Business Type: B2B SaaS
Website: https://vcita.com/
Categories: Scheduling Software, Appointment Scheduling, Client Management, Payment Processing, Marketing Automation, CRM
Name: vcita
Type: B2B SaaS
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"name": "vcita",
"type": "B2B SaaS",
"description": "To simplify business operations for service providers through intuitive and integrated software.",
"website": "https://vcita.com/",
"categories": [
"Scheduling Software",
"Appointment Scheduling",
"Client Management",
"Payment Processing",
"Marketing Automation",
"CRM"
],
"key_terms": [
"appointment scheduling",
"online booking",
"client management",
"payment processing",
"small business software",
"salon software",
"spa software"
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"brand_voice": {
"faq": [
{
"answer": "Business management software is a suite of digital tools that streamline and automate tasks such as scheduling, billing, client communications, and more. It is ideal for small businesses looking to improve productivity and efficiency.",
"question": "What is business management software?"
},
{
"answer": "vcita is used by small to medium-sized service businesses like consultants, coaches, fitness trainers, legal professionals, and healthcare providers who need tools for scheduling, payments, CRM, and marketing.",
"question": "Which types of businesses use vcita as their small business management tool?"
},
{
"answer": "Yes, vcita includes BizAI, an AI-powered business advisor that provides personalized, data-driven insights and suggestions to help improve profitability, content quality, and overall business growth.",
"question": "Does vcita offer AI as part of the small business management solution?"
},
{
"answer": "Yes, vcita’s inTandem program supports partners and resellers with tools, resources, and white-label opportunities to offer vcita’s solutions to their SMB clients. Learn more at intandem.vcita.com.",
"question": "Does vcita has a partnership or reseller program?"
},
{
"answer": "vcita's scheduling software is tailored for small and medium-sized businesses aiming to simplify appointment booking and client management.",
"question": "Who is vcita's scheduling software designed for?"
},
{
"answer": "vcita offers flexible pricing plans starting at $29 per month. Detailed pricing information can be found on our pricing page.",
"question": "How much does vcita's scheduling software cost?"
},
{
"answer": "vcita uniquely combines scheduling with client management, payments, and marketing tools in a single, user-friendly platform.",
"question": "How is vcita different from other scheduling software providers?"
},
{
"answer": "vcita CRM is an all-in-one platform for small businesses to manage clients, appointments, payments, and communications efficiently.",
"question": "What is vcita CRM?"
},
{
"answer": "vcita offers a free trial with access to core CRM features. Subscription plans are available for ongoing use.",
"question": "Is vcita CRM free to use?"
},
{
"answer": "Key features include client management, online scheduling, invoicing and payments, email and SMS marketing, and a client portal.",
"question": "What features does vcita crm include?"
},
{
"answer": "A client portal is a secure, branded online space for clients to manage appointments, payments, messages, and documents anytime from any device.",
"question": "What is a Client Portal?"
},
{
"answer": "Clients log in securely using their email address and a unique one-time login code, ensuring their data remains protected.",
"question": "How do my clients access the vcita Client Portal?"
},
{
"answer": "Absolutely! The portal is customizable, allowing you to use your logo, brand colors, and tailor client actions to fit your business needs.",
"question": "Can I brand the client portal with my business information?"
},
{
"answer": "Yes, the vcita Client Portal meets all HIPAA compliance standards, ensuring secure management of client data.",
"question": "Is the vcita Client Portal secure and HIPAA compliant?"
},
{
"answer": "Clients can book and manage appointments, securely pay invoices, sign documents, communicate with your team, approve estimates, and view previous interactions.",
"question": "What actions can clients take within the vcita Client Portal?"
},
{
"answer": "vcita integrates seamlessly with some of the most widely used and trusted payment processors, including Stripe, PayPal, and Square (via Payments by inTandem). These options allow your clients to pay you quickly and securely online. While direct connections to individual banks aren’t supported, many banks work with these processors, so you may still be able to accept payments through your existing setup by connecting one of them.",
"question": "I take credit cards payments through my bank, can I connect that to the platform?"
},
{
"answer": "We have an option to bulk import clients! You can import phone contacts from the mobile app, and a spreadsheet to the desktop version. A template of the spreadsheet is available to download.",
"question": "Do I have to add my clients into the system one by one?"
},
{
"answer": "Yes, the settings are accessible from the mobile app!",
"question": "Can i make settings updates from the app? I don't have a computer"
},
{
"answer": "Yes, you can easily record payments and keep your billing information up to date",
"question": "I don't want to take online payments due to the processing fees, can I still use the business management platform?"
},
{
"answer": "Recurring payments, with a payment processor connected, allows you to set up an automatic charge daily, weekly, monthly, etc. Auto billing automatically sends an invoice, creates a draft of an invoice, or sends a payment link with outstanding payments following a set schedule.",
"question": "What's the difference between recurring payments and auto-billing?"
},
{
"answer": "Set up your booking policies in Settings >> Booking options and decide when your clients can no longer cancel or reschedule their appointments.",
"question": "How do I prevent clients from rescheduling or canceling their appointments last minute?"
},
{
"answer": "Yes, manually scheduling your appointments still ensures your clients are receiving automated confirmations and reminders via email and text.",
"question": "I don't want clients to schedule themselves on my calendar, can I still use the scheduling feature?"
},
{
"answer": "Yes, you can do this by creating a payment link for the deposit amount.",
"question": "Can I take deposits without sending an estimate/invoice?"
},
{
"answer": "Connecting to Stripe (payment processor) will allow you to keep a card on file with clients permission. This will enable you to charge clients in case they cancel/no-show their appointment.",
"question": "How can I charge my clients a fee if they cancel/no-show their appointment?"
},
{
"answer": "Payment processing software helps businesses process all types of payments. It is primarily used to manage payments that involve customers, suppliers, and other stakeholders. It includes credit and debit card payments that are made with the help of point-of-sale (POS) systems and via the Internet. In the case of the latter, this software provides an interface between a business’ website and a client’s bank that needs to process the card-based payment in a secure way. This type of software is a great way to move beyond the dependence on cash and it has pretty much become a payment standard today on account of its ability to accommodate payments made all over the world with a virtually non-existent risk of error. Payment processing software is integrated with payment gateways as well as with accounting software, point-of-sale (POS) systems, and e-commerce interface. It supports all types of businesses of varying sizes. For small businesses, online payment processing is crucial as it helps you reach a broader audience, provide secure and convenient payment options, and streamline the sales process, enhancing customer satisfaction and boosting sales.",
"question": "What is online payment processing"
},
{
"answer": "Payment management software provides small businesses with an all-in-one solution to handle payments, track transactions, and generate reports. The key benefits include: Enhanced security: Protects sensitive payment data with encryption. Time efficiency: Automates payment processing, saving time. Improved cash flow management: Real-time tracking of incoming payments. Better customer experience: Offers multiple payment options, making it easier for customers to complete purchases.",
"question": "What are the benefits of using payment management software for small businesses?"
},
{
"answer": "vcita’s online payment processing solution supports a wide range of currencies, making it easy for small businesses to serve customers globally. Since we integrate with the most popular payment processors, such as PayPal, Stripe, and Square, small businesses can expand their reach, offer localized pricing, and provide a seamless payment experience for international customers.",
"question": "What currencies does vcita’s online payment processing support?"
},
{
"answer": "There are several subjects that are served by the payment processing software and these include businesses and their banks, customers and their banks, a payment processor, and a payment gateway. In essence, the customer first pays the business for the service or product provided. After this, the business will forward the payment request to a payment processor. The processor then forwards the authorization request to a customer’s bank. If the transaction is authorized, the customer’s account will be charged and the funds transferred to the acquirer i.e. to the bank that services the business in question. Key features of quality payment processing software revolve around simplifying and streamlining an entire payment process. This means that credit card payments need to be processed wherever and whenever they are needed via an accessible interface and at no additional or hidden costs. This software also supports easy transfers of funds directly into a business’ bank account or their PayPal or any other online payment account. An easy way to simplify payments is to offer payment processing on a business’ website itself or via social media payment services, including upfront or after-sale payments as well as cash, telephone, offline, and one-time payments.",
"question": "How does payment processing software work?"
},
{
"answer": "Online invoicing and billing software helps you manage your incoming payments through an app instead of using pen and paper. Using software helps you keep better track of payments, regain control of your finances, and even automate your process, so you spend less time chasing payments. Small business invoicing software is different than software corporations use for online invoicing, it’s far simpler and easy to use.",
"question": "What is invoicing software?"
},
{
"answer": "Small business invoicing software is a great solution for any type of small business, including medical, legal & finance, beauty, fitness, and many more. vcita was designed for small business owners and offers a simple and friendly user experience and quick setup.",
"question": "Is invoicing software for small businesses like mine?"
},
{
"answer": "Your clients will not need to install any application and won’t be asked to create an account. They can simply pay through your online payment portal. If a returning client makes a payment, vcita will recognize the client’s email and record that appointment in the client’s card in your CRM.",
"question": "Will my clients need to install the payment software?"
},
{
"answer": "vcita integrates with trusted payment processors, such as Stripe, Square, and Paypal. The payout terms vary from provider to provider, but we are committed to getting your money in the bank as soon as possible.",
"question": "How will my money get to my bank account?"
},
{
"answer": "vcita offers a full all-in-one business management solution that includes online scheduling, payment collection, client record management, email & SMS marketing, and more. Our goal is to provide you with all the tools you need under one roof, so you don’t need to spend time and money on multiple applications.",
"question": "How is vcita different from other small business invoicing software providers?"
},
{
"answer": "Getting leads is just the beginning. Converting leads into paying customers takes time and effort. vcita’s lead management software helps small businesses follow up and keep track of leads through the sales process, making sure nothing slips through the cracks.",
"question": "Why do I need a lead management solution?"
},
{
"answer": "vcita offers businesses everything they need to manage their sales process, get booked, and get paid in one place.",
"question": "How is vcita different from other solutions?"
}
],
"mission": "To empower service professionals to run their businesses more efficiently and effectively.",
"purpose": "To simplify business operations for service providers through intuitive and integrated software.",
"trajectory": "Continued growth and expansion into new markets and features.",
"core_values": [
"Efficiency",
"Ease of Use",
"Client Satisfaction",
"Innovation"
],
"testimonials": [
{
"date": "2023-09-15",
"rating": 5,
"content": "Love vcita and recommend to all the new clinicians coming into business. It’s a really intuitive system, takes hours off your plate and looks really good on the client end/ is easy to use.",
"customer_name": "Kamaia Pere"
},
{
"date": "2023-10-02",
"rating": 5,
"content": "Incredible CRM software with many functional capabilities. Price is right compared to competitors and I’ve been a happy customer for 10+ years now.",
"customer_name": "Marko Aaron"
},
{
"date": "2023-11-12",
"rating": 5,
"content": "vcita has seriously freed up so much of my time with the automation and client portal. Now the client no longer have to call for a copy of their documents, they can just login and grab",
"customer_name": "Vivian D."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I LOVE that vcita replaces 4 different vendors. I am saving time and money. vcita holds my contacts, from there I can invoice them, schedule appointments, keep track of our conversations, and even send them files all through vcita.",
"customer_name": "Christopher C."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Love this platform, easy to use and great customer service 🙂",
"customer_name": "Mireille Roy"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "vcita is my one-stop solution to marketing, booking, and collections. They’ve made it so easy that now I can just concentrate on what we do as a business and don’t have to think about anything else. They are an integral part of our success.",
"customer_name": "Neil D."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I love vcita because it has all the tools I need to run my business: scheduling, appointment reminders, taking payments, various packages, e-mail marketing options, a variety of reports, even AI platform, etc.",
"customer_name": "Olga W."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "vcita has changed the way I run my business and has helped me over double my client base as I’m not wasting time changing between different platforms for payments, emailing or booking in sessions.",
"customer_name": "Jayson Mair"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Very helpful company, great help desk, reply straight away.",
"customer_name": "Vanessa Langdon"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Reliable software, friendly service, prompt response to queries. All our money transactions take place through vcita software which is highly secured. We highly recommend this to any business.",
"customer_name": "Rajiv Bedse"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I use vcita for many years and I am happy with it!",
"customer_name": "Terry Nazon"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Amazing company, product and people",
"customer_name": "Yossi Chen"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I’ve been using the Cita for many years. Had an issue with the texting part of it. They were prompt and very accommodating with this issue and fixed it right away! The representative Erica was very helpful and calmed me down in my panic stage lol. Highly recommend.",
"customer_name": "victoria"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Our small business transitioned from another provider to Vcita nearly five years ago. With the continuous addition of new features, Vcita has only enhanced its capabilities since then. The solutions provided by Vcita have significantly improved and streamlined many of our procedures. Payment processing, customer relationship management (CRM), marketing, both direct and with online campaigns, client intake forms and scheduling and appointment notifications are just a few of the ways Vcita has contributed to the growth of our organization over the years. Vcita enables us to provide superior service to our clients compared to any other solution. If you are not currently utilizing Vcita, I strongly encourage you to get started today.",
"customer_name": "Sally Nguyen"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "vcita makes everything from managing daily tasks, to scheduling appointments, receiving payments, and anything else to successfully run a business so much easier and less stressful. I don't see any better way than vcita. Many kudos!!!",
"customer_name": "BioWellness Team"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I have been a customer of vcita for over 12 years and have found their service to be exceptional over these years. Their platform has been a pivotal tool in facilitaing the growth on my practice.",
"customer_name": "Dr. John E. N. Daniel"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Je recommande absolument. Le service à la clientèle est vraiment au top. La prise en charge est rapide et efficace. Service 5 étoiles pour le personnel de VCITA. Merci pour l’entraide et votre dévouement.",
"customer_name": "Séda"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I have my website, client management, marketing and business solutions all in one platform! That is a win-win for me! Vcita keeps getting better and better!",
"customer_name": "Kristine Ware"
},
{
"date": "2025-09-15",
"rating": 4,
"content": "Good company",
"customer_name": "Maria Rad"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "I have been using vcita since 2018, and it keeps getting better and better! The client interface is incredibly user-friendly, even for my clients over 60 who find it easy to navigate and love the hassle-free booking process. I recently tried another company for a new business location, but it didn’t compare at all. vcita is much easier to use, both for me as a busy business owner and for my clients. One of my favorite features is the email marketing tool. It’s perfect for running holiday specials, which always fill my books quickly!",
"customer_name": "Maria Quintero"
},
{
"date": "2025-09-15",
"rating": 5,
"content": "Very easy to configure and a very friendly team to clarify any queries I had.\nThe level of customisation for my business in what regards services, it's soooo flexible.\nThe fact that I can connect it with Office365\nMultiple online payment options for my clients\nWidget to set on my own website\nCustomer Portal and Chat feature\nOption to select other languages than english\nCustomisation of every notification\nAutomates most of my business daily tasks\nSupport team is great!\nI tested dozen of similar platforms and none would fully fit my needs. With vcita I was able to gather almost 100% of my needs and it makes my life so much easier with the level of customisation that it has. I can configure my services, packs, synch my calendars, offer multiple payment options, have the widget on my website and make use of the links to set up specific offers straight into my website. I also love the Customer Portal and how easy it is to chat and share documents with my clients.",
"customer_name": "Sofia T."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "What do you like best about vcita?\nIt has ability to add on apps or link apps but its a CRM, you can send estimates for approval require deposit that customers pay online when they approve your contract and make the up front payment, and then you create an invoice from that approved estimate, and send it with attachments, customers can book services online on your website, and it creates a cuatomer portal where they see your correspondance and download any documents pay their bill, and all thos can be found when you add it to your website it creates a little pop up on screen asking what they would likw to do, call you, message book service download document, all set up pretty easy and the booked servi es can sent directly to your google calendar so you dont miss appointment s and if payment is required foe the appointment it allows the customer to pay up front. It can sync w quickbooks and other apps you may use in your business.\n\nWhat do you dislike about vcita?\nTheres a limit to the amount of documents you can upload, because i liked to send pics with every estimate or invoice id add after pics and warranty info. But once you reach a limit is very hard to delete old uploaded documents and they want you to upgrade your service to by $50 a month when you can simply email these documents, but then theyre not tracked in your messages or available theu your customer portal.\n\nWhat problems is vcita solving and how is that benefiting you?\nElectronic invoices and digital approval of estimate and deposit payments included, saves me 2nd trip to customers house or requiring them to come to our office for contact siding or payment.",
"customer_name": "Shane W."
},
{
"date": "2025-09-15",
"rating": 5,
"content": "What do you like best about vcita?\nvcita has been an effective partner in the growth of our company. It has helped us automate our processes by allowing the team to focus on specific tasks while the software supports the administrative processes. One of the areas in which it has helped us the most is finance. We can now better track payments and deposits from our customers.\n\nWhat do you dislike about vcita?\nSo far we have had no problems with this system\n\nWhat problems is vcita solving and how is that benefiting you?\nvcita has given us a system for scheduling appointments and above all has been very helpful in charging for our services.",
"customer_name": "Valia G."
}
],
"brand_promise": "To provide a seamless and user-friendly platform that streamlines business processes and enhances client relationships.",
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"target_audience": {
"gender": "All",
"country": "Global (but with a strong US presence)",
"industry": "B2B SaaS",
"spendingRange": "$100-$500"
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"ideal_customer_profile": {
"pain_points": [
"Inefficient scheduling",
"Difficult client communication",
"Manual payment processing",
"Lack of centralized client information"
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"budget_range": "$0-$500/month",
"company_size": "1-50 employees",
"target_roles": [
"Business Owner",
"Manager",
"Administrator",
"Receptionist"
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"industry_focus": [
"Beauty and Wellness",
"Healthcare",
"Coaching and Consulting",
"Education"
],
"additional_notes": "They are likely looking for a solution that integrates with existing tools and offers excellent customer support.",
"ideal_customer_profile": "A small business owner or manager (solopreneur to small team) in a service-based industry who is tech-savvy, values efficiency, and seeks to improve client management and scheduling processes. They are willing to invest in software to streamline operations and grow their business."
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"imagery_style": "Photography",
"terms_accepted": {
"version": "July 22, 2025",
"accepted": true,
"timestamp": "2025-09-09T07:49:28.200Z"
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"typography_style": "Sans-serif"
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