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What does your tool stack cost per year?

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About this tool

Tool-Stack Cost Calculator is Toolio's free audit of your annual SaaS spend. In two steps you pick from 26 common agency tools (Asana, Monday, ClickUp, Bexio, Toggl, Harvest, Slack and more), enter seats and prices, and instantly see what your stack actually costs per year — including a side-by-side comparison with a consolidated Toolio setup. The tool answers two questions every Swiss agency, studio and IT consultancy eventually asks: are we paying too much for too many tools, and would switching to one platform actually save money — or mostly save us time, sync errors and the constant tab-hopping between apps? Sometimes Toolio is cheaper, sometimes more expensive. But even when the price is roughly equal, there are five hidden costs of a fragmented stack (switching, sync errors, training, missing Swiss standards, duplicate data entry) that the calculator surfaces so you can make an honest decision.

Who uses it and why

  • —Agency owners auditing their real tool spend before annual planning.
  • —Finance and operations teams making renew-or-cancel decisions before the next renewal cycle.
  • —Founders and managing directors evaluating consolidation onto a single platform and building the business case.
  • —IT consultancies and studios checking whether their stack actually fits Swiss standards (QR-bill, VAT, Bexio logic).
  • —Event and production firms who notice their per-seat license bill has quietly exploded after a growth year.

What it does

  • —Catalog of 26 preconfigured tools (project, time, accounting, CRM, invoicing, communication) with typical list prices.
  • —Add your own tools manually if your stack is more exotic.
  • —Volume discount tiers per seat, so larger teams see realistic prices instead of pure list × seats.
  • —Automatic module selection: Toolio Core, Logistics or Team are suggested based on the categories you tick.
  • —Stack vs. Toolio comparison with a clear annual CHF delta — and an honest note when your stack is the cheaper option.
  • —Hidden-cost breakdown across five dimensions: switching, sync errors, training, missing Swiss standards, data upkeep.
  • —Runs entirely in the browser, no account, no data leaves your device, in German / French / English / Spanish.

Frequently asked questions

How is the Toolio price calculated in the comparison?
The calculator looks at which categories (project, time, invoicing, logistics, team) your stack covers and automatically picks the matching Toolio modules (Core, Logistics, Team). Multiplied by your seat count, that gives the annual Toolio cost — based on current published list prices, with no hidden setup fees.
What if Toolio is more expensive than my current stack?
It happens — especially for small teams stitching together cheap point tools. The calculator will say so plainly: switching does not save you money. But Toolio gives you one platform instead of seven logins, integrated QR-invoices with Swiss VAT, no manual sync between time tracker and bookkeeping, and no need to onboard new hires onto five tools. Those are the five hidden costs the comparison surfaces. Whether they matter for you is your call.
Which tools does Toolio not replace?
Toolio replaces project, time, invoicing, CRM, logistics and reporting tools. It does not replace: Slack or Microsoft Teams (real-time chat), cloud storage like Google Drive or Dropbox, your accounting general ledger (e.g. Bexio, Abacus or your fiduciary), or design tools like Figma. The calculator marks these as stays-in-the-stack.
How realistic are the switching-cost and sync-error estimates?
We use conservative industry benchmarks: roughly 4-8 hours per employee for migration, plus an estimated 2-5% data error rate per year from manual sync between tools. These are estimates, not guarantees — actual numbers depend on your discipline, tool choices and team size. The calculator shows them as a range so you can judge whether they apply to your reality.

Ready to consolidate your stack onto one platform?

Toolio Core brings projects, time, clients, invoices and Swiss QR-bills into a single Swiss platform — one login, one bill, all data connected. 30 days free, then from CHF 24/seat/month.

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