System Requirements

The hardware and software requirements are very easy to meet

General Requirements

Note: SQL Server 2016 has not been fully tested at this time. Please feel free to call us with questions.

Mobile II system requirements are listed in the Aptora Mobile II requirements page.

Installation

The installation of both the server and workstation software is straightforward and very standard. We also provide terrific documentation that is step-by-step. That does not mean that you can necessarily do it yourself. You may need the assistance of an IT person. If you invested in Aptora Mobile, you absolutely need to hire an IT person for help. It is not a do-it-yourself project. If you invest in the Caller ID option, you will need some knowledge of how analog phone lines work and you will need some basic electric wiring abilities. This is also well documented. Our manufacturer has also been SUPER about helping companies troubleshoot and problems.

General Requirements For Main Bookkeeper

Your main bookkeeper should be an actual trained and experienced bookkeeper. They must have a good working knowledge of the accounting procedures in QuickBooks, PeachTree or some other standardized Windows accounting software.

IMPORTANT: We strongly recommend that your company employ what the accounting industry calls a “full charge bookkeeper”. This is a fully trained professional with no less than three (3) years of quality experience using a modern Windows accounting software program. Their experience should include a full range of features including A/R, A/P, General Ledger, Banking, Journal Entries, Annual Reporting, and problem solving.

Please understand that five or even ten years of data entry experience will not be enough to handle Total Office Manager. To avoid frustration and aggravation, your company needs a qualified full charge bookkeeper.

Your full charge bookkeeper will be your company’s main trainer and the “go to person” when your staff has questions about bookkeeping policy, procedure, and software how-to. A full charge bookkeeper will be able to call Aptora for technical support without the need for ongoing training. They will be able to have quick efficient conversations with our support staff and get answers to their problems without the frustrations common with unqualified bookkeepers.

Data Backup

Aptora highly recommends that you hire a professional to setup a good reliable data file backup system for your important files including your Total Office Manager SQL Server files. It is important that you maintain redundant offsite backups and that the backup system be monitored and tested on a regular basis. We have had good results with Code 42 Crash Plan.

Desktop (Workstation) System Requirements

Total Office Manager will be installed on each computer that you plan to use the software with. The following are the requirements for each desktop computer (e.g.: workstation). Tip: The Windows 7 User Experience should be 4.0 or higher.

System/HardwareMinimumRecommended
Operating SystemWindows 7 (fully updated)Windows 8.1 Professional (64-Bit)* or Windows 10 Professional (Pro is needed if you wish to join a Domain)
Processor (CPU)Pentium 4 or equivalentIntel Core i3 – i7, Core 2 Quad,
Intel Xeon or equivalent
Hard Disk Space2 GB free25% of the total partition size or 20GB (whichever is higher)
RAM1 GB
(512 MB available)*
2 GB Available*
(4 to 6+ GB Total)
Video1024 x 768
16-bit video driver
1280 x 1024 or higher.
Dual-monitor for Dispatchers
CD-ROMRequired For Installation48x CD-ROM Drive
Network Adapter10/100 mbps
(if networking ability is desired)
10/100/1000 Mbps
Network Switch100 mbps1 gbps (1000 mbps)
(requires 10/100/1000 Mbps network adapter)
PrinterCompatible with mostLaser or high-speed ink jet printer
SoftwareChrome with latest
Root Certificates and Updates
IE 8, Firefox or Chrome
OtherMouse or pointing deviceOptical/Laser Mouse
Standalone email client if email features are desired
Internet ConnectionDial-up/Satellite.
(Required for updates, lookups, and mapping but is not required to use the core software.)
Broadband (Cable, DSL, Fiber, etc.). 15Mbps download and 2 Mbps upload.
Email ClientLocal client software is required to email appointments, Invoices/Sales/Receipts, phone messages, work orders and other informationMicrosoft Office Outlook 2007 or equivalent
*We recommend that you install all of the memory your system can handle. It’s currently very cheap and will generally offer the largest performance increase of anything else you do.
*Windows 8 compatible but an upgrade is not recommended at this time.
Server System Requirements

Click here to download and view Server Recommendations PDF
The installation of both the server and workstation software is straight forward and very standard. We also provide terrific documentation that is step-by-step. That does not mean that you can necessarily do it yourself. You may need the assistance of an IT person. If you invested in Aptora Mobile, you absolutely need to hire an IT person for help. It is not a do-it-yourself project. If you invest in the Caller ID option, you will need some knowledge of how analog phone lines work and you will need some basic electric wiring abilities. This is also well documented. Our manufacturer has also been SUPER about helping companies troubleshoot and problems.

A separate server box is often not required but it is highly recommended. A separate dedicated server does not have to be an advanced expensive machine for you to notice significant speed increases. Companies with many users and/or expect a lot of transactions should consider a full blown server setup. Please seek experienced professional advice.

Important Tips: For security purposes, many computer security experts highly recommend that the computer that hosts important data (like your Total Office Manager database) NOT be directly connected to the internet. If you need to check for updates, you can always connect the computer, run updates, and promptly disconnect the computer from the internet. If you need to remote in, this can be done from another web enabled computer. When it comes to networking, we recommend the use of a Domain and not a simple Workgroup. Talk these options over with your IT professional.

System/HardwareMinimumRecommended
Operating SystemWindows 7\Server 2008 R2Windows Server 2012 (Any Edition)
SQL ServerSQL Server 2008 Express Edition (or Higher)SQL Server 2012 Standard
Processor (CPU)Pentium 4 or equivalentDual or Quad-Core. Server-Grade Processor. Two processors have become pretty standard.
Hard Disk Space5 GB free25% of the total partition size or 25GB (whichever is higher)
Total RAM / Allocated to ‘APTORA’ Instance8GB*12 GB or more*

*MS SQL Server 2012 Express is included in your installation package (if purchased after May 1st, 2016). This version should be sufficient for many small users. If you plan on having five or more simultaneous users or expect a lot of transactions, you will need to invest in the full paid version. The main limitations of Express and more information can be found on Microsoft’s website.

*We recommend that you install all of the memory your system can handle. It’s currently very cheap and will generally offer the largest performance increase of anything else you do. Solid state hard drives are also a great idea.

*We do not recommend that you install your SQL Server database on a remote server, VM, or cloud-based server (outside your local area network). We don’t recommend terminal services, VPN, or other remote options to access your server on a daily basis. These options might work on an occasional basis such as remoting in from home. Our technical support department cannot assist you with these types of IT issues.

*We do not recommend using a Peer-to-Peer network. SQL Server runs very slow in that environment. Instead, use a Domain. Your IT company will know all about this.

Caller ID Requirements

Our Caller ID system consists of hardware and software. The hardware is simply plugged into a standard 115v outlet. There’s also a connection to your phone lines (for standards phone systems or AKA: POTS) or your computer network for VoIP. The software can be installed on your server or any connected desktop computer. There are no other special requirements.

Important Note on VoIP Systems: If your VoIP phone system is encrypted, you will not be able to use our Caller ID system.

For more information about our Caller ID system compatibility please click here.

Do you have any questions or would you like more information? Please call toll free at 866-296-9700 or click here to send us an email.