OfficeTools

Practice management, time & billing software

4,1 /5 (176 reviews) Write a Review!

OfficeTools Overview

What is OfficeTools?

OfficeTools is a practice management solution for accounting and tax firms which provides users with tools for managing clients, projects, tasks, documents, time, billing, and more.

OfficeTools WorkSpace acts as a centralized repository for client information, and syncs bidirectionally with tax and accounting softwares to ensure that changes to data are updated across systems. Projects, appointments, and assignments can be tracked in personal and team calendars, and tasks can be delegated to team members with lower workloads. The activity list gives users a view of all open items requiring completion, and allows users to click through to the relevant contact and section for each task. Users can capture the time worked for each project or client using the built-in timers, and sync this data with billing and payroll.

OfficeTools WorkSpace Portal allows clients to request appointments, sign documents, and make payments online. Email and SMS confirmations and reminders ensure that clients are aware of the time and date of upcoming appointments, and when they arrive in the office, the Client Intake/Check-in system can be used to capture updates to clients’ personal details and contact information. Integrated eSignature functionality allows clients to electronically sign documents, and supports multi-party and sequential signing. All signed documents are stored automatically, and users can communicate directly with clients through the portal about any concerns, queries, or missing documents or information.

OfficeTools Overview

Pricing

Starting from
US$59,00/month

Pricing options

Free Trial
Subscription
Value for money

OfficeTools Features

Devices
Business size
S M L
Markets
United States, Canada, Australia
Supported Languages
English

Media

Mobile Activities
Projects
Calendar
Contacts
E-sign
Invoice
OfficeTools screenshot: Mobile Activities OfficeTools screenshot: Projects OfficeTools screenshot: Calendar OfficeTools screenshot: Contacts OfficeTools screenshot: E-sign OfficeTools screenshot: Invoice

OfficeTools Reviews

OfficeTools Reviews

Overall rating
4,1
/
5
Excellent
74

Very good
62

Average
22

Poor
13

Terrible
5

Value for Money
3,7
Features
3,9
Ease of Use
3,7
Customer Support
3,8
77% recommended this app
Lyndsey L.

Office Tools has streamlined our office, we now only use 1 program where we used to use three.

Everything is in one place. I can track the progress of projects that co workers are doing, so when someone calls and can tell quicker where we are on there return or other accounting service.


Janet P.

Great productivity tool but has some issues

It streamlined our business and made every step clear for each team member. The projects flow nicely from one person to next. Especially while we work remotely because of the Covid-19 pandemic, it allows us to work efficiently without missing a beat.


Breanna B.

OfficeTools Review

OfficeTools has solved many of the problems that we had prior to the program. Client information can be kept in one program. From the client's contact information to their documents it is all easy to access. We like being able to record their calls, take notes, and create reminders for a specific client. The activity list is a great way for each staff member to keep track of their tasks. We like that we can record almost any interaction with the client so that we always have something to reference or refer back to.


Sandy S.

Disappointed

Support - was a joke in year 1 of our contract. It took at least 3-5 days or more for someone to get back to us. One day I got lucky and [SENSITIVE CONTENT HIDDEN] called me. She is the best asset your company has. She knows how to provide support. I even tracked down someone at the Abacus Next Conference to make sure they knew how valuable she was. Shortly after, [SENSITIVE CONTENT HIDDEN] had to inform me that I was no longer allowed to email her directly and I had to go through the ticket system. I complied with her request and now I'm back to hating your support. I know we are just a little guy in your eyes. I am the type of person when I love something I tell everyone about it. I also tell everyone when something is not right. I could never refer your product. We will be switching to another product as soon as we can.


Marion T.

Fine for us, for now

I can't easily get reports I feel I should be able to get. Such as all clients who came to us in 2020. If that is possible I don't know how. I find the training to be less than helpful. I've watched videos, but they frequently don't look like the product I'm using and never seem to be to the point. If I could easily switch to another product I would likely do so. But my information is captured in Office Tools and I can't get it out and don't want to lose it. So I'm stuck.


Lyndsey L.

Office Tools has streamlined our office, we now only use 1 program where we used to use three.

Used Daily for 2+ years
Reviewed on 2017/10/23
Review Source: Capterra

Everything is in one place. I can track the progress of projects that co workers are doing, so when someone calls and can tell quicker where we are on there return or other accounting service.

Pros

Can add To Do's in program for reminders to do several things.
Keep track of appointments easily.
Documents are easy to find.
Can add notes about clients.
Can track status of projects and set due dates.
Can send documents out for esignatures securely and its easy for clients to sign and return.

Cons

Wip and A/R balances don't match from end of month to beginning of next month.
When adding Wip to invoices, system writes off balance to zero instead of showing profit if billed amount is still over the amount of WIP on bill.
Documents for business clients is harder to sort, employees like to have folders.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 8.0/10

Janet P.
Industry: Accounting
Company size: 2-10 Employees

Great productivity tool but has some issues

Used Daily for 1-5 months
Reviewed on 2020/05/05
Review Source: Capterra

It streamlined our business and made every step clear for each team member. The projects flow nicely from one person to next. Especially while we work remotely because of the Covid-19 pandemic, it allows us to work efficiently without missing a beat.

Pros

OfficeTools creators have thought of every aspect of the business and that's what we loved. Any questions that we had "can we do this or can we do that" the answer was yes. You can create projects, assignments, To Do and have it set-up anyway that works for your team. You can use it for marketing emails with groups, etc. Very well designed.

Cons

It has glitches and it takes some time to learn how to use it. For instance, I don't need to use Lacerte, but I had to have it installed so I could use OfficeTools, otherwise, I kept getting error messages. And then, you have to make sure you are logged in to Lacerte every morning or the program won't work properly and the only way you realize that is when you are looking for an assignment or a document and you don't see it - then you inquire from your team and they say "Oh, it's there, I can see it..." then you realize you need to log back in for the software to refresh and show you everything. It doesn't notify you that Lacerte has been logged off.
Also, the training module and how it works was a bit confusing for us.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 8.0/10

Breanna B.
Industry: Accounting
Company size: 2-10 Employees

OfficeTools Review

Used Daily for 2+ years
Reviewed on 2020/05/04
Review Source: Capterra

OfficeTools has solved many of the problems that we had prior to the program. Client information can be kept in one program. From the client's contact information to their documents it is all easy to access. We like being able to record their calls, take notes, and create reminders for a specific client. The activity list is a great way for each staff member to keep track of their tasks. We like that we can record almost any interaction with the client so that we always have something to reference or refer back to.

Pros

OfficeTools can be great. Our firm likes that all of our client information can be kept in one program. From the client's contact information to their documents it is all easy to access. We like being able to record their calls, take notes, and create reminders for a specific client. The activity list is a great way for each staff member to keep track of their tasks. We like that we can record almost any interaction with the client so that we always have something to reference or refer back to.

Cons

This software has a lot of bugs and glitches. We have contacted customer service several times due to a bug or glitch and we have had to wait months to get an answer because they weren't sure why the problem was happening. Most features functionality is great, but we feel the documents area is lacking as far as ease of use and functionality go. We also have completely stopped using certain features due to them continuously not working properly such as the eSigntures feature. We also have trouble with our schedule's. Each individual staff member's schedule will occasionally change on its own. Either appointments will be moved or deleted completely.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 6.0/10

Sandy S.
Industry: Accounting
Company size: 2-10 Employees

Disappointed

Used Daily for 2+ years
Reviewed on 2020/05/11
Review Source: Capterra

Support - was a joke in year 1 of our contract. It took at least 3-5 days or more for someone to get back to us. One day I got lucky and [SENSITIVE CONTENT HIDDEN] called me. She is the best asset your company has. She knows how to provide support. I even tracked down someone at the Abacus Next Conference to make sure they knew how valuable she was. Shortly after, [SENSITIVE CONTENT HIDDEN] had to inform me that I was no longer allowed to email her directly and I had to go through the ticket system. I complied with her request and now I'm back to hating your support. I know we are just a little guy in your eyes. I am the type of person when I love something I tell everyone about it. I also tell everyone when something is not right. I could never refer your product. We will be switching to another product as soon as we can.

Pros

Firm has been using for 4-5 years. It has served us well and we use most of the functionality.

Cons

Lack of technology development. When it was announced there was a QB online integration we were very excited and converted. Our 150 clients are on QBO, however we remain on the desktop version due to Office Tools. We then learned it does not integrate with QBO Accountant. We then had to convert back to QB desktop version as it was our only option. We patiently stuck with Office Tools on the belief that the software would continue to be developed and evolve. At this point we wished we had not signed our last 3 year contract. With the signing of the 3 year contract we were given/comped 3 hours for training. When we went to use them we were told those hours had to be used in the first year - WHICH WAS NOT TOLD TO US. I had our sales rep check into it and the "board" advised the hours were expired. WOW was I shocked. I had never been given something from a company that was complimentary to then not advise me that the hours had to be used in the first year. Who ever made this decision just made our final decision for us. We will NOT be renewing our software when the contract ends. Too many disappointments.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 0.0/10

Marion T.
Industry: Accounting
Company size: 2-10 Employees

Fine for us, for now

Used Daily for 2+ years
Reviewed on 2020/05/14
Review Source: Capterra

I can't easily get reports I feel I should be able to get. Such as all clients who came to us in 2020. If that is possible I don't know how. I find the training to be less than helpful. I've watched videos, but they frequently don't look like the product I'm using and never seem to be to the point. If I could easily switch to another product I would likely do so. But my information is captured in Office Tools and I can't get it out and don't want to lose it. So I'm stuck.

Pros

The software does a good job of keeping our database of clients and their personal data. We use the Contacts features, Notes, ToDos, Calls and Schedule features. We do not use the other features such as Projects.

Cons

I think it's expensive for the features we use. I think it is better suited to a larger organization who want communication among users who are not in the same office together. I have difficulty getting out letters and distinct lists of information. If you don't do those tasks very frequently you forget the process and it takes too long. As with every database it take constant and I mean constant updating. In the midst of a busy time we do not have the time to keep the database up to date so every few months I have to give a chunk of time to getting it back to rights.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 7.0/10

User recommendation
8/10
Based on 176 user ratings
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OfficeTools Pricing

OfficeTools Pricing

Starting from
US$59,00/month
Free Trial
Subscription
Value for money
Value for Money
3,7/5
Based on 176 user ratings
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OfficeTools Features

OfficeTools Features

API
Activity Dashboard
Automatic Notifications
Billing & Invoicing
Calendar Management
Case Management
Client Management
Client Portal
Collaboration Tools
Contact Management
Document Management
Document Storage
Expense Tracking
Invoice Management
Reminders
Reporting & Statistics
Search Functionality
Task Management
Third Party Integration
Workflow Management
Features
3,9/5
Based on 176 user ratings
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Categories

Additional information for OfficeTools

Additional information for OfficeTools

Key features of OfficeTools

  • Account tracking
  • Accounts receivable
  • Audit trail
  • Automated reminders
  • Availability management
  • Check-in system
  • Client messaging
  • Client statements
  • Collections
  • Contingency billing
  • Custom branding
  • Customer portal
  • Customizable invoices
  • Customizable tax questionnaires
  • Document storage
  • Electronic signature capture
  • Email & SMS integration
  • Email marketing
  • Email templates
  • Hourly billing
  • Invoice histories
  • Multi-party & sequential signing
  • Online appointment requests
  • Online invoicing
  • Online payments
  • Online timesheets
  • Payment processing
  • Project billing
  • Project management
  • Recurring/subscription billing
  • Retainer billing
  • Task tracking
  • Tax calculator
  • Tax management

Benefits

  • Clients can request appointments with specific staff members online through the client portal, with appointment confirmations and reminders sent to clients by email and SMS.

  • Integrated IRS-compliant eSignature functionality allows users to send and receive sequential and multi-party signing documents, with automatic storage of signed documents.

  • The Client Intake/Check-in system enables clients to update their contact details when checking in for appointments, and users can add customized tax questionnaires to collect information from clients.

  • Time can be tracked using the built-in timers, and online timesheets allow users remote access to enter their hours for billing or payroll.

  • Clients can send messages from within the portal for any concerns or questions they may have, and to deal with any missing documents or information.

  • OfficeTools FAQs

    OfficeTools FAQs

    Below are some frequently asked questions for OfficeTools.

    Q. What type of pricing plans does OfficeTools offer?

    OfficeTools offers the following pricing plans:

    Starting from: US$59,00/month

    Pricing model: Subscription

    Free Trial: Not Available

    Q. What are the main features of OfficeTools?

    OfficeTools offers the following features:

    • Account tracking
    • Accounts receivable
    • Audit trail
    • Automated reminders
    • Availability management
    • Check-in system
    • Client messaging
    • Client statements
    • Collections
    • Contingency billing
    • Custom branding
    • Customer portal
    • Customizable invoices
    • Customizable tax questionnaires
    • Document storage
    • Electronic signature capture
    • Email & SMS integration
    • Email marketing
    • Email templates
    • Hourly billing
    • Invoice histories
    • Multi-party & sequential signing
    • Online appointment requests
    • Online invoicing
    • Online payments
    • Online timesheets
    • Payment processing
    • Project billing
    • Project management
    • Recurring/subscription billing
    • Retainer billing
    • Task tracking
    • Tax calculator
    • Tax management

    Q. Who are the typical users of OfficeTools?

    OfficeTools has the following typical customers:

    Small Business, Large Enterprises, Mid Size Business

    Q. What languages does OfficeTools support?

    OfficeTools supports the following languages:

    English

    Q. What type of pricing plans does OfficeTools offer?

    OfficeTools has the following pricing plans:

    Subscription

    Q. Does OfficeTools support mobile devices?

    We do not have any information about what devices OfficeTools supports

    Q. What other apps does OfficeTools integrate with?

    OfficeTools integrates with the following applications:

    Facebook, Google Maps, Microsoft Excel, Microsoft Outlook, Microsoft Word, QuickBooks Online Advanced, Twitter

    Q. What level of support does OfficeTools offer?

    OfficeTools offers the following support options:

    Phone Support, FAQs, Knowledge Base, Online Support