Equip yourself with the right tools at Aptora University.
The Most Extensive Total Office Manager® Training.
September 2024 Student Enrollment Begins Now!
Welcome to Aptora University, your destination for in-person training seminars on Total Office Manager software! Our exclusive seminar is limited to only 50 spots, so act fast and secure your spot today!
At Aptora University, we understand that the best way to learn software is through hands-on experience. That’s why we have designed our training seminars to be interactive, engaging, and practical.
Our seminars are held over three days and are taught by industry experts who have years of experience in their respective fields, providing you with practical knowledge and skills that you can apply in the real world to streamline your workflow, increase efficiency, and boost your business.
Our Total Office Manager software seminar covers a wide range of topics that are essential to mastering this powerful software.
On Day 1, we will delve into accounting practices, inventory management, sales tax setup, invoicing and estimating, and accounts receivable and payable, interspersed with breaks and meals, and conclude with an open Q&A session for any lingering questions.
On Day 2, we will explore banking, schedule management, service agreement management, payroll and timesheets, project management, job costing, financial reporting, sales and marketing, asset management, and various tools and utilities, and address common accounting issues, wrapping up the day with a social event featuring an open bar.
On Day 3, we will start with an overview of the Aptora Mobile II® FSM App and the Customer Access Portal™, followed by an introduction to Contractor Compass® Dashboards. A major highlight of the day will be the introduction of Total Office Manager – Next Generation®, a significant upgrade and a key development in our software offerings. The day will conclude with sessions on software speed optimization and an open Q&A, accommodating those who need to leave early for travel.
Sending more than one employee? We offer a 20% discount on all additional tickets for employees of the same company.
Don’t miss this limited opportunity to learn from the best in the business.
Remember, there are only 50 spots available for this exclusive seminar. Don’t wait to secure yours – act fast and sign up today!
Get Your Ticket To Increased Productivity Increased Efficiency Better Financials Better Reports a Better Business
“Excellent 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 U… Go!”
– Tommy Thompson
Crawford Services
“The training was more than I expected. The amount of information was massive. This is really what we needed to fully utilize the program.”
– Chris Avirett
Elite Comfort
“Today we are on our way home from Aptora University and have been reflecting on our investment in the training. Was it worth it, totally! We are going back energized and excited about implementing what we have learned. If there was one thing I could tell a new user or upset user it’s this, none of us run our businesses the same, so why would we want software that only gives us one way to do it? As business owners, we are constantly trying to “think outside of the box” and thankfully TOM does too. This allows us to use it the way it works best for our business. My suggestion is to get familiar with the software and then invest in training. BTW thank you to Arika and Bryant for all of the extra time you spent with so many of us to help us with our individual questions.”
– Jon Sells
Jon’s Plumbing & Heating
September Session:
Day 1: Accounting deep dive, inventory, sales tax, invoicing, open Q&A.
Day 2: Banking, payroll, project management, marketing, asset tools, networking event.
Day 3: Introducing TOM Next Gen, FSM App, dashboards, software optimization.
Class Goals
- Improve student knowledge with advanced tips and tricks to make the most of Total Office Manager.
- Optimize your business processes with best practices to increase profit.
- Save time & money with a 3-day fast-track training experience.
Pricing
- Single Day Training
$1000 - All three days – All Access
$2500 - 20% discount
on all additional tickets for employees of the same company
- When:
- Where:
- Instructor:
- September 16th-18th, 2024
- 8865 Bourgade Ave, Lenexa, KS 66219
- James Leichter, Aptora Corp President
- When: September 16th-18th, 2024
- Where: Lenexa, KS
- Instructor: James Leichter, Aptora Corp President
Prerequisites
The systems we will be working with will require a certain level knowledge and experience for the students to get the most out of the training. We recommend that attendees have the following skills before attending the advanced classes.
- A good understanding of inventory, including invoice item types and how they affect financial reports.
- You should be comfortable explaining what the Chart of Accounts is, including account types and how they affect an income statement and balance sheet.
- You should be comfortable explaining debits and credits and how they are used to explain changes to financial reports.
- Attendees should be comfortable with basic concepts related to work orders, schedule board, timesheets, invoices, and related systems in Total Office Manager.
- It is important to understand the basics of handling work orders and invoices in our mobile app.
Intended Audience
The ideal attendees are managers and those designated as the Total Office Manager Admins. The TOM Admin is the person(s) who is tasked with learning the most about Aptora software and providing support and training for your company. This session is not ideal for dispatchers or service technicians.
What To Expect
- Hands on lessons by a software expert with 25+ years of contracting and bookkeeping experience.
- Additional trainers will be on hand to provide instant answers to individual questions.
- Specific questions and problems will be addressed on a one-on-one basis.
- We will cover advanced features and reporting.
Topics
- Inventory Accounting, Adjustments, and Review
- Understanding the Perpetual Inventory System
- Mobile Schedule Board
- Accessing remote files and creating remote documents
- Save time and increase efficiency with filters and advanced search
- Create Smart Lists to manage workloads
- Performance Dashboards
- The essential bookkeeping functions required to use this system
- Setup and usage for technicians and office staff
What to Bring
- Bring your own laptop
- A limited number of desktops will be available for rent at $100/day
Itinerary
Monday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Accounting Review
- Hand Out Free 650 Page TOM Manual
- Key Preferences and Settings
- Chart of Accounts Best Practices
- Departmentalization Setup
- Income Statement Review
- Balance Sheet Review
- Understanding the Cashflow Statement
- Accrual versus Cash Accounting Methods
- Demystifying Debits and Credits
- Understanding Financial Ratios
Contact Management
- Setting up Customers, Jobs, & Locations
- Create User Defined Searches
- Customer, Vendor, and Employee History
- Managing Contact Logs, Notes, and Alerts
- Tricks for Batch Updating Contacts
- Customer List Cleanup Techniques
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Inventory Management
- Free Inventory Management Book
- Why Track Inventory (Pros & Cons)
- Inventory Accounting Basics
- Invoice Item Types Overview
- Make it Easy to Find Parts
- Item Numbers and Item Aliases
- Using Item and Task Categories
- Establishing Stocking Lists
- Setup Warehouses and Reorder Points
- How to Price Items & Services
- Tracking Usage and Reordering
- Fixing Inventory Count Issues
- Flat Rate Pricing Setup and Management
- Applying Markups & Bulk Price Updates
- Bar Code Setup, Scanning, and Tips
- Inventory History and Reports
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 3:00 PM: Session III
Sales Tax Setup and Management
- Sales Tax Preferences
- Sales Tax Payments
- Sales Tax Adjustments
- Sales Tax Reports
Invoicing and Estimating
- Sales versus Invoices
- Estimating Jobs and Creating Proposals
- Entering Invoices, Sales, and Credits
- Progress Billing & AIA Billing
- Percentage of Completion Billing
- Using Credit Hold to Protect Collections
- Holding Items with Item Reservations
- Invoicing Reimbursables for Jobs
- Selling Equipment
- Customizing and Printing Invoices
3:00 PM to 3:15 PM: Afternoon Break
3:15 PM to 5:30 PM: Session IV
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
Tuesday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Banking
- Credit Card Setup and Processing
- Bank Funds Transfers and Adjustments
- Making Journal Entries the Correct Way
- Performing Bank Reconciliations
- How to Reconcile Credit Cards
- Understanding Reconciliation Reports
- Understanding Banking Reports
Schedule Management
- Work Order Management
- Sending Bulk Emails and Texts
- When and How to Appointments
- Schedule Board Settings and Usage
- Scheduling Workflow
- Work Order & Schedule Reports
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Service Agreement Management
- Entering Service Agreements
- Scheduling Planned Maintenance
- Invoicing Service Agreements
- Batch Renew Service Agreements
- Service Agreement History & Reports
- Setup Deferred SA Revenue
- Escrow Accounting and Reports
- Industry Best Practices and Trends
Payroll and Timesheets
- Entering Billable and Unbillable Time
- Payroll Items and Templates
- Performance Based Compensation
- Managing Benefits and Time off
- Processing Tips and Direct Deposit
- Common Payroll Setup Problems
- Setup and Run Payroll Reports
Project Management & Job Costing
- Basic Setup and Preferences
- Impact of Inventory vs. Non-Inventory
- Job Costing for Purchases
- Job Costing Labor
- Job Costing Commissions
- Job Costing Additional Overhead
- Job Costing Labor Burden
- Job Costing Revenue
- Explaining the Job Costing Reports
Financial Reports and Dashboards
- Income Statements
- Department Overhead Allocation
- Balance Sheet
- Statement of Cash Flows
- Understanding the Executive Summary
- How to use the Bookkeeper’s Summary
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 3:00 PM: Session III
Sales & Marketing
- Sales Opportunity Manager Setup
- How to Enter and Track Sales Leads
- Create Marketing Lists the Easy Way
- Marketing Campaign Setup
- Tracking ROI on Marketing Campaigns
- Reading and Customizing the Reports
Asset Manager
- Setting up Assets
- Asset Contact Log
- Tracking Depreciation
- Tracking Asset Repairs & Maintenance
- Leasing Assets
- Assets Report
3:00 PM to 3:15 PM: Afternoon Break
3:15 PM to 5:30 PM: Session IV
Miscellaneous Tools & Utilities
- Revealing Little Known Settings
- Scanning the Database for Issues
- Memorized Transactions
- Setting and Using Reminders
- Document Manager & Document Links
- Advanced Techniques for Searching
- Utilities for Data Cleanup
- Bulk Editing of Records
- Exporting Data to Excel and Reimporting
- Tips and Tricks for Importing Data
- Custom Reports & Data Views
Day 2 Wrap-up
- Cover any Topics Not Covered
- Answer any Remaining Questions
Solving Accounting Problems
- Where Reports Get Their Information
- End of Month, Quarter, and Year Tasks
- Fixing Common Accounting Problems
- Fixing Common Sales Tax Issues
- Fixing Common Payroll Difficulties
- Professional Accounting Reviews
5:30 PM: Adjourn for the Day
5:30 PM to ???: Drinks with James and Company – Open Bar
Wednesday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Aptora Mobile II® FSM App
- Basic Installation and Setup
- Important Security Settings
- Key Preferences
- Work Order Process from Start to Finish
- Entering Timesheets
- Invoicing Basics
- Credit Card Processing and Payments
- Q&A and Open Discussion
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Customer Access Portal™
- Features and Capabilities
- Basic Installation and Setup
- How to Manage Users (your customers)
- How your Customers Use the System
- How the System Operates Internally
Contractor Compass® Dashboards
- Basic Installation and Setup
- Getting Total Office Manager Ready
- Understanding the Company Dashboard
- Using the Technician Scoreboard
- Know Where the Numbers Come From
- Explaining it and Getting Staff Excited
- Troubleshooting Data Issues
- Usage and Best Practices
- How to Mount Dashboards on Your Walls
- New Marketing List Generator Feature
- New MailChimp® Campaign Synchronizer
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 2:45 PM: Session III
Introducing Total Office Manager – Next Generation®
- What is Aptora 360?
- How You Can Get it and When
- Main Differences in Old vs. New
- How to Use it. What You Need to Know
- Live Software Demonstration
- The Major Improvements
- Explaining the API (with examples)
- The Status of our Beta Testing
- Work That Still Needs Completed
- Schedule of Release Dates
- What is Needed to Upgrade
- New Software Options
- Aptora’s Software Roadmap (the future)
- Exciting Announcements
2:45 PM to 3:00 PM: Afternoon Break
(Attendees May Leave Now to Catch Flight)
3:00 PM to 4:00 PM: Session IV
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
Itinerary
Monday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Accounting Review
- Hand Out Free 650 Page TOM Manual
- Key Preferences and Settings
- Chart of Accounts Best Practices
- Departmentalization Setup
- Income Statement Review
- Balance Sheet Review
- Understanding the Cashflow Statement
- Accrual versus Cash Accounting Methods
- Demystifying Debits and Credits
- Understanding Financial Ratios
Contact Management
- Setting up Customers, Jobs, & Locations
- Create User Defined Searches
- Customer, Vendor, and Employee History
- Managing Contact Logs, Notes, and Alerts
- Tricks for Batch Updating Contacts
- Customer List Cleanup Techniques
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Inventory Management
- Free Inventory Management Book
- Why Track Inventory (Pros & Cons)
- Inventory Accounting Basics
- Invoice Item Types Overview
- Make it Easy to Find Parts
- Item Numbers and Item Aliases
- Using Item and Task Categories
- Establishing Stocking Lists
- Setup Warehouses and Reorder Points
- How to Price Items & Services
- Tracking Usage and Reordering
- Fixing Inventory Count Issues
- Flat Rate Pricing Setup and Management
- Applying Markups & Bulk Price Updates
- Bar Code Setup, Scanning, and Tips
- Inventory History and Reports
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 3:00 PM: Session III
Sales Tax Setup and Management
- Sales Tax Preferences
- Sales Tax Payments
- Sales Tax Adjustments
- Sales Tax Reports
Invoicing and Estimating
- Sales versus Invoices
- Estimating Jobs and Creating Proposals
- Entering Invoices, Sales, and Credits
- Progress Billing & AIA Billing
- Percentage of Completion Billing
- Using Credit Hold to Protect Collections
- Holding Items with Item Reservations
- Invoicing Reimbursables for Jobs
- Selling Equipment
- Customizing and Printing Invoices
3:00 PM to 3:15 PM: Afternoon Break
3:15 PM to 5:30 PM: Session IV
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
Tuesday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Banking
- Credit Card Setup and Processing
- Bank Funds Transfers and Adjustments
- Making Journal Entries the Correct Way
- Performing Bank Reconciliations
- How to Reconcile Credit Cards
- Understanding Reconciliation Reports
- Understanding Banking Reports
Schedule Management
- Work Order Management
- Sending Bulk Emails and Texts
- When and How to Appointments
- Schedule Board Settings and Usage
- Scheduling Workflow
- Work Order & Schedule Reports
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Service Agreement Management
- Entering Service Agreements
- Scheduling Planned Maintenance
- Invoicing Service Agreements
- Batch Renew Service Agreements
- Service Agreement History & Reports
- Setup Deferred SA Revenue
- Escrow Accounting and Reports
- Industry Best Practices and Trends
Payroll and Timesheets
- Entering Billable and Unbillable Time
- Payroll Items and Templates
- Performance Based Compensation
- Managing Benefits and Time off
- Processing Tips and Direct Deposit
- Common Payroll Setup Problems
- Setup and Run Payroll Reports
Project Management & Job Costing
- Basic Setup and Preferences
- Impact of Inventory vs. Non-Inventory
- Job Costing for Purchases
- Job Costing Labor
- Job Costing Commissions
- Job Costing Additional Overhead
- Job Costing Labor Burden
- Job Costing Revenue
- Explaining the Job Costing Reports
Financial Reports and Dashboards
- Income Statements
- Department Overhead Allocation
- Balance Sheet
- Statement of Cash Flows
- Understanding the Executive Summary
- How to use the Bookkeeper’s Summary
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 3:00 PM: Session III
Sales & Marketing
- Sales Opportunity Manager Setup
- How to Enter and Track Sales Leads
- Create Marketing Lists the Easy Way
- Marketing Campaign Setup
- Tracking ROI on Marketing Campaigns
- Reading and Customizing the Reports
Asset Manager
- Setting up Assets
- Asset Contact Log
- Tracking Depreciation
- Tracking Asset Repairs & Maintenance
- Leasing Assets
- Assets Report
3:00 PM to 3:15 PM: Afternoon Break
3:15 PM to 5:30 PM: Session IV
Miscellaneous Tools & Utilities
- Revealing Little Known Settings
- Scanning the Database for Issues
- Memorized Transactions
- Setting and Using Reminders
- Document Manager & Document Links
- Advanced Techniques for Searching
- Utilities for Data Cleanup
- Bulk Editing of Records
- Exporting Data to Excel and Reimporting
- Tips and Tricks for Importing Data
- Custom Reports & Data Views
Day 2 Wrap-up
- Cover any Topics Not Covered
- Answer any Remaining Questions
Solving Accounting Problems
- Where Reports Get Their Information
- End of Month, Quarter, and Year Tasks
- Fixing Common Accounting Problems
- Fixing Common Sales Tax Issues
- Fixing Common Payroll Difficulties
- Professional Accounting Reviews
5:30 PM: Adjourn for the Day
5:30 PM to ???: Drinks with James and Company – Open Bar
Wednesday
7:00 AM to 8:00 AM: Breakfast Provided
8:00 AM to 10:00 AM: Session I
Aptora Mobile II® FSM App
- Basic Installation and Setup
- Important Security Settings
- Key Preferences
- Work Order Process from Start to Finish
- Entering Timesheets
- Invoicing Basics
- Credit Card Processing and Payments
- Q&A and Open Discussion
10:00 AM to 10:15 AM: Morning Break
10:15 AM to 12:00 PM: Session II
Customer Access Portal™
- Features and Capabilities
- Basic Installation and Setup
- How to Manage Users (your customers)
- How your Customers Use the System
- How the System Operates Internally
Contractor Compass® Dashboards
- Basic Installation and Setup
- Getting Total Office Manager Ready
- Understanding the Company Dashboard
- Using the Technician Scoreboard
- Know Where the Numbers Come From
- Explaining it and Getting Staff Excited
- Troubleshooting Data Issues
- Usage and Best Practices
- How to Mount Dashboards on Your Walls
- New Marketing List Generator Feature
- New MailChimp® Campaign Synchronizer
12:00 PM to 1:00 PM: Lunch Provided
1:00 PM to 2:45 PM: Session III
Introducing Total Office Manager – Next Generation®
- What is Aptora 360?
- How You Can Get it and When
- Main Differences in Old vs. New
- How to Use it. What You Need to Know
- Live Software Demonstration
- The Major Improvements
- Explaining the API (with examples)
- The Status of our Beta Testing
- Work That Still Needs Completed
- Schedule of Release Dates
- What is Needed to Upgrade
- New Software Options
- Aptora’s Software Roadmap (the future)
- Exciting Announcements
2:45 PM to 3:00 PM: Afternoon Break
(Attendees May Leave Now to Catch Flight)
3:00 PM to 4:00 PM: Session IV
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
“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 don’t just feel like a client, I feel like a friend.”
– Christine Bryan
“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. With the ability to remote into our database we were able to diagnose issues and solve issues with our particular way of working in our different companies. 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!”
– Luke Hood
“You have to have to have processes in place, and coming to the class and learning what that process is and knowing how it was designed is going to be extremely beneficial.”
– Kim Simmons
Gene’s Refrigeration and Heat
“To me, the best was finding out what they were thinking as they created the software and why there are all these other little gateways that were put in because of other companies wanting to do certain things. But to have the understanding of what the original intent was and how to make those gateways work with that original intent has been very helpful.”
-Aurel Cournoyer
Taylor Heating & AC
“When we get back we’ll be able to implement a couple of pieces that we learned over the last three days that we weren’t using at all.”
– Chris Tomeno
Taylor Heating & AC
“The small classroom size was really good because we’re kind of feeding off of each other. It’s been very helpful and it’ll be really good when I get back to show the other office personnel what I’ve learned. ”
– Shawna Cooley
Fenix Heating & Cooling