--- title: "Features: voice setup & custom data fields" description: "From voice setup and custom data fields to voice control and the mobile app: every Toolyte feature explained in plain language, no jargon." url: "https://toolyte.com/en/features/" language: "en" last_updated: "2026-10-15" alternate: "https://toolyte.com/de/funktionen/index.md" --- > Index: https://toolyte.com/llms.txt · Full content: https://toolyte.com/llms-full.txt Every feature at a glance # 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. [Explore features](https://toolyte.com/en/features/#onboarding) [Get started](https://app.toolyte.com/signup) 01 · Voice onboarding ## 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. Toolyte suggests - Projects 6 fields - Customers 5 fields - Jobs 8 fields 02 · Dynamic areas ## 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 name Text - Order value Number - Status Select - Add field 03 · Everything by voice ## 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. New job created - **Customer:** Berg family - **Service:** Painting the façade - **Total:** €4,200.00 04 · Email ## 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 [See email in detail](https://toolyte.com/en/features/email/) ### Inbox All mailboxes - Unread Holzbau Demo Question about Q-2041 Hello, a quick question about the quote: could we… Quote Q-2041 Fri - Unread m.mueller@mueller-demo.de Enquiry: patio roof Dear Sir or Madam, we are planning a… Suggestion: create enquiry Fri - Unread newsletter@baustoffhandel.de New prices from September Dear customer, as of 1 September we are adjusting… Circular · not assigned Fri Why was it assigned? The sender address matches exactly one customer. When several records could fit, you decide. 05 · Invoicing ## 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 [See invoicing in detail](https://toolyte.com/en/features/accounting/) ### Job: roof truss ZUGFeRD PDF - Quote AN-2026-014 €12,000.00 Accepted - Progress 1 · 30 % €3,600.00 Paid - Progress 2 €4,000.00 Paid - Final invoice €4,400.00 Open Validated before it goes out - Mandatory details under § 14 UStG complete - Valid under EN 16931 06 · Measurement & costing ## Measure, then price, with your margin in view. Measurement lines with formulas give you the quantity, and the costing builds the price from labour, material and mark-ups. A traffic light shows the margin per item, and your purchase prices stay with you. - Measurement with formulas, the total becomes the quantity - Price step by step: cost price, mark-ups, risk and profit, rounding - Margin light per item and for the whole quote - Purchase prices never appear on documents or e-invoices [See measurement & costing in detail](https://toolyte.com/en/features/measurement-and-costing/) 07 · Audit trail ## 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 created Lena Vogt · 02 Jul · 17:40 - “Cars” area changed Jonas Weber · 01 Jul · 11:23 - Roof renovation deleted Tom Krüger · 29 Jun · 16:12 Mileage changed 84,200 km 86,550 km 08 · Team & permissions ## 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 Weber Administrator - Lena Vogt Employee - Sara Behrens Invitation open Pending ### Permission roles Set permissions per role - Administrator 1 member Full access to everything - Employee 2 members Assigned modules & own records - Read only 1 member View, but not edit 09 · Templates & exports ## 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 Vehicle data sheet PDF Vehicle Registration Year Customer → Name Placeholder Notes 10 · Calendar ## 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” [See the calendar in detail](https://toolyte.com/en/features/calendar/) ### July 2026 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 - 09:00 Site measurement Berg family - 14:30 Handover roof renovation 11 · Reminders ## 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 suggestions Deadline Field · MOT date Remind **14 days before** the MOT date Accept Adjust Discard Interval Field · Last backup check Remind **every 3 months** after the last backup check Accepted · next due 12 Sep Create your own reminder Remind me four weeks before the contract ends. 12 · Real-time & notifications ## Toolyte speaks up when it matters. The AI is done, an email is in, a colleague changed the job: you see it right away, without reloading. And when Toolyte is closed, the notification goes to your phone or computer. - Changes appear live, in under a second - Push notifications even when the app is closed - See who is working on a record - Four switches: you decide what reaches you [See real-time in detail](https://toolyte.com/en/features/real-time/) 13 · Mobile · fully responsive ## 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 Jobs - 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 Tap to record New customer Listening … New customer Berg family, phone 0221 … 14 · Help inside the app ## 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. 1. **In context.** The help knows the page, the module and the record you are on. 2. **It takes you there.** Almost every article ends with a button that opens exactly the place it is about. 3. **Ask in your own words.** Typed or spoken, in full sentences. 4. **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. Customers · Customer list ? Modules Customers Jobs Material Permission roles Customers ? Filter? HK Kirchberg Farm Active RS Sonnhalde Stables Active GW Weidenau Estate Paused BM Mittelfeld Depot Active Help Matching: customer list Ask in your own words … Creating and maintaining customers Open new customer Filtering and saving lists Open filter Adding fields to the Customers module Still stuck? Ask on WhatsApp And besides ## 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.