Frequently Asked Questions

Download ToolClerk from the App Store or Google Play, open the app, and tap "Get Started." Enter your name, email, and a password. You will receive a verification email. Tap the link in the email to confirm, and your account is ready to use.

Go to Settings > Team and tap "Invite Member." You can enter their email address directly or copy and share an invite link via text message. Once they accept the invitation and create their own account, they will appear on your team roster.

Yes. ToolClerk supports unlimited job sites on both the Crew and Company plans. Each tool can be assigned to a specific site, and you can filter your inventory by location.

ToolClerk supports QR codes, UPC barcodes, EAN barcodes, and NFC tags on compatible devices. You can also print custom QR labels from the web dashboard and attach them to any tool.

Absolutely. Tap the "+" button and choose "Add Manually." Fill in the tool name, category, serial number (optional), and snap a photo. You can always attach a QR label later.

Log in to the web dashboard, select the tools you want to label, and click "Print Labels." You can print on standard Avery label sheets or plain paper. We recommend weatherproof labels for outdoor job sites.

Scan the tool or find it in your list, then tap "Check Out." Select the job site, optionally add a note about the tool's condition, and confirm. The tool is now assigned to you and that location.

Yes. Use batch mode by tapping "Batch Scan" on the home screen. Scan each tool one after another and they will be added to a queue. When you are done scanning, select the job site and tap "Check Out All."

ToolClerk sends automatic reminders when a tool has been checked out past its expected return window. Admins can view the "Missing Tools" report. Configure reminder timing in Settings > Notifications.

Yes. ToolClerk is offline-first. Your full tool inventory is stored locally on your device. You can scan tools, check them in and out, and add new tools without any internet connection. All changes sync automatically when you reconnect.

When both devices come back online, ToolClerk detects the conflict and presents both versions side by side. You choose which one to keep, or merge manually. Conflicts are rare in practice because most edits are simple check-in/check-out actions that resolve automatically by timestamp.

ToolClerk includes the following built-in reports:

• Tool Inventory — all tools with current status and location
• Check-out History — full log of who checked out what, when, and where
• Missing Tools — overdue tools not checked back in
• Usage Summary — most-used and least-used tools over any date range
• Team Activity — per-member activity log

Yes. Every report can be exported as CSV or PDF. Tap the export icon in the top-right corner of any report screen. You can also schedule weekly or monthly email reports from the web dashboard under Settings > Scheduled Reports.

Yes. Every new account starts with a 14-day free trial of the Company plan — full access to every feature, unlimited team members, unlimited tools. No credit card required to start. At the end of the trial you can choose the $29/mo Crew plan or the $49/mo Company plan.

Crew ($29/mo) is for a single-crew contractor — up to 6 admins (you + 5), unlimited tools, check-in/check-out, QR scanning, offline mode, and basic reporting. Company ($49/mo) is for multi-crew operations and adds the full role matrix (admins, supervisors, employees, and read-only seats), multi-crew and multi-site views, scheduled reports, CSV/PDF export, QuickBooks integration, and API access.

Plans are billed per account on a monthly basis. The account owner pays for all team members at one flat rate — no per-user fees. Add or remove team members anytime at no extra cost.

Yes. There are no long-term contracts. Cancel from Settings > Subscription at any time. You keep access through the end of your current billing period. Your data remains available for export for 90 days after cancellation.

All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Servers are hosted in SOC 2 compliant data centers in the United States. See our Privacy Policy for full details.

No. We never sell, rent, or share your data with third parties for marketing purposes. Your tool inventory and usage data belong to you. We only use anonymized, aggregate metrics to improve the product.

Try these steps:

• Confirm the app has camera permission (Settings > ToolClerk > Camera).
• Clean the QR label and ensure it is not damaged or obscured.
• Hold the camera steady about 6–10 inches from the label.
• Make sure there is adequate lighting. The flash can be toggled from the scan screen.
• If the label is too small or faded, print a new one from the web dashboard.

Confirm both devices are online. Pull down on the home screen to force a sync. If the problem persists, Settings > Advanced > Force Sync. Log out and back in if needed. Contact support if the issue continues.

On the login screen, tap "Forgot Password?" and enter the email associated with your account. You will receive a password reset link within a few minutes. Check your spam folder if you do not see it. The link expires after 1 hour.