Business management software
Business management software for Quebec SMBs, instead of Excel, an invoicing tool and a CRM
OKTO PSA is business management software for small and mid-sized companies, built and hosted in Quebec. It replaces the Excel, invoicing tool and CRM trio with one product: clients, quotes, projects, hours, invoices with GST and QST, sales and HR. The price is published: $300 a month for up to 10 users, in Canadian dollars.
Which business management software should a Quebec service company choose?
For a company that sells work rather than products, the right software follows a job from the first call to the payment with nothing typed twice. Most businesses of ten to thirty people are not there yet. They run projects in a spreadsheet, bill from one tool, track sales in a CRM, and somebody copies from one to the other on Friday afternoon.
The spreadsheet that knows everything
Hours, projects and prices live in an Excel file that two people understand. When one of them goes on vacation, the month's billing waits for her to come back.
The invoice typed again
The quote was written in one tool and the work tracked in another. When it is time to bill, someone rebuilds the lines by hand and hopes no hour was missed.
The client in three copies
One record in the CRM, one in the invoicing tool, one in the spreadsheet. A year later, nobody knows which one has the right address.
Separate tools or a single piece of software?
The answer rarely comes down to licence prices. It comes down to what the separation makes you do every week. Here is the difference, criterion by criterion, between three tools that do not talk to each other and a single product like OKTO PSA.
| Criterion | OKTOPSA | Excel, invoicing and CRM kept apart |
|---|---|---|
| Client recordHow many times the same client is entered. | One record, with its sites and contacts, used by sales, delivery and billing. | One record per tool, kept identical by hand. |
| From quote to invoiceWhat happens when the client says yes. | The accepted quote becomes an order, then an invoice. Nothing is re-entered. | The invoice is rebuilt from the quote and the hours spreadsheet. |
| Hours and job costKnowing whether a project makes money while it runs. | Every hour and every purchase is tied to the project. The margin shows during the work. | Worked out in the spreadsheet once the hours are compiled. |
| GST and QSTHow taxes are calculated on each document. | Calculated per line and rounded to the cent, with exemptions per client. | Depends on the invoicing tool. In Excel, it is a formula to maintain. |
| Personal informationHow many places to govern under Law 25. | One tool: a dedicated database, hosted in Quebec. | One host and one policy per tool, plus the files travelling by email. |
| Working languageWhat the team sees on screen. | French by default, English at parity across 121 screens. | Varies from one tool to the next. |
| PriceHow the bill moves when the team grows. | A published price per user tier: $300, $550 or $700 a month. | One subscription per tool, most often billed per user. |
The right-hand column describes a typical situation, not a specific product: each tool has its own features and its own price.
What does a single product cover, in practice?
OKTO PSA brings together three products shipped as one, OKTO PSA, OKTO CRM and OKTO HR, in the same database. You turn on only what you need and the rest waits. The module-by-module detail is on the product page.
Clients and sales
Clients, sites, contacts, opportunities and pipeline. The Quebec CRM inside OKTO PSA shares its records with billing.
Quotes and orders
The client opens a link, reads the quote and accepts it online. It becomes an order with nothing re-entered.
Projects, tickets and work orders
Projects and milestones for engagements, a service desk with support tickets for requests, work orders for the field.
Time and HR
Timesheets, leave, schedules, training with reminders and statutory holidays already loaded. The payroll report can be exported.
Invoices and payments
One-off or recurring invoices, online payment and automatic receipts. See the page on invoicing software.
Client portal and OKTHAV
Your clients follow their requests, sign and pay on their own. OKTHAV, the AI assistant, answers with your real numbers. It is sold as an option.
How much does business management software cost for an SMB?
At OKTO PSA, the price depends on the user tier, not on the number of seats or modules. All three products are included in every tier. Amounts are in Canadian dollars, before GST and QST, and the full grid with the options is on the pricing page.
Up to 10 users: $300 a month
One price for the whole company. At ten people, that works out to $30 per user. The eighth employee costs the same as the seventh.
11 to 20 users: $550 a month
The team grows without the bill following every hire. It changes only the day you move up to the next tier.
21 to 30 users: $700 a month
Above 30 users, the price is set case by case. Bringing your data over is done at a fixed fee, quoted before any commitment.
Law 25, Law 96, GST and QST: what the software has to settle
Software designed elsewhere leaves three files on your desk: where personal information sits, what language the team works in, and how taxes are calculated. In Quebec, none of the three is optional.
Law 25: knowing where the data is
Each OKTO PSA client has its own database, hosted in Quebec. Traffic goes through Cloudflare's protection network, and a backup copy is kept off site, in Canada. Details are on the security page.
Law 96: French first
The interface, the document templates and the support are in French by default. English exists at parity for the clients and employees who need it.
GST and QST: the product does the math
GST at 5% and QST at 9.975%, calculated per line and rounded to the cent. Your tax numbers appear on the invoice.
How to choose in 6 steps
Six checks to run before you sign with anyone. They take a week, and they keep you from changing software twice.
- 01
Write down what you enter twice
For one week, note every piece of information typed from one tool into another: clients, hours, quote lines. That is your list of needs, and it is worth more than a feature grid.
- 02
Ask where the data lives
Which country, which province, and whether your database is shared with other clients. Get the answer in writing. It is what you will show during a Law 25 compliance review.
- 03
Have a real invoice produced
A quote, some hours, an invoice with GST and QST, all of it in French. If the demo cannot go through that, your daily work will not either.
- 04
Work out the price for the whole team
Multiply the per-user price by your headcount a year from now, then add the paid modules. Compare that total with a price per tier.
- 05
Ask who moves your data
A CSV template to fill in yourself, or a team that does the work at a firm price? At OKTO, we do the migration, and the old system stays up until the switch.
- 06
Try it before you decide
A guided demonstration shows what the vendor wants to show. Open the software yourself instead: the OKTO PSA interactive demo runs in your browser, with sample data.
Frequent questions
The questions we get asked
Your question is not here?
Write to us. A person in Trois-Rivières answers, within one business day.
Ask your questionThe one that covers your full path with nothing typed twice: the quote, the work, the hours, the invoice with GST and QST. For a service company, OKTO PSA brings those steps together with a CRM and an HR module, in French and English, in a dedicated database hosted in Quebec. The price is published: $300 a month for up to 10 users.
At OKTO PSA, $300 a month for up to 10 users, $550 from 11 to 20 and $700 from 21 to 30, in Canadian dollars before taxes. Above 30 users, the price is set case by case. The three products, OKTO PSA, OKTO CRM and OKTO HR, are included in every tier, with no module to unlock.
No. OKTO PSA produces quotes and invoices and calculates GST and QST, but it does not keep your books and it does not run payroll. Invoices and payments flow into QuickBooks, and the payroll report exports to Excel, CSV or PDF for your accountant or your payroll software.
It helps if you know where the data lives. With OKTO PSA, each client has its own database, hosted in Quebec. Traffic goes through the Cloudflare protection network, and a backup copy is kept off site, in Canada. An audit log can be consulted by the client. Software does not settle everything: your policy and your privacy officer remain your responsibility.
Yes. OKTO PSA is modular: you turn on what you need, the CRM alone for example, and the other modules are added the day the need comes up, with no new data migration. The price follows the user tier, not the number of modules turned on, so starting small does not change the bill later.
The OKTO team brings your spreadsheets over at a fixed fee, quoted after a look at your data and before any commitment. Your instance is built in parallel, you validate the data, then the switch happens on the date you choose. The schedule depends on the volume and the state of your files.
One product, at a price written in advance.
Tell us how many you are and which tools you use today. We show you the full path, from quote to invoice, and tell you straight whether OKTO PSA fits. One thing to know before we start: it does not replace your accounting software or your payroll software, it exports to them.
Excel and QuickBooks are trademarks of their respective owners. OKTO PSA prices are in Canadian dollars, before GST and QST.