vcita Reviews & Pricing

by vCita, Inc. | Founded 2010, Bellevue, WA

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Overview Pricing Benefits Reviews Features

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What is vcita?

Industry Specialties: Small Business, Service Providers

Designed for small businesses, vcita is a customer service and business management software that offers online scheduling, interaction tracking, lead management and invoicing. It combines different streams of customer communication into a single database and integrates with business websites, social media accounts and email clients. It enables users to handle operational tasks quickly and efficiently by streamlining processes.

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vcita Pricing

Based on our most recent analysis, vcita pricing starts at $24 (Monthly).

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Starting From: $24
Pricing Model: Monthly
Free Trial: Yes, Request for Free

Training Resources

vcita is supported with the following types of training:

Documentation
In Person
Live Online
Videos
Webinars

Support

The following support services are available for vcita:

Email
Phone
Chat
FAQ
Forum
Help Desk
Knowledge Base
Tickets
Training
24/7 Live Support

vcita Benefits and Insights

Why use vcita?

Key differentiators & advantages of vcita

Ease of Use: Users can ensure maximum possible ease of use for clients by offering a branded portal where customers can handle various activities at their convenience.
Increased Revenue: With targeted CTA buttons, users can grab visitors’ attention and drive revenue. They can enable clients to register for workshops, schedule free consultations and share documents.
Enhanced User Engagement: Users can engage with clients better when they know them inside out. A 360-degree view of client relationships offers details of past appointments and meetings, shared documents, previous payments, invoices, conversations, private notes and correspondence history.
Increased Productivity: The system supports higher productivity with automated follow-ups, self-service options, and email and SMS campaigns. In order to boost efficiency, users can distribute inquiries and appointment requests automatically and track agents’ daily agendas through a shared team calendar.
Easy Invoicing and Fast Billing: Users are enabled to focus on core activities, as they can issue professional and customizable estimates quickly. The system sends a notification upon client approval, so users can then turn the estimates into invoices with just a single click when ready to collect payments, and issue and send out receipts after payment is received. It offers multiple currency and tax rate options, along with a dashboard to view pending, paid and overdue invoices and know the status of each client in real time.
Streamlined Team Collaboration: Users can ensure smooth collaboration by assigning leads directly to a team member and monitoring clients’ information. Clients get the opportunity to choose a staff member to interact with, while agents can set specific business hours, create reminders and notifications for future appointments, and manage their personal client calendar using a separate login.
Compact Client Management: vcita supports efficient client management for new and existing customers by letting users share client cards, information and history as well as assign new client inquiries and appointment requests with team members. Managers can specify permission levels and roles, and create separate accounts and logins for agents.
Informed Clients: With automated messages and reminders, users can keep an open line of communication with clients. This reduces last-minute cancellations and no-shows while increasing chances of confirmed bookings.
Effective Lead Management: Users can prioritize leads and get in touch with more contacts via seamless integration with CRM. They can also handle each lead optimally by directly incorporating profiles into the CRM database using custom contact forms.
High Conversion Rate: Users can boost conversion rates by inviting new leads to book appointments instantly from their website, emails or Facebook page and starting a conversation right away.
Improved Client Relationship: The platform enhances client relationships by offering single-click buttons for common customer actions like scheduling appointments or completing forms. In addition, users can personalize emails to improve click-through rates and enable prospects to register for events by adding a scheduling button to emails.

Industry Expertise

vcita caters to small businesses and service providers across different industries, such as accounts, law, coaching and education, fitness, consultancy, photography and more. It currently has more than 100,000 customers.

Synopsis of User Ratings and Reviews

Based on an aggregate of vcita reviews taken from the sources above, the following pros & cons have been curated by a SelectHub Market Analyst.

Pros

Simple Scheduling: Clients can book appointments directly, eliminating back-and-forth communication and freeing up your time.
Easy Payments: The online payment processing makes transactions smooth and convenient for both you and your clients.
Streamlined Client Communication: A centralized hub lets you manage client interactions, including messages, documents, and appointments.
Convenient Client Portal: Clients can access their information, schedule appointments, and make payments through a personalized portal.
Automated Reminders: Reduce no-shows and keep clients informed with automated appointment reminders.

Cons

Limited Customization: Users have reported a lack of flexibility in tailoring the software to their specific branding or workflow needs.
No Shopping Cart Feature: vCita lacks a built-in shopping cart, making it less suitable for businesses selling physical products or requiring a more complex checkout process.

Researcher's Summary:

Is vCita the business management software equivalent of a city that never sleeps, always ready to "vroom" your business forward? User reviews from the past year suggest a mixed bag. While many praise vCita for its user-friendly interface and comprehensive features like appointment scheduling, invoicing, and client management, some have voiced concerns. One user, a dog trainer, raved about how vCita streamlined their scheduling and financial management, freeing up their time. Another, a media producer, highlighted the platform's intuitive design and seamless integration with other tools like Zoom, making it a breeze to manage appointments and client interactions. These features are critical for small businesses, as they eliminate the need for multiple, often disjointed, software solutions.

However, a recurring theme in negative reviews is the lackluster customer service. One frustrated user, a business owner, described vCita's customer service as "lousy," citing frequent downtimes and slow response times. This is a red flag, especially for businesses heavily reliant on the platform's smooth functioning. Another user pointed out the limited advanced features compared to larger CRM systems, which might not be a deal-breaker for small businesses but could hinder growth for larger enterprises.

Overall, vCita seems best suited for solopreneurs and small service-based businesses looking for an all-in-one solution to manage their operations and client interactions. Its intuitive interface and robust features can significantly streamline workflows and boost efficiency. However, businesses requiring advanced features or prioritizing responsive customer support might find vCita falling short.

Key Features

Online Scheduler: This feature lets customers self-schedule, view and cancel appointments and services, send messages, share files, pay, and register for events. It can connect to Facebook so clients can book appointments directly from social media.
Event Organizer: Users can schedule one-time or recurring events and customize confirmation emails and registration forms using the online scheduler. It facilitates scheduling for invitation-only or public events, sending updates to all registered attendees and requesting payments.
Mobile: The software is available through a mobile app so that users can send appointment invitations, accept payments, share files, and access client/prospect communication and a business calendar from anywhere. It’s also possible to convert the client portal into a lightweight mobile app.
Contact Management: Users can stay connected with contacts in a better way by importing, managing and labeling them in a centralized online hub. Users can also track specific client needs with custom card notes, and communicate efficiently.
Flexible Credit Card Processing: With this feature, companies can accept any type of currency or credit card, receive payments in real time, and refund or charge clients from any device. Clients can view and approve estimates, download receipts and make payments online 24/7.
Self-Service Portal: Customers without much technical expertise can manage appointments, register for events, share and receive documents, and make upfront or post-meeting payments on any device. They can also communicate directly with agents, and view recent activities and upcoming appointments in a dashboard.
Automated Reminders: This feature helps users save time and boost repeat business through branded email and SMS reminders that can be created using mobile-friendly templates. Capabilities include appointment reminders, post-meeting follow-ups, payment reminders for pending/overdue payments and about-to-expire price estimates, messaging, special notifications for services offered, and more. Real-time mobile notifications alert users every time clients request a meeting.
SMS Marketing: Some customers have seen a 98% open rate with the ability to grab clients’ attention via SMS campaigns to deliver last-minute offers and timely messages. Features include landing page links and analytics to measure campaign effectiveness.
Diverse Payment Options: The software supports PayPal, Stripe and Square. Customers can also pay with a credit card by entering details through payment forms or using payment buttons in invoices and estimates.
Email Campaigns: Users can create effective campaigns with minimum technical skills using email templates. They can manage subscribers and get real-time analytics to track the performance of each campaign. Capabilities include CTAs, appointment bookings, segmentation, coupons and promos.
Customizable Invoice Templates: This feature helps create viewable and payable invoices, with the ability to customize elements according to brand guidelines. It’s also possible to personalize the terms of payment and offer discounts.
Lead Generation: Lead generation efforts are more effective with tools to capture visitors' contact details, boost booking rates and increase conversion by adding CTAs and website widget that greets visitors. Companies can build trust by instantly responding to prospects’ questions and concerns with text message notifications whenever a prospect gets in touch.
Automated Campaigns: This feature helps save time and offers drip campaigns, individual campaigns and emails for special occasions such as birthdays and holidays.

Limitations

At the time of this review, these are some of the limitations of vcita according to user feedback:

The program doesn’t send out regular monthly retainer billing.
Invoices can be paid by only one person and can't be forwarded for payment.
Multiple attachments can’t be shared in a single message.
Messages show as unread even if they have been read.

Suite Support

There is a dedicated help center portal where users can check extensive help articles on how to get started, use the software, and details about account and billing. They can also join the community and Facebook groups, discover new features, check FAQs, blog posts, and product updates, and explore partner programs.

Email: No email support is listed.

Phone: No phone support is mentioned.

Training: Although no direct training is offered, users can access self-training by exploring the help center.

Tickets: No ticket support is listed.