Features
One platform for every moving part of your business.
Toolio replaces the patchwork of project tools, invoicing software, spreadsheets, and messaging apps that most service businesses run on. Track time, manage inventory, invoice clients, coordinate freelancers — without switching tabs.
Start 30-Day TrialToolio Assist
Talk to your business data. Ask questions, get answers, trigger actions — all from a single chat interface that knows your projects, finances, clients, and team.
Ask Your Business
'Which projects are over budget?' — ask like you'd ask a colleague. Assist searches your entire operational data in seconds.
Act From Chat
Send that overdue reminder, generate the invoice, reassign the task — done in the same conversation, no switching tools.
Knows Your Business
Projects, team capacity, client history, open invoices — Assist sees it all, so every answer is grounded in what's actually happening.
Deploys AI Agents
Describe what you want monitored. Assist deploys a Copilot agent that works around the clock for you.
Toolio Copilot
Your AI agent for operations. Monitors your business 24/7, detects patterns, and creates actions you approve or reject.
Catch Unpaid Invoices
Spots overdue invoices the moment they slip. Drafts the reminder, escalates the tone if they keep ignoring it.
Prevent Burnout Early
Flags when someone's workload is unsustainable and suggests exactly which tasks to redistribute — before the deadline breaks.
Suggestions, Not Surprises
Copilot analyzes patterns across your projects and proposes concrete next steps — follow-ups, rate adjustments, staffing changes. Nothing runs without you.
One-Click Execution
Every suggestion lands in your inbox. Approve it, and it actually happens — real invoice sent, real task moved, real reminder delivered.
Run projects without the chaos
From first pitch to final invoice — track every project, task, and hour in one place. No more reconciling three tools at the end of the month.
Projects from Pitch to Invoice
Track every project from the first client conversation to the final invoice. Sub-projects, budgets, and status tracking keep nothing in your head that belongs on a screen.
Task Management
Kanban boards, Gantt charts, and table views. Drag, drop, and filter until every team member knows exactly what to do next.
Time Tracking That Pays for Itself
Start a timer, clock in and out, or log hours manually. See your team's capacity at a glance — and catch unbilled hours before they disappear.
Team Calendar
See who is available, who is on holiday, and where the gaps are. Plan team deployment without guessing.
Live Dashboard
Real-time KPIs, cashflow trends, revenue by client, and overdue invoice alerts. The numbers you check every Monday morning.
Invoice clients in minutes, not hours
Generate QR-code invoices, scan receipts with AI, and see your cashflow in real time. Every document tied to the project that created it.
QR-Code Invoices and Documents
Generate invoices, quotes, delivery notes, and credit notes with Swiss QR-code payment slips built in. Multi-language templates. Version history. PDF export in one click.
AI Receipt Scanning
Photograph a receipt. AI extracts the data, categorizes the expense, and attaches it to the right project. Done.
Financial Reporting
Revenue, cashflow, VAT, and project profitability — in reports you can actually read. Export to Excel or PDF for your accountant.
See your business in one dashboard. Not twelve browser tabs.
Start 30-Day TrialManage inventory and deliveries — not spreadsheets
Track products, fulfill orders, plan routes, and give every client their own branded shop. The module no competitor offers.
Know What You Have, Where It Is
Track products with variants, serial numbers, and batch codes across every storage location. No more spreadsheet counts that are wrong by Friday.
Order Management
Create orders, route them through approvals, and track costs. From request to delivery in one workflow.
Pick, Pack, Deliver
Generate picking lists, capture signatures on delivery, and document everything with photos. Proof of delivery, not promises.
Event Logistics
Plan routes, log kilometers, and track multi-stop deliveries. Built for the reality of event day, not the theory.
Vehicle Management
Book vehicles, track capacity, and manage your fleet without a separate system.
Repair Tracking
Log repair jobs, estimate costs, and manage service providers. Every repair tied to the asset it belongs to.
Warehouse & Storage
Track items across locations. Move, relocate, and audit stock without clipboard walks.
Client Shop
Give each client a branded storefront with live availability, a shopping cart, and checkout. They order. You fulfill.
Your external team, under one roof
Freelancers get their own portal. Sales reps see commissions. Retainer clients see their balance. No more WhatsApp threads and shared spreadsheets.
Stop Coordinating Freelancers Over WhatsApp
Freelancers log in to see bookings, submit hours, and track payments. You approve with one click. No more message threads, no more "did you get my invoice?"
Commission Tracking
Calculate and track sales commissions automatically. Reps see what they have earned. You see what you owe.
Retainer Management
Track client retainer balances, auto-bill when they run low, and keep a full transaction history. No more manual reconciliation.
Sponsoring & Mandates
Manage sponsors, track deliverable value, and run offer workflows. Every mandate visible, every obligation tracked.
Most agencies pay for 5 tools and still copy-paste between them.
Try the alternative — free for 30 daysEnterprise-grade infrastructure. Small-team simplicity.
Multi-tenant isolation, GDPR compliance, 7 granular roles, and full API access. Your data stays in your control.
Isolated by Design
Every organization's data is separated at the database level with row-level security. Your data never touches another tenant's.
7 Granular Roles
Admin, Manager, Accountant, Logistics, Freelancer, Client, System Admin. Everyone sees exactly what they should — nothing more.
GDPR Compliant
Encrypted in transit and at rest. Export or delete any data on request. We do not sell data or use it for training.
Client Portal
Give clients a dedicated view of their projects, orders, inventory, and retainer balance. Transparency without email chains.
Full Data Export
Excel, PDF, and ZIP exports. Your data is always yours. No lock-in, no export fees.
Works on Every Device
Full functionality on phone, tablet, and desktop. No separate mobile app required.
API Access
REST API and webhooks for custom integrations. Connect Toolio to anything your business already runs.
Contacts & CRM
Companies, contacts, and their entire history in one place. Import, export, and never lose track of who you talked to last.
4 Languages
Full interface in German, English, French, and Spanish. Switch anytime.
Slack Integration
Project updates, invoice alerts, and task notifications in the channel where your team already works.
Replace the patchwork. Run on one platform.
30-day free trial. No setup fees. Cancel anytime.
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