vcita Helps Service SMBs to Manage Their Money, Time and Clients

Image Source: vcita.

Managing a small business isn’t for the faint of heart. If it were, anyone with the skills, time, and enough resources would do it without breaking a sweat. If you’re like many business owners who struggle with managing the critical aspects of your operations effectively, then here’s a solution that you might find useful.

vcita, a powerful and comprehensive business management app, offers a wide array of features and functionalities to help you, including online scheduling, payments, marketing, and client management.

In this review, we’ll look at what vcita has to offer and how the app can help you manage your money, time, and clients more efficiently.

What exactly is vcita?

vcita is a robust one-stop-shop software platform designed to help you manage every aspect of your business efficiently, including your calendar, online booking, payments, and customer interactions.

Available via desktop web app or native mobile apps, the platform includes a comprehensive set of features and tools to streamline handling your daily tasks and business processes, allowing you to:

  • Manage your team’s appointments and schedules using the calendar-synced self-service booking system
  • Use customer relationship management (CRM) software to keep track of your client base and nurture prospects efficiently
  • Capture new leads and accept new service bookings with customizable website widgets and social media integrations
  • Manage your earnings, invoice your clients and collect funds seamlessly with an easy-to-use payment dashboard that supports contactless payments
  • Provide clients with secure portals that allow them to message you, review order and interaction histories, make appointments, purchase service bundles, send payments, share files, and more
  • Send personalized, triggered, and segmented marketing messages, via SMS and email, to maintain communication, entice audience members with special offers and remind people about upcoming appointments

Ultimately, vcita makes your life easier by providing robust features to help you save time, money, and energy in managing and running your service business.

Main features

Let’s go over vcita’s essential tools and features to see how they work and how they can help you manage your business.


The vcita dashboard shows general information about your upcoming events, schedules, task reminders, recently active clients, client payments, and campaign documents. Get more details, access, and modify these records by clicking each one, and you’ll be directed to the specific page or section.

The dashboard also offers quick action options, including creating new appointments and invoices and adding clients.

Essentially, the dashboard gives you quick and easy access to the vcita’s features, tools, and your information and actions. This helps you manage and accomplish your day-to-day business tasks more efficiently.


The inbox is where you receive all your business and latest client communications, including payment notifications, contact and meeting requests, and shared files. vcita’s inbox offers several features to help you manage client communications easily, such as folder categories that let you sort and prioritize your messages and alerts.

Click an item, and vcita displays the conversation page for that specific communication. The page includes useful information displays and quick navigation links. All these features make responding to your incoming requests and creating new client-facing actions seamless and time-saving.


The Clients tab is where you can access and manage all your business contacts from one page. From here, you can export your client list to another system, or you can sort and filter your contacts for segmented marketing purposes.

You can also access client management actions that allow you to add new clients manually, send call-to-action email messages, and perform bulk changes to your client records with ease.


Vcita’s Payments tab consists of three sub-categories: Billing and Invoicing, Payments Received, and Estimates. These features help you manage and track your proposals, invoices issued and collections efficiently, all from a single platform.

Billing and Invoicing

vcita helps you organize and manage your billing documents by displaying a list of your invoices and the specific clients they’re billed to, and you’ll see the summaries of your current payment statuses.

Click a specific item from the list, and you’ll be directed to a page containing the invoice details, such as the amount, the invoice creation date, and other details.

The page’s sidebar will also show you access, action, and client information options, allowing you to check all your conversation history, notes, received and pending payments with a particular customer without leaving the page.

This makes taking actions, such as sending friendly reminders to clients for overdue payments, quick and easy.

Payments Received

This page shows you a summary of the total amount and breakdown according to the payments you received, paid amount, and canceled or refunded amount. Click each one to display the items under that category. You can also filter the list by status, payment source, date, and the client’s first or last name.


You can manage your outstanding estimates and see them all and their summary on the page.

Click a specific summary to filter out the rest of the data based on the total estimates’ value, all the approved ones, and those that have been converted into invoices. The summary also includes all open estimates – those waiting on responses (accept or reject) and estimates that are expiring soon based on the terms you’ve established.

You can also filter the items in the list and click a specific one to view and access more details.

Business page and client portal

There are plenty of reasons why your small business needs a website. However, if you don’t have a site yet, you can still establish an online presence and interact with your clients via vcita’s business page.

Even if you do have a website that you use for attracting customers, this is a great way to offer a personalized and gated hub for ongoing interactions. vcita automatically creates a unique business page that acts as a website and includes a personal client portal. You can customize your business page and client portal by editing its appearance to reflect your brand, adding your business info, and setting specific actions that your clients can take.

If you have an existing website, you can add the client portal to your site as a widget and portal links or buttons.

Add the client portal widgets and links to your website to encourage its use, helping you generate more leads by encouraging clients to take action you can specifically set. This includes allowing clients to book appointments, purchase bundles of services, make payments, send messages, and share documents.

vcita’s client portal provides an easy way for clients to interact with your business, increasing their satisfaction, and in turn, helping to boost loyalty.

Final thoughts

The vcita features and tools included in this review barely scratched the surface of the app’s full capabilities. vcita has all the essential functionalities and more that will make managing your money, time, and clients hassle-free and highly efficient. It can even help you with value-adding initiatives such as marketing and lead generation.

While the platform doesn’t have any features for project management or information products, it does cover more than the basics in a highly intuitive manner. If you want to spend more time providing value to clients and less time attracting them and making sure they’ve paid, vcita can certainly help a great deal.

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