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
$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
64

Average
22

Poor
12

Terrible
4

Value for Money
3.8
Features
4
Ease of Use
3.7
Customer Support
3.8
78% 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.


Cathleen V.

Office Tools "was" the next best thing. Honest review: I have "loves" and "hates"

The portals are easier for my customers to use than my old portal product.
Customer service: none unless they can sell you more product or $$. Often times unresponsive.
Billing flexibility definitely better than my old product but recurring monthly or quarterly not as automated as I would like. We found the dashboard to be very confusing and counter productive as far as tasks, appointments and to-do items, my staff was still keeping spreadsheets of their projects for clarity. Too many extra steps required to completely clear something from your view of things to do. free-flow document management took a bit to get used to over windows folder structure, but very manageable. We have actually now split into two different products as we wanted beefier document management tools. Calendar connecting with exchange was a hot mess.


Ryan J.

The software has the potential to be an elite program but it is grossly underdeveloped.


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.


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.


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 23/10/2017
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

Cathleen V.
Industry: Accounting
Company size: 2-10 Employees

Office Tools "was" the next best thing. Honest review: I have "loves" and "hates"

Used Daily for 2+ years
Reviewed on 04/11/2020
Review Source: Capterra

The portals are easier for my customers to use than my old portal product.
Customer service: none unless they can sell you more product or $$. Often times unresponsive.
Billing flexibility definitely better than my old product but recurring monthly or quarterly not as automated as I would like. We found the dashboard to be very confusing and counter productive as far as tasks, appointments and to-do items, my staff was still keeping spreadsheets of their projects for clarity. Too many extra steps required to completely clear something from your view of things to do. free-flow document management took a bit to get used to over windows folder structure, but very manageable. We have actually now split into two different products as we wanted beefier document management tools. Calendar connecting with exchange was a hot mess.

Pros

There are a lot of things I love about this software and it was a vast improvement 3 years ago over what I was using. Love: Project tracking, although not as complete as we would like - we have actually left for one that has a more Kan Ban style visual approach, with the ability to tag colored status tags on a project as it moves through the process. Love: Billing: select all time entries related to a project to mark up and bill, or bill all out marked up for a monthly subscription client. Love: ability to link charge card processing both to portal and to invoice. Love - time reports for easy payroll processing. My clients love the portals.

Cons

Hate: document management presentation - must specifically look for emails or notes related to a project: have since moved to a product that has a chat-style interface perfect for a remote workforce. Hate: could never get project reports to print everything I needed. Matter of filters. I will give them the benefit and say perhaps I didn't learn that part well enough. Hate: tech support used to be terrible before they were bought out, has improved but still not great. I may now be really spoiled by the product I moved to - response sometimes within minutes. Hate: BEWARE: their contract has auto renewal without positive confirmation from user. I left them because I spent countless hours with their tech support, and many many $$ in tech support, and by their own admission, it was an issue they were aware of, and nothing to be done about . Now they want to charge me for the entire year and not let me out of it, unless I spend countless more time and $$ to try to resolve the issue that they already know they could not resolve. We have been receiving an error message when logging in for months. They know about it.
Yes, you can just click through it and log in, but it is another annoyance that they are aware of yet still want to charge me for an entire year when I have limped through the last several like a dedicated customer. The ability to link my calendar in exchange to that in Office Tools was a deal maker/breaker for me.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 2.0/10

Ryan J.
Industry: Accounting
Company size: 2-10 Employees

The software has the potential to be an elite program but it is grossly underdeveloped.

Used Daily for 2+ years
Reviewed on 19/10/2017
Review Source: Capterra

Pros

It has all in one capabilities such as client management, time tracking, billing and payment, reports, scheduling, and document storage.

The platform layout is clean and user friendly.

The learning curve to its features is low to mid-range which can be credited to it's design functionality.

It does utilize some integrations well such as the Dymo label printer and Drop Folders.

Overall, calls to Customer Support have been adequate with at least 90% problem resolution. I do have to knock the Customer Support to 2 stars because they do not have any early morning east coast support hours. If I have an issue with Office Tools I have to wait 4 hours to reach anybody on the phone. Half of my day is now gone.

Cons

Communication from Office Tools to its software owners is horrible. Known disruptions in services was communicated after the fact.

Software updates are non-existent. As of this review, 10/19/17, there has only been 1 public release update to the software in all of 2017 (v2017.019) and that was in January. That is unacceptable.

The Contact Screen has a narrow scope in what it allows for user input. I believe there are only 5 open variable fields that we can alter to collect data specific to our practice. The rest of it is dead white space underneath of it.

Software only allows one taxpayer's information to be displayed on the main Contacts screen with the spouse relegated to a "More Contacts" tab. It is more efficient to have all contacts displayed on one screen.

Client portal only allows for 1 contact email address.

The portal is not a responsive web design and certainly not friendly to mobile devices. There are buttons in the portal that are only seen when scrolled over (Pay Now buttons on invoice tab).

Payments made via a portal invoice do not sync down to the billing screen.

Downloading multiple documents from the portal is inefficient. There is no "Download All" button.

E-signing process is convoluted to the signer and has bugs which have not been fixed.

Form letters do not give you access to all collected data variables.

No user community to introduce or vote on feature requests. LinkedIn or Facebook aren't the solution.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 4.0/10

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

Great productivity tool but has some issues

Used Daily for 1-5 months
Reviewed on 05/05/2020
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

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

Disappointed

Used Daily for 2+ years
Reviewed on 11/05/2020
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

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

OfficeTools Pricing

Starting from
$59.00/month
Free Trial
Subscription
Value for money
Value for Money
3.8/5
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
4/5
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: $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. 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