OfficeTools

OfficeTools

Practice management, time & billing software

4.1/5 (158 reviews)

OfficeTools Overview

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.

Pricing

Starting from
US$60,00/month
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Australia, Canada, United States

Supported Languages

English

OfficeTools Reviews

Overall rating
4.1/5
78% positive reviews
69
Excellent
55
Very good
20
Average
10
Poor
4
Terrible
Peter S.

Great all-in-one tax office tool!

Used Daily for 1+ year
Reviewed on 2017/10/17
Review Source: Capterra

Having everything needed to help/work on a client at your fingertips in one piece of software. We consolidated 4 programs into one when we moved to OfficeTools. We could FULLY consolidate 2 more if they were reliable and user friendly enough for staff and clients (AIME and the portal). But as it stands we have to have backups for both to function properly.

Pros

The best thing about OfficeTools is the integration of contact manager, schedule, time/billing tracking project management, billing, and documents. There are lots of other features that are included as well but those are the big ones. It's great going to one client and having access to everything you need.

Cons

There are some quirks that you just have to live with, but overall it is a solid piece of software. There are times when support just cannot figure out a solution to a glitch we are having and we just have to wait to see if it will be resolved in a new release. Another thing that is quirky is having to go to another client and then back into the one you are working on the get the system to update.

Mostly small little things that aren't that bad and they do seem to attempt to address issues as they go so it is by no means a dead software.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Christine M.

Office Tools has been great. We can't imagine running things without it.

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

Office Tools replaced separate document management software, a time keeping/billing software, and a project tracking software. It's streamlined our process and allowed us to save tons of time for billable work.

Pros

The integration of difference functions has been the best part. Having contact info, project tracking, document management and time tracking/billing in one package has made things so much easier and streamlined our process.

Cons

The reporting in general is limited. The inability to combine information types (Contact, Billing, Project, Staff) into a single report is difficult. Currently, we create 2 different reports, export to excel and use formulas to combine the information. Skipping these extra steps would save so much time.
Also, allowing a custom recurrence pattern for projects (i.e. every 2 years) would be great.
Finally, many clients want to be able to specify a "Billing Only" e-mail address. Right now, I have to make that change manually for those clients each billing run.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Akore B.

Saves me thousands of dollars and hours every year!

Used Daily for 2+ years
Reviewed on 2018/10/16
Review Source: Capterra

I used to track projects by emails in my inbox and files on the shelf, constantly putting out fires and dealing with what ever client was "on top of the stack".spending HOURS every day figuring out what I had to get done.....now the minute a project comes in (Via email,mail, or phone) I create a new Project in OfficeTools and I have an easily accessible, up to date task list of EVERYTHING I need to do. And I can assign tasks to staff, so my staff knows what to work on WITHOUT having to ask me. I cannot begin to quantify the dollars and hours this software has saved me.

Pros

The ability to quickly create and add items to a "ToDo list" and assign tasks to staff w/ documents attached (dragged straight from Outlook).

Cons

There is a learning curve - but that is to be expected with such robust software and customer support was great helping me learn features I couldn't figure out myself (since I refused to do the training and like to figure things out myself). Plus, the online tutorials were really great.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Stacey W.

Been working with Office Tools for nearly 14 years now

Used Daily for 2+ years
Reviewed on 2018/10/10
Review Source: Capterra

We use Office Tools for our companies billing, tracking time, tracking our projects for our clients and for our scheduling appointments with clients. We have used this product for nearly 14 years and it helps our office run smoothly. We have access to each others schedules and daily tasks. Everything is right at our fingertips.

Pros

I really love that it is user friendly. It really helps keep me on track with my tasks with all the projects that have been assigned to me and when it was assigned. It really helps me not forget about projects. I love all the available reports that you can print. There are reports to help track or Work in process and reconcile our billing and many many more.

Cons

There is not any thing really in particular right now that I would say I least like about the software. I find that if I have an issue with the software I can call technical support and they are always very helpful.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Andrea H.

The program has been great at keeping client and billing details accessible.

Used Daily for 1+ year
Reviewed on 2017/10/20
Review Source: Capterra

Ease of reports for billing, client records, staff utilization, accounts receivable which make our office run smoother and more efficiently.

Pros

The numerous reports and ways in which to cater a report to our specific needs. For example, I can create a WIP which shows work by date, or work by employeee, or work by code. These options have all been useful for different needs.
The contact lists are also versatile which helps with birthdays, phone lists, contact type lists.
Form letters is useful and we have created several this past year catered to contact type.

Cons

There have been issues with the document signature feature; months went by with giant red lettering appearing on the documents, so we could not use that feature; when the feature was fixed with a new upgrade, we were not informed of the upgrade.

The email link from Outlook is not reliable and keeps stopping on two of our computers. This feature would save time and keep records straight with our clients, however, we cannot keep it connected.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

8.0/10

OfficeTools Pricing

Starting from
US$60,00/month
Pricing options
Free Trial
Subscription
Value for money

Starting at $60 per user per month. Contact OfficeTools team for more information.

OfficeTools Features

  • Automatic Reminders
  • Document Storage

  • API
  • Activity Dashboard
  • Automatic Notifications
  • Billing & Invoicing
  • Calendar Management
  • Case Management
  • Custom Fields
  • Data Import/Export
  • Document Assembly
  • Document Management
  • Document Templates
  • Invoice Management
  • Reporting & Statistics
  • SSL Security
  • Search Functionality
  • Third Party Integration
  • Time & Expense Tracking
  • Workflow Management

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

    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$60,00/month

    Pricing model: Subscription

    Free Trial: Not Available

    Starting at $60 per user per month. Contact OfficeTools team for more information.

    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:

    Large Enterprises, Mid Size Business, Small 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, Twitter

    Q. What level of support does OfficeTools offer?

    OfficeTools offers the following support options:

    FAQs, Knowledge Base, Online Support, Phone Support