Question 1

We already use another project tool. Why switch?

Accepted Answer

Most project tools handle tasks and time tracking, but stop there. You still need separate software for invoicing, spreadsheets for inventory, messaging apps for freelancer coordination, and manual work for commission tracking. Toolio does all of that natively — no integrations, no data copying, no monthly reconciliation across three tools.

Question 2

We use separate invoicing software. Can Toolio replace it?

Accepted Answer

For operations, yes. Toolio creates professional documents with QR-codes, handles multiple tax rates, and generates branded PDFs. Where traditional invoicing software focuses on accounting, Toolio focuses on the work that generates the invoices — projects, time tracking, fulfillment, and client management.

Question 3

The pricing seems affordable. What is the catch?

Accepted Answer

No catch. The Starter plan includes project management, time tracking, documents, contacts, tasks, and team calendar. You only pay more if you need logistics (Professional) or advanced modules like freelancer management, commissions, and sponsoring (Business). Client users and accountants are always free — they do not count as seats.

Question 4

We are a team of 3. Is this too much for us?

Accepted Answer

Toolio was built for small teams. The interface adapts — you only see modules you have activated. Most small teams are productive within a day.

Question 5

We manage equipment and materials. Does Toolio handle that?

Accepted Answer

Yes — this is where Toolio has zero competition. No other business tool offers full logistics: inventory with variants and serial numbers, availability calendars with blocking days, picking lists with signature capture, delivery tracking, vehicle management, and a branded Client Shop per customer. Whether you rent event equipment, manage construction materials, or deliver goods — Toolio handles it.

Question 6

Do freelancers and external partners need paid seats?

Accepted Answer

No. Freelancers log in to their own portal to see bookings, submit hours, check availability, and manage expenses. This portal is included in the Business plan at no extra cost per freelancer. You only pay for internal team members.

Question 7

How is our data protected?

Accepted Answer

Toolio runs on Supabase with row-level security — every organization's data is isolated at the database level. All data is encrypted in transit and at rest. You can export everything at any time. We do not sell data or use it for training. GDPR compliant.

Question 8

What industries does Toolio work for?

Accepted Answer

Toolio is built for any service business that manages projects, tracks time, and sends invoices. Creative agencies, event companies, construction firms, IT service providers, consulting firms, production houses, marketing teams, design studios — if your business runs on projects and people, Toolio fits.

Everything your business needs.

Included in every plan

Project Management

Task Management

Time Tracking

Documents

Contacts & CRM

Team Calendar

AI OCR

Reporting

Dashboard

4 Languages

Slack Integration

Professional plan

Inventory Management

Order Management

Fulfillment

Event Logistics

Vehicle Management

Repairs

Storage

Client Shop

Business plan

Freelancer Portal

Commission System

Retainer Management

Sponsoring & Mandates

Built for scale and security

Multi-tenant

7 User Roles

Client Portal

Data Export

Mobile Responsive

API Access

GDPR Compliant

Ready to simplify your operations?