Standard +Plus Pro
Each of the 3 versions comes “bundled” with FileMaker Pro 16.
The most popular database program in the world.
Current FMP owners can purchase PTOW separately.
Designed for Performance, Simplicity, and Affordability
PT OfficeWorx was designed and built by a retired Texas music educator with over 30 years of teaching experience. The concept behind the program is based on the following principals:
- It should be easy enough for anyone to be able to operate it regardless of their level of computer experience.
- It should offer more benefits and greater functionality than similar programs on the market.
- It should be operationally dependable and offer the user a level of flexibility to match their individual needs.
- It should be reasonably priced and be available in multiple versions.
- Utilizing feedback from customers and other users, there should be additional versions that increase functionality and ease of operation.
- User access to the developer to offer suggestions and ideas for improvements in future versions.
- Customer service and support that permits “face to face” contact between the user and the developer via screen share.
You Must Have FileMaker Pro on Your Computer to Use PT OfficeWorx
FileMaker Pro is a cross-platform relational database application from FileMaker Inc., a subsidiary of Apple Inc. FileMaker Pro is very powerful software that is used to create custom apps that work across iPad, iPhone, Windows, Mac, and the web.
It is necessary to have a working copy of FileMaker Pro 13, 14, 15, or 16 to use any of the three versions of PT OfficeWorx on your computer .
PT OfficeWorx Version 1.0 has been designed to operate cross-platform on any desktop or laptop computer. PTOW Version 2.0 will also be operational on tablets including all Andriod and IOS devices by using a TOTALLY FREE application called FileMaker Go which has been designed for these devices. This will make PT OfficeWorx even more portable and less expensive for the user. As with any software that manages important sensitive, private, or personal data, it is always adviseable to maintain a “master” or “parent” copy of their software on a home computer or hosted from a server if possible.
— Storage and management of district-campus data
— Student data and an easy to operate lesson scheduling system
— Auto-created calendars (monthly & weekly)
— Convenient email system to communicate with students/parents and sending out invoices
— A completely automatic system to store and calculate all financial aspects including billing/invoices preparation
— Maintains and summarizes business-related expenses
— Includes a layout to record expenses for the use of home for business purposes purposes
— Possibly the coolest and easiest system to store, calculate, and report business mileage ever created!
— Store other travel expenses such as air travel, hotels, & other miscellaneous expenses
— A separate module to store monthly/yearly income to use to monitor finances or prepare tax returns
— Includes a separate layout for non-lesson income such as masterclasses, consultation, & performance “gigs”
— Fully automated, printable, reports that are automatically created and updated
— Personal inventory database
— Complete music library
— Reports can be printed or downloaded in PDF format.
The Standard version does not include text message functionality, only email. Therefore, it does not require the Twilio plugin and does not need to be hosted on a server. You would operate it directly from your computer.
PTOW +Plus includes the same functionality and capability that is included in PTOW Standard
— A private phone number to use for text messaging that is separate from your personal contact number
— PTOW +Plus provides the ability to send unlimited text messages to students and/or parents; however, it does not support the receiving of text messages. This version is designed so users may have the ability to text students and parents but do not need a response.
— It is NOT necessary for this version to be hosted on a server.
— Outgoing SMS texting capability is powered by “Twilio”
Do You Need Twilio?
What is Twilio?
Twilio is the most popular and widely used API in the industry today. API stands for Application Program Interphase and you have probably used an API thousands of times without realizing it. API is essentially a set of protocols and tools for building application software. APIs are used widely in the world of communication. PT OfficeWorx +Plus and PT OfficeWorx Pro uses the Twilio API to send and receive text messages.
Why Do I Need Twilio?
Twilio is an API/Plugin that makes it possible for PT OfficeWorx +Plus and Pro versions to send/receive text messages. A Twilio account is required and customers select a phone number that each month for a private number that is used to send or send and receive text messages.
PT OfficeWorx Pro includes the same features, functionality, and capabilities that are found in PTOW Standard and PTOW +Plus with the additional advantage of being hosted on a dedicated server, adding a list of digital upgrades including:
— Daily program/file back ups performed daily
— Safe and reliable FileMaker Cloud Database Hosting
— SSL encryption provides the high-quality of security you need for your confidential information such as student/parent info and your financial data.
— Off site storage provides an additional level of security and safety for your information.
— Professional FileMaker Server Management
— As with PTOW +Plus, Pro also comes with a private phone number to use for text messaging that is separate from your personal contact number.
— Two-way SMS texting. FileMaker Pro will send AND receive text messages as well as maintain a sorted database of both incoming and outgoing messages.
What Does Twilio Charge for Their Services?
If you choose one of the three versions that includes text messaging functionality, you will be issued a separate phone number that will be entered into your program.
It is impossible to receive calls on this number so don’t be concerned about telemarketers! The cost is $1.00 per month for the phone number and .0027 cents for each text message sent or received. That’s equivalent to 27 cents for every 100 text messages and $2.70 for every 1000 text messages sent and received.
PT OfficeWorx Pricing
(Annual Subscription Prices)
« Special Introductory Offer »
Take Advantage of These Introductory Prices During PT OfficeWorx’ Presentation to the Market
Download your FREE 15-Day Trial Version and Decide Which Version Fits Your Needs Best.
Make Your Purchase While Prices are Low!
PT OfficeWorx Standard
Bundled with FileMaker Pro 16
$149.00 / Year
PT OfficeWorx +Plus
Bundled with FileMaker Pro 16
$169.00 / year
PT OfficeWorx Pro
Bundled with FileMaker Pro 16
$189.00 / year
What Does it Mean to Purchase a “Bundle?”
As a FileMaker Pro re-seller and a member of the FileMaker Business Alliance, I am contractually obligated to sell PT OfficeWorx and FileMaker Pro 16 together as a “bundled” set. You are actually purchasing two programs. You will discover that the FileMaker Pro application file is a fantastic tool when you need a simple database for home or work and is easy to work, even for those with little or no data base experience at all.
Download Your Free 15-Day Trial of Pt OfficeWorx
Once You Have Downloaded PT OfficeWorx & Entered Your Activation Code,
You Will Automatically be Directed to FileMakerpro.com to download the free trial
version of the operating program:
Free 15-Day Trial of FileMaker Pro 16
PT OfficeWorx for Private Studio Operators (PTOW) is a computer software program that is designed for the small-business owner who owns or operates a private studio or small business that is built around scheduling students.
PTOW can be used as a stand-alone program (Runtime Solution) in that it is not necessary to purchase additional software in order to run the program. It can also be used with FileMaker Pro.
PT OfficeWorx is built around 12 modules representing the four basic areas of functionality that are typically required in operating a private music studio. These modules are:
1. District and Campus Modules
Manage school districts and campuses where lessons are scheduled.
2. Student Data and Scheduling Modules
- Student Info
- Student/Parent Emails
3. Student Finance Modules
- Student Financial Records
- Student Invoice
4. Capital, Assets, and Preferences Modules
- Business/Personal Inventory
- Personal Music Library DatabaseProgram Operational Preferences
- Program Operational Preferences
5. Tax Preparation Modules
- Earned Income Database
- Business Expense Database
- Expenses for Use of Home for Business Purposes Database
- Travel Mileage for Business Purposes Database
- Travel Expenses (Non-Driving) Including air travel expenses, hotels, miscellaneous expenses, etc.
6. Additional Layouts for:
- Non-Driving Travel Expenses
- Non-Teaching Income
- Student Attendance Records
PTOW operates on Mac or Windows-based computers, iPads, and iPhones. PTOW also operates on Android modern devices via WebDirect.
Tax Preparation Modules
Part 1: Sole-Proprietor Home Business Expenses Module
“Home Business Expenses” Layout The Home Business Expense Module is a database layout that can provide the user with a place to manually enter expenses incurred while using a personal home for business purposes. The layout can provide data fields to record:
- How many rooms are used for business purposes
- The square footage of each room
- The total square footage used for business purposes is calculated automatically
The user is also provided with fields for the manual entry, by month for home usage expenses that can include:
- Monthly Electric Expenses
- Monthly Gas (Heating) Expenses
- Monthly Phone (Land line and mobile) Expenses
- Monthly Water Bills
Running totals of each expense area can be shown at the bottom of the layout and clicking the “List View” tab will produce a list of all home expenses for the year.As with all of the tax modules, this layout has a tax report button, here called the “Print Yearly Report” button. This button will print a list of all home use business expenses that can be used for income tax preparation.
Tax Preparation Modules
Part 2: Business Travel Mileage Calculation and Storage
One of the most helpful and impressive features of the PTOW financial modules is the Business Mileage Module. This module is comprised of four separate layouts working in concert to calculate and store mileage for the user. The layouts appear to the user in the following order:
- The “Launch” Layout that initiates the four step
- The “Enter Address” Layout where location names and addresses are entered and coordinates are stored with the help of a Google
- The “Create Route” Layout where routes between points of origin and business destinations are created, assigned a trip id, their mileage calculated and stored, and the route stored for future
- The “Route List View” Layout is where each route is recorded along with it’s mileage and Routes are automatically sorted by month, date, and the order driven on each business day.
The “Create Driving Routes” layout. In this layout, the user clicks the “Create a Route” button which opens a pop-up window where pull-down windows allow the selection of a departure site and a destination site. Clicking the “Calculate Mileage” button completes the process of creating a route. The user has the options of creating additional routes, entering additional addresses, or viewing all routes in a list view.
As with the process of entering business locations and addresses, the process of creating routes as described in Step 3 is performed only once by the user as each route is assigned a route id and can be selected for future use simply by entering the assigned route id.“Create Route” Layout This layout calculates the shortest, less congested, or fastest driving route between the two selected sites (clients, business locations, or students).
The “List Routes” layout. Organizes and shows all routes sorted by month, date, and the order that the daily routes were driven. A summary of each month’s today miles driven is calculated and appears at the end of each month’s list of routes.
Additional Features Included In The Business Mileage ModuleIn the upper left corner of the mileage layout, there are two maps buttons. One button, when clicked, opens a web-viewer window that, by using the Google API, the user can display any of the individual routes created in Step 2.
Map Showing Individual RoutesThe button, “Show All Routes,” will display all of the business sites that are entered into the “Enter Addresses” layout. All entered routes will be displayed on the same map at the time.Map Showing Business/Client/Student Locations From start to finish, the process is simple, quick, accurate, and very intuitive with easy to follow instructions to follow on each layout screen. This is also a button included for those users who are required to record odometer readings with their mileage reports.
Tax Preparation Modules Part 3: Business Expenses Module
The business expense module can provide a way for the small business owner to maintain complete and accurate records of all of their business expenses in a way that categorizes expenses by expense type and sorts all expenses by month and date of purchase. As the example below illustrates, this layout can account for the types of information needed when it is time to report expenses for tax deduction purposes. This information includes but is not limited to:
- Type of Expense (Category)
- Item Purchased
- Proof of Receipt
- Cost/Amount of Purchase
- Date of Purchase
- Model Number
- Serial Number
An expense id number can be automatically assigned to each item purchased and a running monthly total is automatically calculated and is displayed at the break between each expense category with a running grand total displayed at the end of the page.This feature contains a list view, a button for printing reports, summary charts that display on a graph the financial expenditures both monthly and yearly. When entering purchases, the user has the option of using a button that will automatically transfer library expenses into the music library and hardware/equipment purchases into the inventory database, which simplifies the entry process for items that can be recorded for insurance purposes.Business Expense Entry Layout The illustration above also shows four rectangular boxes called “container files.” Each box will hold any type file that the user feels is necessary, including photos, receipts, written information or descriptions, estimates. There are three sliding panels, each with four containers that the user can simply drag and drop any type of files such as jpegs, tiffs, Excel files, text files, Word files, and many other text or image files. Business Expense List View. The Business Expenses List View or the Expenses List Report (initiated by button) are both excellent ways to create an organized, easy to read lists of all business expenses. The “View” button on the far left side of the layout will take the user back to the data entry layout for that particular record.
It is important to remember that in PTOW, all layout titles, headings, field labels, buttons, etc. can be changed or modified to accommodate other business that schedule clients.
Tax Preparation Modules Part 4: Business Income Module The business income module may be the most important of the tax modules. This module automatically tracks the user’s personal income by tracking and calculating income from three sources related to their private business:
- Payments received directly from clients or via Paypal
- Payments received from scholarships (school or from other sources)
- Payments received from other, non-instructional sources.
(Musicians have the potential to receive income from other services such as reed making, performing, consulting, clinics, workshops, instrument repair, )
A running total is calculated and appears under the month that the income was received. Both instructional and non-instructional income totals are included and the totals are always up to date and accurate as long as the user enters their monthly payments in a timely manner.Business Income – Monthly View Layout As seen in the previous illustration, income is calculated, stored, and displayed by the month with each tab displaying two months of business income received directly from clients and from donation/scholarship sources.Business Expense – End of Year Summary LayoutIncome from each month is calculated, stored, and displayed so that the user has an easy to produce summary view of total earnings for the year. There is also a button that allows the user to print out a complete summary of yearly income for tax purposes as seen in the next example. Business Expense – End of Year Summary Printout for Tax Preparation
Business/Personally Owned Inventory Module
The inventory module is for the documentation and secure storage of important information regarding equipment that is used in business operations. For this particular version of PTOW, which is specifically for music teachers, this could include musical instruments, furniture, electronic equipment, recording equipment, and other items of value that need a secure record that indicates value, state of physical condition, quality of craftsmanship, and other factors that may be necessary for insurance, replacement purposes or in determining the total value of the business itself.As in the next illustration, this layout allows the user to enter vital information such as:
- Type of Item
- Item Description
- Inventory ID Number
- Serial Number
- Model Number
- Purchase Date
- Vendor Address
- Vendor Contact Information
- Salesperson Contact Info
The inventory module consists of the data entry layout (see illustration above), list view, table view, container fields for images (see next illustration), and a button to allow the user to print out a complete summary of all items that have been entered into the inventory database.Library Module The final module is this newly designed music business software is the music library module.
Business Inventory – Container Storage.
Layout This module contains fields that will identify all types and aspects of music, especially those that are the most significant in the daily operation of the business. The types of data that are used to sort and organize items in the music library include:
- Title of Work
- Category/Type of Work
- State UIL ID Number (Texas)
- Indication of Ownership
As with all other modules, this layout contains a button that allows the user to filter, sort, and print a complete listing of works according to his or her instructional needs.
Business Inventory – Container Storage Layout
The following is a list of additional functions and operational processes that PT OfficeWorx can perform:
- MS text messaging individual students/clients
- SMS text messaging filtered groups students/clients
- SMS text messaging all students/clients
- Email Individual students/clients
- Email filtered groups students/clients
- Email all students/clients
- Automatic scheduling at one-week intervals from button
- Unlimited sorting and filtering options
- Automatic storing of monthly financial and schedule data
- PayPal navigation button included on the financial layout
- Import buttons to allow the user to import data into each module rather than entering data manually.