Getting Started with ToolClerk
Everything you need to go from download to tracking every tool on every job site in under 10 minutes.
Quick Start
Follow these four steps to get your team up and running with ToolClerk.
1. Download the App
ToolClerk is available on iOS and Android. Search for “ToolClerk” in the App Store or Google Play. The app is free to download.
2. Create Your Account
Open the app and tap “Get Started.” Enter your name, email, and create a password. You will receive a verification email. Tap the link to confirm your account.
3. Add Your First Tool
Tap the “+” button on the main screen. Scan a QR or barcode label, or add a tool manually. Assign it to a job site and you are tracking.
4. Invite Your Crew
Settings > Team > “Invite Member.” Enter their email or share an invite link. Team members can check tools in and out once they accept.
Print QR labels from the web dashboard and stick them directly on your tools for instant scanning in the field.
Scanning Tools
ToolClerk uses your phone's camera to scan QR codes, barcodes, and NFC tags. Tap the scan button on the home screen and point your camera at the label. The app recognizes the tool and pulls up its details instantly.
Supported formats include QR codes, UPC/EAN barcodes, and NFC tags (on supported devices). If a scanned code does not match an existing tool, the app prompts you to register it as a new tool.
Check-in / Check-out
When a crew member takes a tool to a job site, they scan it and tap “Check Out.” They select the job site and optionally add a note. The tool is now assigned to that person and location.
When the tool comes back, they scan it again and tap “Check In.” ToolClerk records the full history: who had it, where it was, and for how long.
At a Glance
- Scan or search to find the tool
- Tap Check Out or Check In
- Select the job site (for check-out)
- Optional: add a condition note or photo
- Done. The history updates automatically.
Reports & Exports
ToolClerk provides built-in reports to help you understand tool usage, spot missing inventory, and plan purchases.
Available Reports
- Tool Inventory — full list of all tools with current status and location
- Check-out History — who checked out what, when, and where
- Missing Tools — tools not checked in past their expected return date
- Usage Summary — most-used and least-used tools over a date range
- Team Activity — activity log per team member
All reports can be exported as CSV or PDF from the report screen.
Offline Mode
ToolClerk is built for the field, and that means working without cell service. The app stores your full tool inventory locally. Scan tools, check them in or out, and add new tools while completely offline.
When your device reconnects, ToolClerk syncs all changes to the cloud. If two people edited the same tool while offline, the app flags the conflict and lets you choose which version to keep.
Offline mode holds your work on the device until the next sync. Connect periodically so your team sees the latest state and nothing is lost if a device is damaged.