total Office Manager
For better reporting

Response from Aptora
Replied February 2021
Christy - Thank you for sharing your experience. While we mutually agreed to part ways, we have been humbled by the opportunity to work you. I believe those who read negative reviews understand there are always two sides to every complaint. It is our policy not to publicly share that information to protect the privacy of our current and past customers. We do sincerely wish you the very best with your next provider. - Randy
May 2019
Bill from Best Services Inc
Company Size: 2-10 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
3.0
Customer support
4.0
Functionality
4.0
May 2019
Aptora, good and not so good.
I still like the program because I see the potential. After having the program over 5 years, we still only use a percentage of the program that we should but again, that is mostly on us. I have hired a few people that their main objective was to learn and utilize the program. We are getting better but it is taking too long. We did look at other software this past winter that was far easier to use but is limited in what it could do. I do wonder if sometimes we are too optimistic in thinking one day we will use it as it should be. But were not ready to quit yet.
Pros
It has a ton of potential but is not for everyone. If utilized as designed, it is a great tool to help run your business efficiently and track financials.
Cons
My bookkeeper and wife, who used to do our books before she was deployed with the US Navy, are not to thrilled with the accounting portion. They are ok with it, but like QB a lot better. I have no say since I am not versed in either. As well, we are too slow to utilize many of the functions due to lack of training, which I blame mostly on us. Your cost to train is rather expensive so I would like to see either a 3rd party trainer available or even an open forum amongst other users of your product. You do have a lot of glitches also but to be fair, seem to take care of them rather quickly.
May 2019
Anonymous
Company Size: 11-50 employees
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
3.0
Customer support
4.0
Functionality
4.0
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.
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.
May 2019
Thomas from Cascade Thermal Solutions
Company Size: 51-200 employees
Industry: Biotechnology
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
3.0
Value for money
3.0
Customer support
2.0
Functionality
3.0
May 2019
Updates are Rough
It seems to be a good system and has many capabilities. But the constant issues with each update can be crippling, and takes us extra time to back track and find the issues and point them out so we do not mess up the data in the software. Knowing that at any update something can change the data or how a feature works is very concerning.
Pros
There are many options for this software.
Cons
I dislike that every single update changes something in the software. The coding always has some sort of adverse change in the software. And we have to find out what happens after things have changed through the update, where we are always questioning the validity of the data inside the software. Then when we call, the answer is always.... have you updated to the next current one? It should be fixed through that.
May 2019
Anonymous
Company Size: 201-500 employees
Time Used: Less than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
4.0
Functionality
3.0
May 2019
TOM review
We are processing all service call work orders and invoicing through TOM. It's been working fairly well and is nice to be able to email invoices direct to customers through TOM and Mobile application.
Pros
It has flat rate and t&m capabilities for techs in the field via Mobile application. We had used Aptora's flat rate program via printed books in the past, which was a plus for our techs, and TOM integrates with Flat Rate Plus.
Cons
Training of the techs has been rocky; I would recommend having an Aptora rep come to your business to train in person. We tried live training via web, but found it was difficult to keep all techs at same pace to keep up with trainer.
May 2020
Jon from Jon's Plumbing & Heating, Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source
Ease-of-use
3.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2020
Great Software With Helpful Support
This software has changed the way we do business. As the owner of a smaller company, I don't have time to create reports from various data. TOM has been a game changer for us in getting real time reports with the data we need. We have been able to make so much better business decisions quickly because of this. We utilize it for accounting, payroll, inventory control, dispatch, flat rate, marketing and so much more. I believe It could take you years to realize the full potential of this software. One of the best business decisions we have made in 22 years in business.
Pros
We used to use multiple software platforms for accounting, inventory, dispatching, etc.. The problem was there was either no integration or not helpful integration. We did a demo with several companies and graded them on what we were wanting to have the software do. Aptora was the only one that hit all of the marks. It has proven itself, in the little over 2 years we have used it, to be exactly what we were looking for. The customer support when we have a problem has been great. I would definitely recommend this software to anyone looking to streamline their business.
Cons
It does take several users to get the most out of the software. We have dedicated dispatch, warehouse, admin and accounting people so it works for us. Since you can customize the software and use it in so many different ways, establishing YOUR process is extremely important. If you don't, you will spend a large amount of time fixing things. I say this from experience. However those are user issues, not software issues. When updates are pushed out, sometimes something will break and you don't find it until days or weeks later. They are good about fixing the problem and providing a way to fix your data.
October 2018
Annaliza and Chris from Puget Sound Heating and Air LLC
Company Size: 2-10 employees
Industry: Consumer Services
Time Used: Less than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
October 2018
All in one, fully loaded
As Somebody who has been dealing with dispatching software since the mid 90’s and then management software as a whole from 2001, I have tried many many different options. Aptora is my personal favorite. It has a very easy 3rd party billing like I’ve never seen. Over all, even with the little things that bug me, I can’t see ever changing. Updates are good and improvements are continuous and enhancements are well thought out.
Pros
I like it’s completness, and the fact I can buy it and not rent it except for the map, I don’t rent that, but I think there is a very very small single digit rental fee just to pay google last time I checked. Business coaches and franchises always say when you start a business think of an exit strategy, but if they recommend something like service Titan which screwed up my entire business, I was forced to use it for franchise by dwyer group, don’t get me started, or any other cloud based service management software, then they are hypocrites. Cloud based software had my business hostage, I don’t care what they offer, nothing is good enough to allow someone else to posses and charge me rent for my heart of operations. I could infiltrate a cloud based software company, set up shop next to a successful business, spy on everything they do, and then put them out of business because they might have been smart in business but stupid with software by using the cloud. Don’t get me started. With aptora it has its own exit strategy built in, when u execute exit strategy Aptora adds a serious value to the business as a whole to be an asset and NOT a cloud based liability. I suspect franchises don’t say that because they want to watch your every move. If I had a business coach recommending cloud based software, I would get a different one. Yeah they say u can download database but just wait till u try it, then try to organize it or do anything with it LoL. I can also see profit per tech
Cons
There are a few lose ends with so much going on, no big deal, just a little bit of too much stuff on the mobile for techs to look at, much of the menu items will never be used by techs, but that’s not a deal breaker. Picture upload from mobile should be a background operation rather than having to wait for upload to complete.. Total office manager still has a little bit of a DOS feel to it and doesn’t have the option to save the desktop so when signing in we can get all of our favorite windows up and in place. And when making adjustments to an invoice, even just the memo, total office manager will complete the work order without anybody knowing unlike mobile will ask first if u want to mark work order as complete with a pop window, so a little inconsistency in operation. And renting the mapping goes against non cloud based concept in my opinion.. I think Aptora should set up a deal with Garmin and dump google maps completely. Garmin owns the skies in gps, they aren’t going anywhere. At least all the cons are minor small things.
May 2019
Roger from Carleton Refrigeration, Heating and Air Conditioning Ltd.
Company Size: 11-50 employees
Industry: Consumer Services
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Have Been Using It For Over 7 Years
Our overall experience has been incredible, and I highly recommend it.
Pros
Total Office Manager has drastically improved the efficiency of our business. The all-in-one functionality is the biggest advantage. We previously used 3 different programs before switching years ago. It is extremely user friendly, and we have found that new employees catch on very quickly. If you have a desire to learn more about any feature there are numerous training videos available. Their tech support staff are easy to get in touch with, and the people great to deal with, should an issue arise.
Cons
As others have indicated already the frequent updates periodically cause an issue with other functions. However I greatly appreciate that they are continuing to make the software better for the users, and they are quick to respond and correct the issues.
May 2019
Melanie from Flock's Heating & A/C
Company Size: 11-50 employees
Industry: Construction
Time Used: Less than 6 months
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
4.0
Functionality
4.0
May 2019
T.O.M. over all program use age for end user
We had T.O.M. then went to another program and recently returned to T.O.M. With any program there are pros and cons but T.O.M. is so much more adaptable/customization than the other programs we research or used.
Pros
T.O.M. is an all in one program that you don't need add-on programs. The customization for the user is a gem that is over looked unless you have used other systems. This is a tool that should be much more highlighted verse being at the mercy of the program creator and have to adapt to their way of thinking your business should be run. Search ability for inventory is another gem is not used in other programs and seeing the history of an item. That is such a over looked needed item that other programs do not have. The reimbursable feature is AWESOME and very needed for special jobs
Cons
Customer:Job List Search you have to select specifically what you want to search for. Example: If you are looking for an address, you can't just enter the address and it searches the data base. You have to specify if it is a work address or a billing address. This hinders the CSR for assisting customers quickly as the customer calling is a new owner of the property and not sure who the information falls under. This is especially a problem when the property is sold at auction or has new owners and not had service in a few years.
November 2019
Chris & Annaliza from Puget Sound Heating & Air
Company Size: 2-10 employees
Industry: Retail
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
1.0
Value for money
1.0
Customer support
1.0
Functionality
1.0
November 2019
Oh how things change! Was great while paying the money, but now, crash and burn sucka!
At the beginning TOM was great, sure it had small issues that I was certain would be addressed and everything would improve, but that is all wrong.. They spent lots of time and money making a stupid message reporting system so they could search if anybody was texting a bad word to somebody else, and you could make a pie chart of how many times somebody said one stupid word or another LoL. Meanwhile, TOM continued to get more bloated, top heavy, and cluttered with more crap and less organization. I made countless pleas to consolidate and organize menu's to be more consistent with each other even gave detailed mathematical examples of how many hours over the course of a year could be saved to make the software better and how to better streamline menus, but excuses were made to avoid any improvements after I proved without any doubt efficiency could be increased. Aptora wasnt interested. Eventually I was having problems with my TOM and I wanted to upgrade to the latest version. The rep I talked to was a nube, It was a Friday and I had a lot of catch up work, so they took my money and had no more interest in making sure anything worked.. I told nube dont run off till the registration error is fixed. Nube told me it will be later, after everybody is gone. Well no it didnt. I was screwed all weekend scrambling with work arounds and Monday they called ready to help, but I was up all night all weekend and demanded a refund, now they are pissed and dont want to take my money anymore..
Pros
Local server, can do a lot, have loads of things on one screen by having line items occupy a small space rather than most cloud or others that little information occupies much screen real estate.
Cons
Cluttered, chaotic GUI with the right click menus inconsistent with each other. Mobile app operates differently than Total office manager. For example, when making a change to an invoice in TOM, TOM then goes behind our back and completes the invoice without saying or asking if we want the invoice to be completed.. I have constantly suggested to fix the problem, it has cost us much, but they said thats the way it is suppose to operate while Mobile on the other hand, will ask you with a pop up window, if you want the invoice to be completed, I suppose thats the way mobile is suppose to operate as well, completely different than TOM, When I say "mobile" its like a new arm to TOM that likes to slap you in the face occasionally.. TOM and Aptora mobile compete with each other rather than integrate with each other.. The schedule board for example, there is a new and an old, you can use either one, they work quite differently from each other.. There is an old schedule board, which is a lot faster than the new one and integrates well with TOM, and the new one seems like its a completely different transition into a completely different operating system. The SQL server setup utility is pretty much a complete fraud by claiming capabilities it does NOT have.. Not sure why that utility keeps getting worse over time, but not a single attempt has been made to fix the "enterprise server utility" but rather work arounds have been created without instructions..
Reasons for Choosing Total Office Manager
I chose TOM first because it was locally based and not the cloud
Reasons for Switching to Total Office Manager
Desco was abandoning there local system for cloud system, implementing the feature requests made over the years into fieldedge and letting ESC rot.

Response from Aptora
Replied November 2019
We are sorry you feel this way about the decision to discontinue service to your company. At times it becomes necessary to protect our employees when a customer violates the terms of our EULA. We take the safety of our company and employees very seriously.
May 2019
Maggie from Thermal Mechanical Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
4.0
Customer support
4.0
Functionality
3.0
May 2019
All Inclusive
I have been using TOM for almost 7 years now, and I am still learning little things to make the program go a little simpler. I have been teaching the other people in the office all the tricks that tech support has given me, and it has really uped our production (office wise). A great product, well worth the purchase!
Pros
I like the fact that it has everything under one program. Dispatching, estimates, A/P, A/R. Letters, I could go on. It really is helpful in all the behind the scenes of our business.
Cons
Not a big fan of not being able to set certain preferences on how things are done. I'd like to be able to go to an invoice on any given day then hit a button to go forward or back. Same with Work orders.
October 2017
Nelson from Paschal Heating and Air Conditioning Co., Inc.
Time Used: Less than 12 months
Review Source: Capterra
Ease-of-use
4.0
Value for money
5.0
Customer support
3.0
Functionality
5.0
October 2017
Love Aptora - heavy user - know the shortcomings as well as the many, many advantages
Pros
Access to data in reportable, usable formats is superior to Quickbooks, ESC, and many other contractor service/construction industry programs. Get around the system lightning fast with logical links to all things customer. Data mining is so simplified, can find the needle in the haystack with minimal effort and can perform complex analysis from the logically organized data records. True multi-user systems - no kick-outs (unless performing a major data upload) several people can work on payroll at once allowing group/batch processing. We are an extremely busy and growing office and the flexibility and depth is just fantastic.
Cons
Not thrilled with canned reports - mostly the financial level. Lack flexibility but have been able to overcome most issues with no problem. Wish customer support was 24/7 or had a tiered service-level, but we make it work.
May 2019
ROGER from MECO AUGUSTA/GREENVILLE
Company Size: 11-50 employees
Industry: Oil & Energy
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
5.0
Functionality
5.0
May 2019
COMPLETE PROJECT
FOR THE MOST PART MY EXPERIENCE HAS BEEN VERY POSITIVE WORKING WITH TOTAL OFFICE MANAGER
Pros
ABILITY TO TIE YOUR PROJECTS TO TOGETHER FROM QUOTING TO SELLING TO PURCHASING TO INSTALLATION. IT MAKES IT VERY EASY TO TRACK YOUR PROJECT AND SEE WHERE IT IS THRU OUT THE LENGTH OF YOUR PROJECT. VERY EASY TO TRACK AND RESEARCH SOMETHING WITH YOUR PROJECT
Cons
WHEN CHANGING SOMETHING ON YOUR ESTIMATES YOU ARE NOW ASKED TO LOOK UP AND RE-LOOK UP WITH A NEW SCREEN WHERE BEFORE YOU COULD JUST CHANGE AND MOVE ON IN THAT SAME SCREEN
November 2017
Helene from Air Specialty Inc
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
5.0
Functionality
4.0
November 2017
Very good program with lots of information and reports to pull from
The benefits of this software is the fact that we don't have to use several different programs for different departments of the company. Everyone can use the same program and it makes it easier.
Pros
I like how all the departments work together and everyone can use the same program at the same time.
Cons
The thing I like least about this program is after an update we don't realize the mistakes until we've used it for several days and sometimes weeks before finding a mistake in the data.
July 2020
Noah from Assurance Power Systems Inc.
Company Size: 51-200 employees
Industry: Oil & Energy
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
July 2020
Aptora Support team, second to none!
Positive experience, especially support staff.
Pros
With an outstanding and knowledgeable support staff and step-by-step videos that can be found on YouTube I found that what I originally thought was a nightmare waiting to happen turned into a very simple and outstanding addition to our company.
Cons
at first glance looked a bit overwhelming.
June 2019
Byron from B. Carlson Heating, Cooling & Plumbing
Company Size: 11-50 employees
Industry: Consumer Services
Time Used: Less than 12 months
Review Source: Capterra
Ease-of-use
2.0
Value for money
2.0
Customer support
2.0
Functionality
3.0
June 2019
Total Office Manager Review
So far, the software has demanded a tremendous amount of time devoted to troubleshooting and fixing bug problems. There is lots of room for user error and redundant data entry. Support is hit and miss, depending on who responds. Very frustrating!
Pros
The flexibility to customize the software to operate around how you want your business to operate, not the other way around. Integration with accounting within the software.
Cons
Lots of bugs. They also dont test updates very well before sending them out, which only causes more frustrations with staff. Often times an update will fix one bug but create new bugs. Retail prices mysteriously change on their own which is very disturbing.
May 2019
Lou Ann from Daniell Mechanical Services, Inc
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
3.0
Value for money
4.0
Customer support
5.0
Functionality
5.0
May 2019
Service friendly
Pros
We love how well rounded this software is. To be able to have so much of the customer's information and history all in one place is vital for us. There is so much offered with this software and we have not begun to implement it all.
Cons
The accounting end is not as user friendly as other softwares.
May 2020
Christopher from Thayer Air Conditioning
Company Size: 2-10 employees
Industry: Consumer Services
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
2.0
Value for money
1.0
Customer support
2.0
Functionality
1.0
May 2020
Consider other options
VERY FRUSTRATING.
Pros
Plenty of reporting, lots of customization. A total office solution if you are staffed and equipped to go all in.
Cons
Software always has problems, never fully works, they are always updating every week to fix previous bugs and glitches only to introduce new bugs and glitches. Nice concept but the programming isn't there. I would recommend going with another option. I'm only still using it because I spent so much money on it. They are trying to keep up with the jones' and become something they're not. Software is suppose to automate process and make you more efficient not create new problems that shouldn't exist. Consider other options as I feel they are trying to squeeze customers into their cloud services which is probably their ultimate solution because they cant get it right with the server based product.
Reasons for Choosing Total Office Manager
I heard of some previous companies using it and it seemed ;ike something we could grow into. Perhaps we still can if they get with the program!!
Reasons for Switching to Total Office Manager
I thought I needed Aptora (i didnt)
May 2019
Ronda from Joe Rushing Plumbing
Company Size: 11-50 employees
Industry: Utilities
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
3.0
Value for money
1.0
Customer support
5.0
Functionality
3.0
May 2019
Review
Not pleased with this program at all. We are actually looking for another program that will fit our company.
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.
November 2018
Lynette from Luedtke Heating and Cooling
Company Size: 2-10 employees
Industry: Mechanical or Industrial Engineering
Time Used: Less than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
November 2018
I love our Aptora program
Our company used to track everything with paper and our memory. As you know, when you are growing reminders help your company run more efficiently.
Pros
Everything you need and more to run a successful, growing business is right in this software! Our company expanded and we could not have grown so smoothly without our Aptora program.
Cons
It is tricky learning all of the different options Aptora has because there is a lot of information, but technical support (especially our rep) is SO HELPFUL!
May 2019
Nicholas from Tradewinds Heating and Cooling, Inc.
Company Size: 2-10 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
4.0
Customer support
5.0
Functionality
5.0
May 2019
Great Product
Great. I enjoy being able to connect to my guys out in the field with Aptora Mobile!
Pros
I like that it is an all in one HVAC service software. It is the only program I have to open for scheduling, and accounting. It is very nice!
Cons
The cost is a little high to maintain from year to year.
October 2017
Chris from Taylor Heating Inc.
Company Size: 51-200 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
5.0
Functionality
4.0
October 2017
The software covers everything our industry needs day to day.
It is a great thing to have the entire business operation in one software package.
Pros
The software is flexible and extensive, covers everything from service agreements to business reports that make sense for our industry.
Cons
The software is very large in what it offers so time commitment to learn sometimes is difficult.
May 2019
Jana from M & S Plumbing Heating and Air Condition
Company Size: 2-10 employees
Industry: Business Supplies and Equipment
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
4.0
Functionality
3.0
May 2019
Total Office Manager Review
I like that everything is in one program.
Pros
The schedule board and the accounting/invoicing
Cons
Too many problems with updates, generating statements, reports. We would really like for the calls on the schedule board to be color-coded when invoiced in some way.
May 2019
Mary from ef martin
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
4.0
Functionality
4.0
May 2019
Easy enough
There are helpful people within company. I just wish that there were fewer bugs in the software
Pros
I like that it is designed for contractors.
Cons
There are multiple bugs, sales rep seems to be non existent and the yearly upkeep charge for no support but updates is high
May 2019
Anonymous
Company Size: 51-200 employees
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
2.0
Value for money
2.0
Customer support
3.0
Functionality
2.0
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.
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.

Response from Aptora
Replied May 2019
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.
May 2019
Brian from Surgical Repairs International
Company Size: 11-50 employees
Industry: Medical Devices
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
3.0
Value for money
1.0
Customer support
2.0
Functionality
1.0
May 2019
TOM = Total Office Mess!
Very, very poor. We're been using this program since 2011 and they still haven't solve basic inventory accounting problems/bugs. We totally regret going with this company.
Pros
Advertised Inventory Features - unfortunately most are inaccurate and/or do not function properly or accurately.
Cons
- WIP account value changes for past locked out date - Inventory Trial Balance does not match Inventory Valuation Reports. (We cannot trust our inventory financials with this program!) - For the longest time their Inventory Assemblies Module did not work and have false inventory values. In working with Technical Support they admitted that they had a fundamental flaw in their programming that they were struggling to identify and fix. - We spent tens of thousands of dollars using out Accountant and in-house bookkeeping to correct doctors values reported by this program. - After all this, Aptora is making us pay for Technical Support to correct bugs in their software that we've identified.
May 2019
Joel from Spoon River Mechanical Services
Company Size: 11-50 employees
Industry: Consumer Services
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Very User Friendly
Pros
The ease of use and how quickly the software operates. As soon as I have a concern it gets addresses. Customer service is very efficient.
Cons
Sometimes when updates are released I feel like they sometimes cause problems.
May 2019
Anonymous
Company Size: 11-50 employees
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
4.0
Customer support
4.0
Functionality
4.0
May 2019
TOM Review
My total experience with TOM is good, however, there are some areas that require extra effort to learn and are not that user friendly.
Pros
How Technical issues are resolved quickly
Cons
Do not like Navigating through the Mobile II
October 2017
Lee from Des Moines Comfort, Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
October 2017
Aptora is a fantastic system for our business
Total office integration
Pros
We like most the mobile version for our technicians to use in the field. The form builer options are very helpful. The desktop version is powerful and robust and handles all aspects of our office integration
June 2019
Jason from Daniell Air & Electric Inc.
Company Size: 11-50 employees
Industry: Electrical/Electronic Manufacturing
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
5.0
Customer support
3.0
Functionality
4.0
June 2019
Overall really pleased!
Pros
Any thing you want to get to is just 3 clicks away
Cons
Need more help, training for such a robust product can’t send all 30 employees to training and group training is always productive
October 2018
Tommy from Crawford Services
Company Size: 51-200 employees
Industry: Utilities
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
4.0
Functionality
5.0
October 2018
Total package, well worth it.
Pros
Accounting included, rather than "integrated". Drill down reporting. Logical flow of all major processes.
Cons
Software releases are common to other packages in the amount of errors.
May 2019
Eric from Energy
Company Size: 2-10 employees
Industry: Retail
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
4.0
Value for money
5.0
Customer support
2.0
Functionality
4.0
May 2019
Good stuff
Just quickly sets calls. Keeps track of Tecks and calls.
Pros
Run without me. The benchmarking is very good
Cons
Mobile is 10% there. Every time updates are done locks up
May 2019
Lee from Des Moines Comfort, Inc.
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Great software
Great folks to work with
Pros
flat rate, schedule board, and maintenance agreement consolidation is awesome
Cons
There is nothing that we do not like about this software
May 2019
Michele from Scott Gochnauer, Inc.
Company Size: 51-200 employees
Industry: Consumer Services
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Total Office Manager Review
Pros
Multi function ability, ease of use and reporting
Cons
AP part such as paying bills is slow, updates ultimately causes information to change
May 2019
Armando from High Psi
Company Size: 11-50 employees
Industry: Facilities Services
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
5.0
Customer support
5.0
Functionality
5.0
May 2019
Aptora Review
Pros
Easy to use. Scheduling is great. Very convenient.
Cons
Spinning wheel of death once you start to type. Software easily confused
May 2019
Shelley from Stuart Mechanical Services
Company Size: 51-200 employees
Industry: Construction
Time Used: Less than 2 years
Review Source: Capterra
Ease-of-use
5.0
Value for money
3.0
Customer support
3.0
Functionality
4.0
May 2019
Support
Pros
The software in itself is a good product. Easy to use
Cons
Freezing, speed and customer support. Response time for tickets is slow and paid for a product 5 months ago and still do not have it finished
December 2018
Bradford from Watkins Heating & Cooling
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
1.0
Value for money
2.0
Customer support
1.0
Functionality
5.0
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.
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!
May 2019
Ronald from The Comfort Heroes
Company Size: 2-10 employees
Industry: Consumer Services
Time Used: Less than 12 months
Review Source: Capterra
Ease-of-use
4.0
Value for money
3.0
Customer support
2.0
Functionality
5.0
May 2019
Aptora TOM
Pros
Ease of Use & Functionality easy to navigate well thought out
Cons
Support is slow to respond. When support is reached they are helpful. One time I waited most of the day, did not get to the call fast enough called back immediately and had to wait another half day!
May 2019
Eddie from Cota's Comfort Heating and Cooling
Company Size: 11-50 employees
Industry: Construction
Time Used: More than 2 years
Review Source: Capterra
Ease-of-use
1.0
Value for money
1.0
Customer support
1.0
Functionality
1.0
May 2019
Can not use the software
Terriable
Pros
I have nothing go to say about this software and the tech support is no good.
Cons
It is on such old code 3 IT guys could not get it running. It has been sitting in a box since we purchased it. We were offered to send out the owner to get it going but it cost a 1/3 of what the software cost which was very expencive.

Response from Aptora
Replied May 2019
Eddie, We have tried since September 2015, when we first heard you were unhappy, to get in touch with you and give you options to get the software working for your office. We have sent several communications over the past 4 years to offer your staff training. We were told that your staff was too busy or overwhelmed to schedule training. We are sorry to hear that you were never able to make time to get properly trained and use Total Office Manager to the point that you left a bad review. However, we don't feel that your review is an accurate reflection for our software. Again, we are sorry that all this time your company was not able to make time to get trained.
May 2019
Shelley from Florida Mechanical Services
Company Size: 2-10 employees
Industry: Facilities Services
Time Used: Less than 6 months
Review Source: Capterra
Ease-of-use
4.0
Functionality
3.0
May 2019
HVAC company user
Pros
Easy to navigate and learn. For the most part it is user friendly.
Cons
There are speed bumps, definitely needs some work but with some adjustments can be a great product.