Office software that adapts to your business, not the other way round.
From voice-driven setup to the mobile app: everything Toolyte can do, explained in plain language. No jargon, no menu mazes.
Two features in detail: Invoicing · Email on the record
Talk about your business.
Your system is ready.
Instead of filling in forms, you simply speak, the way you'd explain it to a new employee. Toolyte listens, understands your workflows and builds working software from them in under two minutes.
- No setup, no training, no consultant
- Adjust the suggestions before you accept them
- Works for any industry, from trades to medical practices
We're a planning office and we work with projects, customers and jobs.
- Projects6 fields
- Customers5 fields
- Jobs8 fields
Your fields. Your rules.
Changeable any time.
No rigid data model. You decide which records exist and which fields they have, and adjust it whenever your business changes. New fields, new dropdowns, new required entries: done in seconds.
- Field types include text, number, date, select and more
- Link records, e.g. a job belongs to a customer
- Changes take effect immediately, no migration, no downtime
Area · Projects
Editable live- Project nameText
- Order valueNumber
- StatusSelect
- Add field
Not just setting up.
Actually working by voice.
Toolyte is voice-driven from the ground up. Create new records, change values, look something up. You speak, Toolyte enters it. Ideal on the go, at the customer's or whenever your hands are full.
- Create, change and search, all by voice
- Toolyte asks when something is missing
- Typing still works, of course, however you prefer
Create a new job for the Berg family, painting the façade, €4,200.
- Customer
- Berg family
- Service
- Painting the façade
- Total
- €4,200.00
Mail lands on the record,
not just in the inbox.
Your mailbox is connected via IMAP, no forwarding and no new address. Every message lands on the matching record, and you see why. How far the AI may go is set per mailbox — up to entirely off. Replies you can simply dictate.
- Existing mailboxes via IMAP, no new address
- Assigned only on a clear match, with a reason
- Replies by voice, sending stays with you
Inbox
All mailboxes- UnreadHolzbau DemoQuestion about Q-2041Hello, a quick question about the quote: could we…Quote Q-2041Fri
- Unreadm.mueller@mueller-demo.deEnquiry: patio roofDear Sir or Madam, we are planning a…Suggestion: create enquiryFri
- Unreadnewsletter@baustoffhandel.deNew prices from SeptemberDear customer, as of 1 September we are adjusting…Circular · not assignedFri
Quote, invoice, dunning —
all on one job.
The quote becomes the invoice, the invoice becomes the dunning letter: always the same record, always the same figures. The server assigns the number and offsets the progress invoices, and before anything goes out Toolyte validates it against § 14 UStG and EN 16931.
- Quote, progress, partial and final invoice, credit note and cancellation
- E-invoicing as a ZUGFeRD PDF or XRechnung 3.0.2, validated before it goes out
- Open items, a payment reminder and two dunning levels
Job: roof truss
ZUGFeRD PDF- Quote AN-2026-014€12,000.00Accepted
- Progress 1 · 30 %€3,600.00Paid
- Progress 2€4,000.00Paid
- Final invoice€4,400.00Open
- Mandatory details under § 14 UStG complete
- Valid under EN 16931
Who changed what, and when?
Always traceable.
Every change is logged without gaps: who, what, when. You don't just see that something changed, but the old and the new value side by side. For trust within the team and confidence during audits.
- Created, changed, deleted, colour-coded
- Field-by-field comparison: old value → new value
- Actions by the voice AI are logged too
Activity log
No gaps- Markus Bergmann createdLena Vogt · 02 Jul · 17:40
- “Cars” area changedJonas Weber · 01 Jul · 11:23
- Roof renovation deletedTom Krüger · 29 Jun · 16:12
Work together, everyone sees exactly the right thing
Invite your team and control precisely who may do what through permission roles. From full access for managers to read-only for temporary staff.
Multiple users
Invite by email, on board in seconds
- Jonas WeberAdministrator
- Lena VogtEmployee
- Sara BehrensInvitation openPending
Permission roles
Set permissions per role
- Administrator1 member
Full access to everything
- Employee2 members
Assigned modules & own records
- Read only1 member
View, but not edit
Your data becomes
a finished document.
Templates define the layout and fields for reports and PDF exports. One click turns a record into a clean quote, a data sheet or a report, in your company's design, ready to print.
- Insert fields as placeholders, “Customer → Name”
- Layout compact or detailed, whatever you need
- Clean PDF export in a single click
Appointments and reminders,
attached to your data.
The calendar doesn't float on its own, it hangs off your records. An appointment belongs to a job, a reminder to a customer. So you see at a glance what's coming up, and what it relates to.
- Appointments linked to records
- Reminders so nothing slips through
- By voice too: “Put a site measurement in for Friday at 9”
July 2026
- 09:00Site measurement Berg family
- 14:30Handover roof renovation
Get reminded about
the things that really matter to you.
MOT, servicing, contract end, follow-ups: Toolyte spots the date fields in your areas and suggests fitting reminders on its own. All you decide is: accept, adjust or discard. And if something's missing, you add it yourself in two clicks.
- Suggestions in plain language: “remind 14 days before MOT”
- Deadlines before a date or intervals after it
- Nothing runs unasked, you confirm every rule
- Due tasks sit right at the top of “Today” each morning
Reminders
AI suggestionsRemind 14 days before the MOT date
Remind every 3 months after the last backup check
Remind me four weeks before the contract ends.
Everything from your phone.
Not just a little.
Toolyte is fully responsive. Every feature you have on your computer works exactly the same on your phone. Create records, change areas, manage your team, dictate by voice. On the go, at the customer's or in the office.
- Full functionality, not a stripped-down app
- Voice recording straight from your phone
- No installation, runs right in the browser
- Façade Berg€4,200 · open
- Roof Krüger€8,900 · running
- Bathroom Otto€2,750 · quote
- Windows Lang€5,400 · running
- Heating Wagner€3,100 · open
New customer Berg family, phone 0221 …
Help that knows where you are.
The help area opens at the side and shows you the help articles that match the page you are on. On the customer list you will find help on creating and filtering, for instance. In the roles you go straight to the articles on granting permissions. No searching, no clicking around.
- In context. The help knows the page, the module and the record you are on.
- It takes you there. Almost every article ends with a button that opens exactly the place it is about.
- Ask in your own words. Typed or spoken, in full sentences.
- Question marks right where you are. Small question marks next to features that need explaining jump straight to the matching article.
The articles use the module names of your own business, not made-up examples. And anyone who gets stuck can reach a real person straight away on WhatsApp.
What else Toolyte brings along
Privacy, security and flexibility aren't extras at Toolyte, they're built in from the start.
GDPR-compliant AI
The AI runs on Noirdoc in Germany and the EU. Your data never travels to US clouds. DPA included.
Automatic masking
Personal data is made unreadable before AI processing, automatically, in the background.
Create modules freely
Create new data categories yourself any time and release them per role, no developer needed.
Hosted in DE & EU
Transparent data residency. You always know where your data sits, within European jurisdiction.
Confidentiality
For professions bound by secrecy we offer an undertaking under §203 StGB on request.
Search & filter
Find any record in seconds, across every module, by search or by voice.
Be there from day one
Create your account in minutes and set up your office software by voice. No setup, no IT effort.
14-day free trial · no credit card required