Switching from Aptora TOM
Aptora TOM migration, priced by the years you bring
Move from Total Office Manager to FieldCX and LogsNX ERP with your history intact. Every package runs the same proven process and is reconciled to TOM's own reports. The only thing that changes is how far back your history goes, so you can work out the price yourself.
Our first TOM migration
- 14 years
- of books reconciled to TOM's own reports
- 40,000
- invoices, each with the payments that paid it
- 90,000
- work orders brought across as FieldCX visits
- 39,600
- estimates, won, lost or open, linked to their jobs
A 14-year electrical contractor in north Georgia, moved in full, with 31,000 pieces of customer equipment.
Price calculator
Work out your TOM migration price
Pick a package or enter your years of history, then add what you need. The estimate updates as you go and can be sent with your free Data Health Check request, which confirms the figures for your fixed quote.
Your TOM history
All prices in US dollars, excluding taxes.
Full calendar years before your cutover year. This year to date comes free with the first year. A first year in TOM with less than 3 months of transactions is free. 20 years or more is capped at $30,000.
Invoices + credit memos + work orders a year, voids not counted, averaged over your window. Prices cover up to 12,000 a year. Not sure? Leave it at 9,000: the Data Health Check counts it for you.
Free with 10 employees or fewer.
Never more than your years of history.
Files linked to records in your window, duplicates removed, rounded up to the next GB.
Add-ons cover the same years as your package, never more. Notepad, Stock Movement History, Payroll History and Documents need at least one year of history.
One rehearsal is included. Each extra rehearsal is $2,000, needed when the gap between the rehearsal copy and cutover is longer than 14 days.
How pricing works
You pay for the years of history you bring
Price = $4,000 base + $3,500 for the first year + $1,250 for each year from year 2 to year 10 + $1,125 for each year from year 11. The price never goes above $30,000.
No history. You start from your cutover date with all balances and open items.
Last full year plus this year to date.
Last 5 full years plus this year to date.
Last 10 full years plus this year to date.
Everything since your first month in TOM. 20 years or more is capped.
Price for any number of years
| Years | 0 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Price | $4,000 | $7,500 | $8,750 | $10,000 | $11,250 | $12,500 | $13,750 | $15,000 | $16,250 | $17,500 | $18,750 |
| Years | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20+ | |
| Price | $19,875 | $21,000 | $22,125 | $23,250 | $24,375 | $25,500 | $26,625 | $27,750 | $28,875 | $30,000 |
What counts as a year
- A year is a full calendar year before your cutover year in which TOM holds any transaction.
- This year to date is always included with the first year, at no extra cost.
- If your first year in TOM has less than 3 months of transactions, it is free. Otherwise it counts as a full year.
- History before your chosen window is not lost from your books. It arrives as an opening balance on the first day of the window, so your balances still agree with TOM.
What you get
Included in every package
- Coverage review before we start. Every table in your TOM database is listed with its record count and marked as moving, partly moving or not needed. You sign it off before anything is loaded, so you know exactly what is coming.
- Your system set up for you. Your company, US settings, sales tax set up as in TOM, 1099 vendor fields, and a chart of accounts in the same 15 account types TOM uses.
- All your records, whatever the package.
- Every active customer: your billing customer, with each work site as an address.
- Contacts, vendors, items, employees, customer equipment, service agreements, and the pop-up alerts you keep on customers.
- Any older record referenced in your history window.
- Your staff, created as users, switched off until go-live and linked to their employee records.
- Opening position at cutover. Trial balance, every open invoice and bill, uncleared bank items, this year's 1099 vendor totals, open work orders, open estimates and open purchase orders.
- Rehearsal, then cutover. A full run on an early copy of TOM that you review, then a final run that brings only what changed since.
- Reconciled to TOM. Balances are checked against TOM's own balance reports, account by account and customer by customer. Any difference that comes from TOM's own data is listed in a register you review and sign off.
- A migration report showing what moved, how it agrees with TOM, and what your history reveals about your business.
- 30 days of support after go-live on the migrated data: anything missing or not agreeing is put right at no charge.
- Ready for Axon AI by LogsNX, so it can answer questions about your history from day one.
What the history packages add (1-Year to All Years)
| Area | Moves for every year in your window |
|---|---|
| Books | Every invoice, credit memo, payment, bill, check, card charge, deposit, journal entry and inventory adjustment; year-end closings; a trial balance for every year-end |
| Receivables and payables | Every payment linked to the invoices it paid, so customer balances and aging are right on day one |
| Jobs | Every TOM work order as a FieldCX visit: technician, times, notes, site, job type, callback link, equipment worked on and signature |
| Estimates | Every estimate (won, lost or open) with its change orders, linked to its visit and to the invoice it became; $0 invoices included |
| Purchasing | Purchase orders with lines and notes, special-order parts and vendor prices |
| Sales follow-up | Opportunities, appointments, reminders and repeating work orders, with future dates kept |
| Payments in the field | Card and mobile payment detail: who recorded it, when, and the transaction reference |
| Files | Invoice PDFs and signatures on the invoice; estimate files and signatures on the estimate. TOM keeps these files from 2020 onward; older paperwork is on Aptora's file server (see the Documents add-on) |
| Inventory | Inventory value through the years, as it stands in your books; opening quantity and cost per item and warehouse at cutover. Year-by-year quantity movements are the Stock Movement History add-on |
Add-ons
Optional extras
Add-ons cover the same years as your package, never more.
| Add-on | What it adds | Price |
|---|---|---|
| Notepad | TOM's activity log on customers, jobs and equipment, with topic, author and date: call bookings, confirmations, follow-ups, happy calls, collections. Employee attendance entries are visible to HR only. | $2,500 up to 5 years, + $300 per year beyond 5 |
| Stock Movement History | Every inventory movement by item, warehouse and bin, linked to the job, invoice and technician, for reporting. It does not change your books. | $4,000 up to 5 years, + $500 per year beyond 5 |
| Payroll, current year | This year's paychecks, pay rates, deductions, W-4 details, year-to-date totals for W-2s and time-off balances. For clients whose payroll ran in TOM and will run in LogsNX ERP. | $1,500. Free if cutover is within 60 days of the start of your payroll year, or if you have 10 employees or fewer |
| Payroll History | Earlier years' paychecks with earnings, deductions and taxes, and prior W-2 figures | $3,000 for 3 prior years, + $750 per extra year |
| Documents | Your copy of Aptora's file server (estimate photos, pre-2020 invoices and paperwork), attached to the right records. Size is measured as the files linked to records in your window, duplicates removed, rounded up to the next GB. | $2,500 up to 20 GB, + $50 per GB above 20 |
Volume and other charges
Larger businesses and other charges
Prices cover up to 12,000 records a year, counted as invoices + credit memos + work orders (voids not counted) and averaged over your window. Above that, the history part of the package price (the price minus the $4,000 base) increases by 20% for each further 6,000 records a year, or part of them, up to +80%. Add-ons are not affected.
| Item | Rule and price |
|---|---|
| Bought together with implementation | 10% off the package price and any volume increase when both are signed in the same statement of work. Not applied to add-ons or per-GB charges. |
| A second company or TOM database | Priced as its own package: another $4,000 base plus its own years. |
| Data corrections | We never change data in TOM. Anything that needs correcting to complete your migration is corrected in LogsNX ERP or FieldCX as part of the package. Clean-up you ask for beyond the migration is $150 per hour, agreed with you before any work starts. |
| Extra rehearsal | One rehearsal is included. Each further rehearsal: $2,000. |
| Cutover window | The cutover brings up to 14 days of new TOM transactions after the rehearsal copy. A longer gap needs an extra rehearsal ($2,000). |
| Cutover postponed by you | If cutover moves more than 30 days after the rehearsal is signed off: $3,000 to refresh it. |
There is no charge for sales-tax jurisdictions: that is covered in implementation.
How a price adds up
Example 1
8 years of history, 9,000 records a year, with Notepad
| Package4,000 + 3,500 + 1,250 × 7 | $16,250 |
| Volume9,000 is within 12,000 | $0 |
| Notepad, 8 years2,500 + 300 × 3 | $3,400 |
| Total | $19,650 |
Paid $9,825 at signing, $4,912.50 at rehearsal sign-off and $4,912.50 at cutover sign-off.
Example 2
14 years, 15,000 records a year, Notepad, Documents (30 GB), current-year payroll for 25 employees, signed with implementation
| Package4,000 + 3,500 + 1,250 × 9 + 1,125 × 4 | $23,250 |
| VolumeOne step of 20% on the history part (19,250) | $3,850 |
| 10% off, signed with implementationOn package and volume (27,100) | −$2,710 |
| Notepad, 14 years2,500 + 300 × 9 | $5,200 |
| Documents, 30 GB2,500 + 50 × 10 | $3,000 |
| Payroll, current year25 employees, cutover mid-year | $1,500 |
| Total | $34,090 |
Which package fits
| If you… | Choose |
|---|---|
| keep TOM open read-only for look-ups and want the quickest switch | Opening Balances |
| need this year's and last year's reporting, tax filings and recent callbacks | 1-Year |
| sell warranties or maintenance plans, or track how old customers' equipment is | 5-Year + Notepad |
| want each customer's full lifetime: every job, estimate and invoice | 10-Year or All Years + Notepad |
| are retiring TOM completely, with nothing left behind | All Years + Notepad + Documents |
The more history you bring, the more Axon AI by LogsNX can find for you: lapsed maintenance members to win back, estimates never followed up, equipment due for replacement, work never invoiced.
How it runs
From first call to go-live
- Free Data Health CheckYou send a copy of your TOM database under a signed confidentiality agreement. We return a read-only analysis of your history: late-applied payments, jobs never invoiced, cancellations, callbacks and lapsed members. It also gives the facts your quote needs: years, records per year, file size, employees and companies. One per business; it comes before any fixed quote.
- Quote and statement of workYour package, add-ons and price, calculated exactly as on this page.
- Coverage reviewYou sign off the list of what moves.
- RehearsalA full run on your copy of TOM. You review it in your own system and sign it off.
- CutoverA final copy of TOM, usually taken on a Friday. The run brings what changed since the rehearsal, and you start on Monday.
- 30 days of supportOn the migrated data, after go-live.
Typical time
From receiving your TOM copy to being ready for cutover: about 2 weeks for Opening Balances and 4–6 weeks for the history packages. It depends mostly on how quickly reviews are signed off.
Payment
50% when the statement of work is signed, 25% when you sign off the rehearsal and 25% when you sign off the cutover. All amounts in US dollars, excluding taxes.
What you provide
- A backup of your TOM database (.bak): an early copy for the rehearsal and a final copy at cutover. Your Aptora contact can supply it.
- Your copy of Aptora's file server, if you take the Documents add-on. Ask for it before your Aptora contract ends: the files stay with Aptora once you leave.
- A short questionnaire: cutover date, warranty terms, whether you will run payroll with us, your warehouses and bins, and your staff with their roles.
- Sign-offs on the coverage review, the rehearsal and the cutover.
What never moves
- Voided documents (TOM keeps them with zero amounts)
- Card numbers, stored card profiles and card-processor settings
- TOM's audit trail, GPS history, email, caller-ID and item-change logs
- Ledger detail before your window (it arrives as the opening balance)
Questions
Questions TOM users ask
What happens to the years I don't bring?
Their totals are carried into your opening balance, so every balance still agrees with TOM. The detail of those years stays in TOM.
Will my numbers match TOM?
Your balances are reconciled to TOM's own balance reports, by account and by customer. Where TOM's own data doesn't add up (it happens in long-running systems), each case is listed with its amount in a register you review and sign off before go-live.
Will you fix problems in my TOM data?
We never change TOM. Anything that needs correcting is corrected in LogsNX ERP or FieldCX as part of your migration.
Can I keep using TOM during the migration?
Yes. You keep working in TOM until cutover; the cutover run brings everything that changed since the rehearsal (up to 14 days of new transactions).
Are my staff charged as users before go-live?
No. Staff are created switched off and linked to their employee records. They are switched on at go-live.
What if I have more than one company in TOM?
Each company or TOM database is its own package.
Have you done this before?
Our first TOM migration moved a 14-year electrical contractor in full: about 40,000 invoices, 90,000 work orders, 39,600 estimates and 31,000 pieces of customer equipment, with fourteen years of books reconciled to TOM's own reports.
Free Data Health Check
See what your TOM history holds before you decide
Send us a copy of your TOM database under a signed confidentiality agreement. We return a read-only analysis of your history and the facts your fixed quote needs. There is no charge and no obligation, one per business.
- Late-applied payments and jobs never invoiced
- Cancellations, callbacks and lapsed maintenance members
- Your years, records per year, file size, employees and companies
- A fixed quote for the package that fits
Prefer to talk? Call 1-844-ERP-DEMO or email [email protected].
Prices as of November 2026, in US dollars and excluding taxes. Estimates from the calculator are not a quote; your fixed quote follows the Data Health Check. Aptora and Total Office Manager (TOM) are trademarks of their owner, used here only to identify the system your data comes from. LogsNX is not affiliated with Aptora.