ToolTime review

ToolTime is cloud software for trades businesses that brings office administration and job-site work into one system. Its desktop version and mobile app cover the flow from estimating a job to recording work and handling payment: quotes, invoices, scheduling, employee time tracking, documentation and payment records.

Quotes can include calculations and wholesaler connections. Invoices support XRechnung and ZUGFeRD e-invoicing. For field work, employees can document jobs with text, voice input and photos, and log their hours in the mobile app. Office staff can manage jobs, appointments and employees in one place, then record incoming payments. ToolTime can also send payment reminders and dunning letters automatically.

That breadth is the point: ToolTime aims to connect paperwork, scheduling and payment rather than handle only one trade-office task. The trade-off is that the listed plans have employee caps and annual billing means a 12-month contract.

ToolTime’s main strength is coverage across the job-to-payment process. A business can create estimates, schedule work, document what happened on site, track hours and issue invoices from one cloud system with a mobile app for field tasks. That should reduce the need to keep those records in separate tools, though the published information does not establish how well any particular workflow fits a business.

The feature set is practical for trades work rather than limited to generic customer records. Quotes support calculations and wholesaler connections; invoices support XRechnung and ZUGFeRD; and job-site documentation can include text, voice input and photos. Automatic payment reminders and dunning letters are optional, so businesses can choose whether to automate that follow-up.

The plans also spell out basic size and integration differences. Solo is for one person and includes Datanorm and IDS material import. Team covers up to five employees and adds Lexware Office integration. Max covers up to ten employees, includes that integration and allows CSV/Excel material and customer-data imports. The mobile app and customer support are listed across all three plans.

The headline annual prices come with a commitment: the published pricing lists a 12-month contract. Solo, Team and Max are listed at €69, €145 and €279 per month for the first year, respectively; monthly billing is €89, €169 and €329. Annual contracts then renew at €79, €149 and €299 per month. That renewal step matters when comparing the cost beyond year one.

Plan capacity is limited: Solo includes one employee, Team allows up to five and Max up to ten. Max seats beyond the included ten cost €29 per user per month annually or €35 monthly. Some useful items also add cost. DATEV is €19 per month, ToolTime Assistant is €59 per month for 100 minutes, and ToolTime Pay has transaction fees starting at 1%. The Assistant’s overage price and ToolTime Echo’s price are not published on the vendor's site.

Data migration can add one-time fees: CSV/Excel material import is €99 for Solo and Team, and customer-data import is €99 for Solo. Free use is not listed; the published pricing says there is a seven-day trial.

ToolTime has no free plan; the listed trial is seven days. Monthly billing is €89 for Solo, €169 for Team and €329 for Max. That is an €80 jump from Solo to Team, then €160 from Team to Max. The plans cover one, up to five and up to 10 employees, respectively.

Annual billing is a 12-month contract. First-year rates are €69, €145 and €279 per month, but renewal prices rise to €79, €149 and €299 per month. Check the renewal rate, not just the first-year figure. Max seats beyond 10 cost €35 per user monthly or €29 annually. Other listed extras include the DATEV interface at €19 per month, ToolTime Assistant at €59 per month for 100 minutes, and ToolTime Pay transaction fees from 1%. Assistant overage pricing and ToolTime Echo pricing are not published. CSV/Excel imports cost €99 in some cases; online personal training is €249 for one hour.

The published details list Datanorm and IDS material import on all three plans. Lexware Office integration is included with Team and Max. CSV/Excel material imports cost €99 for Solo and Team; customer-data imports cost €99 for Solo. That gives some routes for bringing data in, but the available details do not say how much migration work is involved or whether other records can be imported.

Before switching, check what you need to move and confirm the import scope with ToolTime. Data export options, formats and fees are not published on the vendor's site, so we can’t confirm how straightforward it is to leave with your records. The 12-month annual contract is a commitment; cancellation terms are not provided here. No Reddit posts or comments were supplied, so we can’t responsibly attribute reasons for leaving to users. Get export and cancellation terms in writing before signing.