vcita

4.5 (250)
vcita: Build a business you’re proud of.

Overall rating

4.5 /5
(250)
Value for Money
4.3/5
Features
4.2/5
Ease of Use
4.4/5
Customer Support Software
4.2/5

89%
recommended this app
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250 Reviews

John
Overall rating
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 9.0 /10

No-brainer for appointment based business

Reviewed on 01/05/2017

I provide business management consulting for optometrists. All my work is done through appointments...

I provide business management consulting for optometrists. All my work is done through appointments and email. vCita flawlessly syncs my calendar and allows clients to schedule when I'm actually available. Prior to vCita, I spent way too much time suggesting times, getting voicemails, etc. Besides that, they have done a great job of allowing a feature-rich "live-site" that is easy to set up and super customizable. I think for many businesses it would suffice to be the landing page.

Pros

Very simple appointment set-ups. Before vCita there was a ton of back and other emails, or worse than that - phone calls.

Cons

The invoicing/billing system is not as robust as some other programs out there. Specifically I would like the program to send out regular monthly retainer billing.

Ernest
Overall rating
  • Industry: Health, Wellness & Fitness
  • Company size: 11–50 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 8.0 /10

Vcita Review Transcend Company

Reviewed on 11/03/2021

Overall, the Vcita team takes care of their customers, they listen and they are helpful. I truly...

Overall, the Vcita team takes care of their customers, they listen and they are helpful. I truly believe they do not shy away from what could improve the product. I would be great to see their engineering team increase in compacity to provide some customer wish list items

Pros

Simple to use, simple for a team to grasp and implement and generally speaking relikable

Cons

The abilities to customize the software

Alternatives Considered

Salesforce Sales Cloud

Reasons for Choosing vcita

Method was just not user friendly in any way

Switched From

Method CRM

Reasons for Switching to vcita

Price, the value to cost was a hands down easy decision
Shelly
Overall rating
  • Industry: Consumer Services
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 5.0 /10

December 2022

Reviewed on 19/12/2022

At first I absolutely loved it. The separate calendar has made it especially difficult and...

At first I absolutely loved it. The separate calendar has made it especially difficult and currently the sink is not working, so I am not able to see you on calendar in any place. This is created major problems for my business.

Pros

I like how you can customize different meetings with a lot of detail. The user experience overall is pretty good.

Cons

The sync snd recurring Meeting functionality needs work. If it doesn’t work all the time then we can’t rely on it. I really don’t like the fact that we have to have a separate for vcita feed rather than feeding into our Google calendar like it used to. It has added a lot of complexity to our end.

Alternatives Considered

Calendly, Google Workspace, and HubSpot Sales Hub

Reasons for Switching to vcita

The ability to customize each meeting in great detail, and provide many options.

Response from vcita

Thanks for your feedback Shelly! Glad to hear you like our meeting customization settings! Sorry to hear you did not have a good experience with our Google Sync feature. With the Sync, you should be able to use both calendars easily. Have you reached out to the team regarding these concerns? We'd love to help you get your calendars in sync & recurring bookings sorted!

Linden
Overall rating
  • Industry: Marketing & Advertising
  • Company size: 11–50 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 8.0 /10

Ties all together

Reviewed on 16/10/2019

Overall the tool has been a great help for us to streamline our processes.

Overall the tool has been a great help for us to streamline our processes.

Pros

We like the way it ties our contact form, CRM and invoices together.

Cons

Invoices can only be paid by one person. They can't forward to someone for payment.

Alternatives Considered

QuickBooks Desktop Enterprise

Reasons for Switching to vcita

It was able to tie together multiple things at once.
Xavier
Overall rating
  • Industry: Hospitality
  • Company size: Self Employed
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 8.0 /10

ZSC

Reviewed on 17/03/2021

Huge asset to business, but could use improvement being mobile friendly

Huge asset to business, but could use improvement being mobile friendly

Pros

Keeps everything organized easily and less work.

Cons

The non mobile friendly use on websites and app.

Christa
Overall rating
  • Industry: Legal Services
  • Company size: Self Employed
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

I Love Vcita for Small Business!

Reviewed on 13/12/2022

Excellent!

Excellent!

Pros

This by far is the best user-friendly platform I have seen and implemented. I have used several types of CRMs over the years, but this works by far the best for me and what I am doing. I refuse to change!

Cons

Like everything there is always room to grow or for improvement, but Vcita has so many apps and integrations it made it so simple to create and implement almost immediately, hardly much of learning curve at all! Vcita now has their own CC processing if you don't have one set up already with paypal, stripe or square. the only drawback is they don't batch right away and can take few days to see in account, but if that's no big deal, then Vcita is the way to go!

Alternatives Considered

Rocket Matter and Clio
Desiree
Overall rating
  • Industry: Construction
  • Company size: 2–10 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Impressed

Reviewed on 22/12/2022

I love it, I would like to do some further customization and I fee it is missing a few things but...

I love it, I would like to do some further customization and I fee it is missing a few things but as we all grow including Vcita I am over all impressed & I have used many of these programs before in my 25yrs.

Pros

I love the ease of this software, the set up was also streamlined

Cons

The Invoicing, I have been on this for almost 2 years and am still not using this feature , partially my fault for not getting the training yet.

Alternatives Considered

Act!, Salesforce Sales Cloud, and Corrigo

Reasons for Switching to vcita

Cost & simplicity , Cloud based

Response from vcita

Thank you for your kind words Desiree! If you'd like the team to help you get your invoices up and running with vcita - please feel free to reach out to the team.

Gregory
Overall rating
  • Industry: Hospital & Health Care
  • Company size: 2–10 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Great system and supoort

Reviewed on 22/12/2022

Great. Ease of use is nice. Some functionality could be improved but overall it’s a great system...

Great. Ease of use is nice. Some functionality could be improved but overall it’s a great system and support is very responsive! I also really like my account manager [SENSITIVE CONTENT]! Always available and friendly!

Pros

Support and staff is great! The system is userfriendly.

Cons

Some feature adjustments and functionality could be improved

Response from vcita

Thanks for your feedback Gregory!

Meredith
Overall rating
  • Industry: Alternative Medicine
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Software is easy to use! Online portal for clients is visually appealing

Reviewed on 13/12/2022

Pros

RemindersText communication with clienta

Cons

I wish the payment system allowed for tips

Alba
Overall rating
  • Industry: Animation Software
  • Company size: 11–50 Employees
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 9.0 /10

Best software for managing invoice tasks in your companies.

Reviewed on 04/02/2023

Excellent, I enjoy this software Wich helps me manage my company. I'm making the most of this...

Excellent, I enjoy this software Wich helps me manage my company. I'm making the most of this services so far.

Pros

What is fascinating about Vcita, it affects all sectors of activities. Instantly manages our invoice and saves us valuable time.

Cons

Since I use Vcita , I don't find any problem. We would say that it has more advantages than disadvantages. But not against the monthly price to have it is high.

Denys
Overall rating
  • Industry: Facilities Services
  • Company size: Self Employed
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 9.0 /10

A all in one service for SME

Reviewed on 16/10/2019

You need to manage a calendar with your clients (training, coaching, interviews), leaving them the...

You need to manage a calendar with your clients (training, coaching, interviews), leaving them the initiative of meetings, product choice? This encourages their commitment. VCita offers you the possibility of a very fine follow-up of the customer relationship: email exchanges, appointments, orders, payments... by making moreover the link with your website. For me it is a very good solution. Fast implementation. This avoids many internal developments that are often inefficient or very costly. The extra efficiency with VCita at an affordable cost.

Pros

* Fast
* No coding
* Cover all aspetcs of customer relationship
* Easy to customize (webdesign)

Cons

* No sorry !
* No worries or things to improve at the moment

Alternatives Considered

Calendly
Sue
Overall rating
  • Industry: Primary/Secondary Education
  • Company size: 2–10 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 0.0 /10

Poor Customer Service and Unreliable

Reviewed on 02/04/2019

Any benefits are undone by the disapearence of ALL Data and appointments.

Any benefits are undone by the disapearence of ALL Data and appointments.

Pros

I did like that you can put all of your comunication and documentation into the system.

Cons

Unrlieable: On 3 seperate occations, I have lost all of my appointments and payment records!
Unhelpful: Customer service is slow to repond with any response that keeps them blameless. I have never had any of my issues resolved.

Response from vcita

Hi Sue,
We apologize if we failed to meet your expectations and will be happy to schedule a call to address any concerns to see if we can help correct your impression.
In your review, you bring up two serious concerns:
1- Essential information such as appointments and payments that was deleted
2- Poor customer service from our team
We'd like to address each of these issues separately.
1. vCita is essentially a tool for managing all your client information and communication.
Since client data is the most sensitive information businesses can collect, vCita takes the highest measures of security to safeguard that information. The only way on-record data can go missing is if the business has actively chosen to remove or delete it.
2. After reviewing your communication with our support team to see whether there was any wrongdoing on our end we found that the response time was reasonable, and our team did their best to provide you with the support you needed, when you needed it.

Brice
Overall rating
  • Industry: Marketing & Advertising
  • Company size: 51–200 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

The perfect solution for Service Professionals and small businesses

Reviewed on 16/03/2021

Overall our experience with vCita has been great. They add a lot of features that are in line with...

Overall our experience with vCita has been great. They add a lot of features that are in line with the current temperature of the market and they support their releases with webinars and training calls. It is nice to have training available for new release feature especially when those items are not at a cost so it doesn't feel like a sales pitch in disguise.

Pros

vCita has a lot to offer small businesses and service providers. Great for booking, communication, and client management. Works exceptionally well in industries where email communication is not the norm. Lawn care, salons, medical offices (has levels with HIPPA compliance), Axe throwing bars (reservations and waiver completion).

Cons

This solution would be perfect for solo entrepreneurs if they could lockdown being a legitimate email enabled system. As is it does everything a small business or single consultant needs except its painful to get clients to use the client portal once they have had a single email communication with you.

Lynne
Overall rating
  • Industry: E-Learning
  • Company size: Self Employed
  • Used Daily for 1-5 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 0.0 /10

Don't get this. A real waste of time and money.

Reviewed on 28/05/2020

In one word: Horrible.

In one word: Horrible.

Pros

I am a professional dog trainer who has designed websites for the last 20 years. None of the features on this platform work on my simple wordpress website. I got this with the dream of having clients, payments and scheduling flow smoothly.

Cons

Not one feature on this platform worked for scheduling clients, group classes, enrolling students, taking payments or event setting the calendar. Once an event is on the calendar, you cannot remove it. Group events all default to invitation only ( a somewhat weird and useless default) so, you have to get people to sign up before you invite them to join a class, rather than just having them enrol on their own. Unwieldy, but it might be workable.. However, clients are not allowed to enrol on the lovely vCita intake form. The form doesn't send. Lastly, the support is negligible. I have reached out three times, and instead of immediately helping with these issues, I have had to wait 2 weeks to get an appointment with a customer support rep. who bailed on the first appointment and didn't even bother to let me know she was cancelling. . In the meantime my livelihood hangs in the balance, with all classes having to be cancelled and customers disappointed. I certainly feel ripped off. Don't bother with this one.

Matthew
Overall rating
  • Industry: Mental Health Care
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 9.0 /10

Money Making Machine!

Reviewed on 29/10/2017

Better return on my Adwords marketing budget. It also saves me hours of a week playing telephone...

Better return on my Adwords marketing budget. It also saves me hours of a week playing telephone tag to schedule clients. I work and vCita schedules so I do not have to get involved. Everything else is just gravey!

Pros

The floating Word Press Plugin makes it so easy for clients to reach out to me. I do not have to worry about a call to action on every page. vCita is there, no matter where they click! Adwords is EXPENSIVE vCita ensures I get the return on investment converting the clicks into paying clients in my office.

Cons

The app notifications on my phone are not consistent. They work and they do not. I have to make sure I check my inbox frequently to stay on top of contact requests and appointment changes. It works very well for a single location, with multiple people, I opened a 2nd office and clients have trouble picking the right location.

DeRea
Overall rating
  • Industry: Hospitality
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Cost effective, user friendly

Reviewed on 23/10/2017

Scheduling appointments and staying well organized.

Scheduling appointments and staying well organized.

Pros

I am able to keep up with my schedule and all appointments, and keep everything well organize. In my line of business I need to keep up with appointments, time line for sending out ads, promotions. As a travel agent we must keep up with who is traveling and their time frame of traveling. This software helps in this area.

Cons

It doesn't capture my clients interest enough to want to use it in scheduling their appointments. I would like them to click and schedule their own appointments at their earliest convenience.

Bradford
Overall rating
  • Industry: Automotive
  • Company size: Self Employed
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 9.0 /10

Makes my small business look and feel bigger than it is to my clients and potential clients

Reviewed on 08/04/2019

I really like the calendar management which allows me to send appointment invitations that once...

I really like the calendar management which allows me to send appointment invitations that once accepted automatically puts it in my calendar.
I also like the client portal which is separate from my regular email and I get a text notification if someone communicates through the portal. It also sends text reminders automatically.
Like I mentioned earlier, if there was a pipeline management feature it would be unbeatable. I am currently looking for pipeline management that will intergrate throughZapier.

Pros

I really like the calendar management features

Cons

Wish it had pipe line management feature

Diana
Overall rating
  • Industry: Utilities
  • Company size: 2–10 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Wonderful product

Reviewed on 14/12/2022

We absolutely love Vcita and really could not recommend it more. The staff is incredibly responsive,...

We absolutely love Vcita and really could not recommend it more. The staff is incredibly responsive, the software is easy to use, and we love all the new features they are constantly adding.

Pros

The integration of this software was so simple and very easy to use. This software is simple for our clients and our staff to use. We strive to use it as much as possible and really love the overall use!

Cons

I wish there were a few other types of forms we could ask client questions with, like a google form, but the only form information they would have to fill out every single time they scheduled an appointment.

Alan
Overall rating
  • Industry: Financial Services Software
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 8.0 /10

Running a professional business

Reviewed on 11/10/2019

Support very good except they are not interested when I ask them about integration with our CRM

Support very good except they are not interested when I ask them about integration with our CRM

Pros

Puts me in control of my diary
Gives clients choice
Provides us with a professional image

Cons

It does not integrate with our main CRM system - Intelliflo's Intelligent Office.

Databases have to be synchronised manually which wastes time and is frustrating.

Ashley
Overall rating
  • Industry: Accounting Software
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Tax & Accounting Professional

Reviewed on 13/12/2022

My overall experience has been positive and I look forward to growing with your company. Thanks for...

My overall experience has been positive and I look forward to growing with your company. Thanks for the feature this tax season!

Pros

I love using the software since it's an all in 1 tool.

Cons

I dislike the document feature because I should be able to open 1 file and continue scrolling into the next attached documents. When opening each file 1 by 1 I lose my placement and have to start all the way over while reviewing files.

Allison
Overall rating
  • Industry: Computer Software
  • Company size: 201–500 Employees
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software

Watch our for sneaky renewals

Reviewed on 23/09/2015

I normally don't post reviews, but I am exceptionally displeased with this company. As with most...

I normally don't post reviews, but I am exceptionally displeased with this company. As with most cloud solutions, they work on a subscription basis. Be very careful. When renewal time comes, they send you a ubiquitous email with the renewal notice hidden at the bottom... on a Saturday. Then then bill you on a Saturday so you don't have time to dispute the charges. And of course, they don't issue refunds.

Pros

it worked for the one event I used it for.

Cons

They are a foreign company will scrupulous business practices.

Response from vcita

Allison,
I am sorry you have such a negative perspective on our business practices, but the information you provided is inaccurate.
1. vCita is a US company, with offices in Bellevue WA - you're welcome to visit us next time you're in the Seattle area
2. When you sign up for an annual subscription you get a 14 day free trial. At checkout, we are very clear of the date you will be charged for your annual subscription.
3. As a courtesy, we send an email reminder 5-6 days prior to your trial end date, and two emails before your annual renewal.
4. We don't charge our clients on Saturdays intentionally. We charge you 14days after you signed up, and then again a year after renewal. In your case it happened to be a Saturday I guess.
5. Our billing and refund policy is available online and included in our renewal emails.

You are always welcome to come back and use vCita - we will help you customize vCita and make the most of your subscription.

Klaas
Overall rating
  • Industry: Design
  • Company size: 2–10 Employees
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 4.0 /10

Could be better

Reviewed on 04/11/2020

Pros

A good appointment booking system,
SMS reminders
and email reminders.
easy contact manager

Cons

Whitelabel is expensive
Limited gateway integration
Not willing to improve their product
not helpful team

Richard
Overall rating
  • Industry: Professional Training & Coaching
  • Company size: 2–10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Essential Consulting and Executive Coaching Resource

Reviewed on 13/12/2022

vcita has contributed to The Aware Leader LLC's success. Makes my life easier!

vcita has contributed to The Aware Leader LLC's success. Makes my life easier!

Pros

My clients, or their administrative assistants, book their appointments...no back and forth emails to identify a mutual time and day for all parties involved. Also, vcita links with Zoom to set up the meeting

Cons

I would like to build in automatic 15-minute breaks between calls

Debbie
Overall rating
  • Industry: Mental Health Care
  • Company size: Self Employed
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 7.0 /10

One Thing I Wish Could Change...

Reviewed on 22/12/2022

Pros

Record of communication with clients in one place, automated messaging, ability to send out messages to phone and email.

Cons

When I reschedule, I can't change to a different type of appointment, only different day and time.

Response from vcita

Thanks for your feedback Debbie! Your note regarding rescheduling has been shared with the prodcut team

Karlis
Overall rating
  • Industry: Construction
  • Company size: 2–10 Employees
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 10.0 /10

Great solution for small bussiness

Reviewed on 16/07/2021

Overall, we've had a terrific time with vCita. They provide a number of features that are in...

Overall, we've had a terrific time with vCita. They provide a number of features that are in accordance with market conditions, and they back up their releases with webinars and training calls.

Pros

Appointments are put up in a very straightforward manner.  Ability to personalize the schedule page to make it look more professional and to differentiate the services available. The concept of a customer portal appeals to me. Clients can use the portal to make payments, book appointments, and send documents.

Cons

The billing/invoicing mechanism isn't as robust as some other systems. I'd like the program to send out monthly retainer billing in particular.