"Vcita allow you to manage all clients, appointments & payments from one single app."
0 Price
0 Ease Of Use
0 Features
0 Help And Support
Pros
  • Advanced estimate management tools
  • Client self-service portal
  • Several subscription packages
  • 14-day FREE trial and demo
Cons
  • Essentials plan lacks some important features
  • Subscription plan pricing and features are a bit confusing
Company Background

Vcita is a broad business management solution created in 2010 by Itzik Levy and Eran Utmazgin. They started Vcita as scheduling management software, but then added billing & invoicing tools, as well as marketing and client management extras. By bringing these together into one dashboard, business owners can streamline their operations.

Plans & Pricing

Vcita offers you a 14-day free trial (no credit card required) to test drive the software. You can also request a free Vcita demo.

Vcita has three paid plans to choose from, all of which contain the same billing and invoicing features. These include branded estimates/invoices/receipts, various ways to accept payment online, estimate to invoice to receipt conversions, easy refunding, the ability to save client credit cards, a client portal, offline payment tracking, and more.

Essentials
$29/mo
14-day FREE trial
Business
$59/mo
14-day FREE trial
Platinum
$99/mo
14-day FREE trial

Essentials

Essentials will run you $19/mo if billed annually, or $29/mo if you pay monthly. For that price, you get all of Vcita’s business management and basic invoicing features. You also get an online lead capture widget, Facebook and Google Reserve scheduling integrations, and a $100 monthly SMS credit. Essentials is only available if you have 4 or fewer team members.

Business

Business costs $45/mo (annual billing) or $59/mo (monthly billing) at 1-4 team members; $117 /mo (annual billing) or $139/mo (monthly billing) for 5-10 team members; and $196/mo (annual billing) or $239/mo (monthly billing). Business offers everything found in Essentials, plus several email and SMS marketing campaign features.

Platinum

Platinum includes everything in the previous plans, plus more automated campaigns and email template customization, and an increased number of potential email recipients. In terms of team features, Platinum lets you set staff roles and permissions, and automate task assignments to specific staff members. All of this costs $75/mo if paid annually, or $99/mo if paid monthly for 1-4 members; $164/mo if paid annually or $195/mo if paid monthly for 5-10 members, and $274/mo if paid annually or $334/mo if paid monthly.

Features & Functionality
General Features
Dashboard

Vcita is all about consolidating various administrative and marketing functions to free up time. Its central financial dashboard helps you do this by showing an overview of your financial situation and letting you view various details.

Client Management

Managing your clients is easy in Vcita. You can add clients directly in the application, via email invitation, import them from an Excel or CSV file, or bring them in from Google Contacts. Once you have clients in Vcita, you can use many filters and sorting features to sift through them.

Client Self-Service Portal

Providing clients a single area where they can receive invoice reminders, view and pay invoices, and look over their payment history is sure to increase their satisfaction when dealing with your firm. Fortunately, Vcita lets you provide them a client self-service portal for all of that.

Automated Payment Reminders

Collecting payment is tedious, especially when you have stingy clients and customers. With Vcita, you can set custom, automated payment reminders for nearly any time and interval you want. Plus, you can add SMS reminders with a single extra click.

Offline Payment Tracking

Do any of your clients pay you offline? Maybe they prefer to mail your a check. No worries, because Vcita thought of that. Clients can pay over the phone, by cash, or wire transfer and you can record said payments accordingly with ease.

Estimates to Invoices to Receipts

To make billing as seamless as possible, Vcita lets you convert estimates into invoices, then turn those invoices into receipts. All you have to do is make the estimate, and the rest is mostly taken care of for you.

Miscellaneous Helpful Billing and Invoicing Features

Vcita makes getting paid easier by letting your display pricing on your website, allowing you to collect payment through those pricing widgets on your site, letting you offer, bundle discount service packages, and more.

Features
  • Customizing your invoice
  • Tracking Invoice Views
  • Customizing invoice payment terms
  • Offer Discounts
  • Estimates
  • Recurring Invoices
  • Multi-Currency
  • Multi-Language
  • Client Portal
  • Send Emails
  • Automated Tax Circulations
  • Invoice Previews
  • Banking Data Synchronization
Payments
Features
  • Send receipts to customers
  • Online payments
  • Late Payment Fees
  • Track refunds and credits issues
  • Deposit Payments
  • Track Offline Payments
  • Credit Card Payments
  • Auto Payment
  • Payment reports
Time Tracking
Features
  • Automated bills for tracked hours per project
  • Different Rates for each Project
  • Generate Invoices
  • Timer
  • Tracking against clients and projects
Track Expenses
Features
  • Record Expenses
  • Record Mileage
  • Generate Invoices
  • Recurring Expenses
Supported Devices
Features
  • Windows
  • Android
  • Linux
  • iPhone/iPad
  • Mac
  • Web-Based
Pricing Model
Features
  • Monthly Payment
  • One-Time Payment
  • Annual Subscription
Ease of Use

Vcita is designed to be easy to understand and start using the moment you sign up. Even if you’re brand new to billing and invoicing software, it shouldn’t take long for you to find your way around. Setting up the software is fast, and navigating through the different screens isn’t too hard.

Customer Support

Vcita offers email support to all customers. Beyond that, phone support is only available to Business or Platinum customers. Still, Vcita’s extensive FAQ/guide library or Facebook group might have answers to your questions.

Additional customer support:
Community
Vcita has a Facebook group where you can ask questions and discuss Vcita with other customers

Phone Support
Phone Support
Available for Business and Platinum customers
Email
Email
All plans can email the company with support requests
Video Tutorials
Video Tutorials
Available on YouTube
FAQ
FAQ
Extensive library of guides are availble
Final Word

Vcita brings a lot to the table when it comes to billing and invoicing. You can customize your invoices, set automated payment reminders, accept payments offline, instantly send refunds, save client credit card information, and more. When combined with the marketing and other business management features, Vcita’s presents a compelling package to freelancers, service professionals, and other small to medium-sized businesses.

Bradley Schnitzer
Author: Bradley Schnitzer
Bradley Schnitzer helps businesses gain loyal customers through informative content pieces and persuasive copy. He is passionate about personal finance and helping budding freelancers further their careers.