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vCita

vCita

Overview

What is vCita?

vCita is a marketing-focused CRM for service providers. According to the vendor, the product helps service providers move clients through every stage of the sales cycle: from the first point of contact to closing, upselling and follow-up. vCita is a…

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Learn from top reviewers

vCita is a winner!

Rating: 10 out of 10
December 31, 2021
IncentivizedVetted ReviewVerified User
We use vCita for the following: 1. Online payment portal - which allows us to accept payments faster. 2. Appointment scheduling - which makes appointment scheduling easier and...
Continue reading
William Niffen
Partner - Legal
Partner
Barlow & Niffen P.C.
vCita2 years of experience

We LOVE vCita

Rating: 9 out of 10
December 29, 2021
IncentivizedVetted ReviewVerified User
We are a Christian nonprofit organization that offers life and spiritual coaching for adults who are dealing with issues that have become obstacles to the life they truly want...
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John Stroud
Project Manager - Information Technology
Senior Coach
Grace Ministries, Inc. Manassas
vCita1 year of experience

Easy-Peasy Client Management when it COUNTS~!

Rating: 10 out of 10
December 22, 2021
IncentivizedVetted ReviewVerified User
VCita Rocks My Business! I use this for communicating with EVERY bride, and bridal is a field in which perfect customer service is required. I integrated the VCita contact for...
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Janay Joy
Director - Customer Service
Owner/CEO
High Vibe Bride
vCita10 years of experience

vCita brings victory in business

Rating: 10 out of 10
December 21, 2021
IncentivizedVetted ReviewVerified User
I have used vCita for nearly ten years, and I have been pleased with their products and services. They helped me with the flood of emails I used to get for booking sessions an...
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Samuel Reynolds
Consultant - Other
Chief consultant
UnlockAstrology
vCita9 years of experience

vCita Empowers your Customers and Gives You More Time

Rating: 8 out of 10
May 11, 2020
IncentivizedVetted ReviewVerified User
vCita was originally used as an appointment booking service for my computer training business. It was very good for allowing customers to book an appointment online without ha...
Continue reading
David Cook
Consultant - Information Technology
Owner
Frontier PC Tutoring
vCita5 years of experience
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Pricing

View all pricing

Essentials

$29

Cloud
per month

Business

$59

Cloud
per month

Platinum

$99

Cloud
per month

Entry-level set up fee?

  • No setup fee
For the latest information on pricing, visithttps://www.vcita.com/pricing

Offerings

  • Free Trial
  • Free/Freemium Version
  • Premium Consulting/Integration Services
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Product Demos

vcita Demo Marketing Module

YouTube

vcita Demo Client portal

YouTube

vcita Demo Payments Module

YouTube

vcita Demo Business Management Platform for Small Businesses

YouTube

vcita Demo Clients Module

YouTube

vcita Demo Time Module

YouTube
View more demos
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Features

Sales Force Automation

This is the technique of using software to automate certain sales-related tasks.

8.8
Avg 7.7

Marketing Automation

This component of CRM software helps to automate and scale marketing tasks and the subsequent analysis of those efforts.

7
Avg 7.7

CRM Project Management

This component of CRM software helps users initiate, plan, collaborate on, execute, track, and close projects.

8
Avg 7.6

Customization

This addresses a company’s ability to configure the software to fit its specific use case and workflow.

6.8
Avg 7.6

Security

This component helps a company minimize the security risks by controlling access to the software and its data, and encouraging best practices among users.

9.7
Avg 8.4

Platform

8.6
Avg 7.6
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Product Details

What is vCita?

vCita is a marketing-focused CRM for service providers. According to the vendor, the product helps service providers move clients through every stage of the sales cycle: from the first point of contact to closing, upselling and follow-up.

vCita is a lightweight CRM with the following features:

- Manage appointments, payments, and clients
- Access info & respond to clients on the go with a mobile app
- Invite clients to view information / perform actions on a personalized client portal
- Assign clients or leads to staff members
- Get instant notifications for every "red flag" - let nothing slip through the cracks
- Set follow-up reminders for future tasks
- Add tags, client custom-fields & notes
- Share and receive documents online
- Sync with Gmail, iCal and other calendars
- Build a client base with a lead-capturing widget
- Accept appointment requests from verified prospects 24/7
- Reduce no-shows with SMS & email reminders
- Send email, SMS & coupon marketing campaigns

vCita Features

Sales Force Automation Features

  • Supported: Customer data management / contact management
  • Supported: Workflow management

Marketing Automation Features

  • Supported: Email marketing

CRM Project Management Features

  • Supported: Billing and invoicing management
  • Supported: Reporting

Customization Features

  • Supported: Custom fields
  • Supported: API for custom integration

Security Features

  • Supported: Role-based user permissions

Platform Features

  • Supported: Mobile access

Additional Features

  • Supported: Online Scheduling
  • Supported: Client Portal
  • Supported: Online Payments
  • Supported: Lead Capturing Widget
  • Supported: SMS Marketing
  • Supported: Online Coupons
  • Supported: Automated Follow-Ups
  • Supported: Team Collaboration

vCita Screenshots

Screenshot of Exclusively designed for service providers & service-based businessesScreenshot of The only marketing-driven CRM for small businesses

vCita Integrations

vCita Competitors

vCita Technical Details

Deployment TypesSoftware as a Service (SaaS), Cloud, or Web-Based
Operating SystemsUnspecified
Mobile ApplicationApple iOS, Android
Supported CountriesWorldwide
Supported LanguagesEnglish, French, German, Spanish, Portuguese, Russian, Polish, Hebrew

Frequently Asked Questions

Schedulicity, Calendly, and Agendize are common alternatives for vCita.

Reviewers rate Role-based user permissions highest, with a score of 9.7.

The most common users of vCita are from Small Businesses (1-50 employees).
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Comparisons

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Reviews From Top Reviewers

View all reviews
(1-4 of 4)

vCita is a winner!

Rating: 10 out of 10
Incentivized
December 31, 2021
WN
William Niffen
Partner
Barlow & Niffen P.C. (Law Practice, 1-10 employees)
Vetted Review
Verified User
vCita
2 years of experience
Use Cases and Deployment Scope
We use vCita for the following: 1. Online payment portal - which allows us to accept payments faster. 2. Appointment scheduling - which makes appointment scheduling easier and more efficient. 3. Messaging with clients - which allows us to communicate very quickly. 4. Exchanging documents with clients - which allows us to keep documents in one place. The online payment portal makes payments much easier and faster.
Pros
  • Online payments.
  • Appointment scheduling.
  • Messaging.
  • Receiving and sending documents.
Cons
  • Fillable pdf forms that don't require downloading and remain online.
  • More online payment link choices - currently only works with Square, Stripe, and PayPal.
  • Confirming user email addresses prior to accepting profile (rather than allowing incomplete or non-existent email addresses).
Likelihood to Recommend
It makes client communication extremely easy - we can message and schedule online appointments. Clients really like those options. We also like the online payment portal. That way clients can pay at their convenience, and we don't end up with credit card information that requires PCI compliance. It also helps with payments. It would also help with invoicing, but unfortunately, there are only 3 linked payment options (Square, Stripe, and PayPal). If you don't use one of those payment processors, you cannot link to billing.
vCita Feature Ratings
Sales Force Automation (2)
N/A
N/A
Customer data management / contact management
N/A
N/A
Workflow management
N/A
N/A
Customer Service & Support
N/A
N/A
Marketing Automation (1)
N/A
N/A
Email marketing
N/A
N/A
CRM Project Management (2)
N/A
N/A
Billing and invoicing management
N/A
N/A
Reporting
N/A
N/A
CRM Reporting & Analytics
N/A
N/A
Customization (2)
N/A
N/A
Custom fields
N/A
N/A
API for custom integration
N/A
N/A
Security (1)
N/A
N/A
Role-based user permissions
N/A
N/A
Social CRM
N/A
N/A
Integrations with 3rd-party Software
N/A
N/A
Platform (1)
100%
10.0
Mobile access
100%
10.0
Return on Investment
  • Positive - improves overall client satisfaction.
  • Positive - improves speed with which payments are received.
  • Negative - requires some modifications to incorporate with website.
Other Software Used
QuickBooks Desktop Pro, Time Matters, Microsoft 365 (formerly Office 365)
Usability
9
Overall - easy to use. There are some missing features (like fillable pdf forms), and it also requires using certain credit card processors to link billing (otherwise it doesn't work).
Support Rating
7
Relatively quick response times when we submit questions. Generally the answers are sufficient to address our questions.

vCita Has Some Great Features And A Few Software Glitches

Rating: 4 out of 10
Incentivized
August 21, 2018
Use Cases and Deployment Scope
I use vCita on my website so clients can book appointments with me. I am a one man show so it's the whole organization. I needed to automate my bookings. Prior to vCita I did everything manually.
Pros
  • Make it easy for clients to book the variety of services I offer.
  • They make it easy for me to adjust my schedule. I can add hours or block out times I'm away.
  • Make it easy to offer special promotions
Cons
  • They have a problem with the interface with Paypal. Dozens of clients have been kicked off the transaction, not completing their appointment requests even though they entered their credit card information. Another colleague has this same issue.
  • I go around this issue by not requiring that they provide payment at the time of the booking. I send them a manual invoice from Paypal. It adds extra time but I can't take the chance their appointments won't go through.
  • I have clients that receive confirmation notices that are not for the time that they booked. Sometimes, it has to do with time zones. It used to happen frequently when someone has a phone number registered in a different time zone. It hasn't happened in the past few months so they may have corrected this.
  • I can't change an appointment if the client made a mistake and booked the wrong type of service. The client has to cancel and rebook the appointment themselves. I should be able to do that once a client notifies me.
Likelihood to Recommend
Well suited to freelancers who have clients that book appointments with them. It's good when a freelancer offers a variety of services. When it's working, it's good for a client to be able to book an appointment and pay for it at any time of the day or night. I don't know the scenarios that would be less appropriate. There are many features, like for groups, that I don't use.
vCita Feature Ratings
Sales Force Automation (2)
N/A
N/A
Customer data management / contact management
N/A
N/A
Workflow management
N/A
N/A
Customer Service & Support
N/A
N/A
Marketing Automation (1)
N/A
N/A
Email marketing
N/A
N/A
CRM Project Management (2)
N/A
N/A
Billing and invoicing management
N/A
N/A
Reporting
N/A
N/A
CRM Reporting & Analytics
N/A
N/A
Customization (2)
25%
2.5
Custom fields
40%
4.0
API for custom integration
10%
1.0
Security (1)
40%
4.0
Role-based user permissions
40%
4.0
Social CRM
N/A
N/A
Integrations with 3rd-party Software
N/A
N/A
Platform (1)
90%
9.0
Mobile access
90%
9.0
Return on Investment
  • In the overall, by automating the appointment booking process, vCita saved hours of my time from having to book appointments myself.
  • It's user-friendly so it makes a positive impression on my clients.
Alternatives Considered
I haven't tried other products yet.
Other Software Used

vCita is terrific for home-service companies

Rating: 10 out of 10
Incentivized
August 10, 2018
Use Cases and Deployment Scope
Teach Me Tech uses vCita as the main CRM system for the company. We use it to hold customer information like phone number, address, work history, and payment information. It also is our deployment software. When it’s time for a job the dispatcher will look to the software to inform the tech where the next location is. Lastly, the client's schedule works through the software as well.
Pros
  • Allows customer service to send links to schedule an appointment for a particular service
  • Allows the client to pay in multiple ways after service
  • Send SMS reminder to tech and client for appointments
Cons
  • I would like more visual customization for the invoice
  • I would like to customize the booking pages whenever a link is sent out or the page is embedded on the company website
  • I would like all payments to be attached to a particular job instead of showing as just a payment for a customer
Likelihood to Recommend
I find that vCita works great for our needs as a home services company. I would like some more integration on the CRM side and the ability to put in more customer information like communication history and a better tagging system.
vCita Feature Ratings
Sales Force Automation (2)
80%
8.0
Customer data management / contact management
80%
8.0
Workflow management
80%
8.0
Customer Service & Support
N/A
N/A
Marketing Automation (1)
80%
8.0
Email marketing
80%
8.0
CRM Project Management (2)
90%
9.0
Billing and invoicing management
100%
10.0
Reporting
80%
8.0
CRM Reporting & Analytics
N/A
N/A
Customization (2)
40%
4.0
Custom fields
80%
8.0
API for custom integration
N/A
N/A
Security (1)
100%
10.0
Role-based user permissions
100%
10.0
Social CRM
N/A
N/A
Integrations with 3rd-party Software
N/A
N/A
Platform (1)
100%
10.0
Mobile access
100%
10.0
Return on Investment
  • The software allows easier payments for my company
  • I wish the reporting were better but offers a basic overview of finances
  • The ability to track previous work is very important to me
Alternatives Considered
I liked vCita a lot more for my home services company mainly because it handled scheduling through the software which was terrific.

vCita Empowers your Customers and Gives You More Time

Rating: 8 out of 10
Incentivized
May 11, 2020
DC
David Cook
Owner
Frontier PC Tutoring (Education Management, 1-10 employees)
Vetted Review
Verified User
vCita
5 years of experience
View profile
Use Cases and Deployment Scope
vCita was originally used as an appointment booking service for my computer training business. It was very good for allowing customers to book an appointment online without having to call me back and forth until we found a time that worked for us. Initially, this saved me a lot of time and allowed me to prepare better for training sessions and the customer had an opportunity to put the nature of the lesson in the request. As time went by, more features were added to the platform allowing me to take payments, store documents and increase my interaction which resulted in more repeat business. Now I am using vCita as a support service in addition to the initial use of appointment bookings. Customers can make initial contact with their issue and request a solution at a time that I can help them best. It is a win-win for both parties. I can see the potential to build a strong customer base with the marketing features as vCita continues to develop.
Pros
  • Great for online appointment bookings.
  • Good for taking payments.
  • Good for onboarding new clients.
  • Integrates with your website.
  • Integrates with Facebook Pages.
Cons
  • Expensive for the features you get.
  • Some features appear disjointed.
  • Not a complete system yet.
Likelihood to Recommend
It is really good for taking online bookings including the scheduling of repeat appointments. The ability to store documents for particular clients is useful however I feel that the client should have a more secure method of access if you were to put sensitive information on their profile. At the moment the client only needs their email address to get into their profile which is good to allow them to review a history of interaction.
With continued improvements and new features added the platform is growing into a CRM tool however I feel it is still not complete and can be used for this purpose but with limitations.
vCita Feature Ratings
Sales Force Automation (2)
70%
7.0
Customer data management / contact management
70%
7.0
Workflow management
70%
7.0
Customer Service & Support
N/A
N/A
Marketing Automation (1)
N/A
N/A
Email marketing
N/A
N/A
CRM Project Management (2)
35%
3.5
Billing and invoicing management
70%
7.0
Reporting
N/A
N/A
CRM Reporting & Analytics
N/A
N/A
Customization (2)
35%
3.5
Custom fields
70%
7.0
API for custom integration
N/A
N/A
Security (1)
N/A
N/A
Role-based user permissions
N/A
N/A
Social CRM
N/A
N/A
Integrations with 3rd-party Software
N/A
N/A
Platform (1)
70%
7.0
Mobile access
70%
7.0
Return on Investment
  • The initial cost was high compared to other options but the features in the base level allowed even the smallest of business to grow into the paid version of the service.
  • The time saved with self service bookings and profile management for customers has been a big plus and made the purchase of the service worthwhile.
  • The constant improvements to the platform have been enough to continue to use the service as it develops into a competent CRM.
Alternatives Considered
vCita is a platform which is still developing and falls short of dedicated CRM platforms in some ways however it shines where it counts for any business wanting to provide more power to their customer to make bookings and manage their profile. Other platforms such as Insightly are cheaper and easy to use but involve more effort from you and there is little or no automation to assist you. Zoho and similar platforms are a more complete solution for customer relationship however there is a harder learning curve and can prove more expensive as you add more features better suited to larger organisations.
Other Software Used
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