How the tool management system works
Add tools to the system, assign them to employees or customers, track deadlines and equipment status. Three simple steps to full control over your equipment.
14-day free trial. No credit card required.
Areas of operation
Toolero is a comprehensive system covering all aspects of equipment and tool management.
Equipment inventory
Add tools with QR codes, serial numbers, photos and documentation. Complete equipment database always at hand.
Rentals
Issue and receive equipment with date tracking, responsible persons and tool condition. Automatic deadline notifications.
Services and inspections
Schedule technical inspections, maintenance and calibrations. System will remind you of upcoming deadlines.
Reservations
Let employees reserve equipment in advance. System automatically detects scheduling conflicts.
Employees
Assign equipment responsibility, define roles and permissions. Everyone knows what they're accountable for.
Customers
Maintain contractor database, track rental and cooperation history. Perfect for rental businesses.
Reports and export
Export data to CSV, generate equipment utilization reports. Analyze costs and plan purchases.
QR Codes
Generate and print QR labels for every tool. Scan with your phone – instantly see all data.
Operation history
Complete log of all actions in the system. Who did what and when – you always have proof.
Notifications
Automatic reminders about return deadlines, inspections and reservations. Email or in-app.
Attachments
Add photos, certificates, manuals and invoices to every tool. Everything in one place.
How it works – step by step
From your first tool to full control in minutes. The system adapts to your needs – issue equipment to employees internally or to external customers.
Add equipment to database
Enter tools manually or import from CSV file. For each tool you can add photos, serial number, category, location and documents. System automatically assigns unique ID.
Label your tools (optional)
If you want, print QR code labels and stick them on tools. This speeds up checkouts and returns, but is not required – the system works without QR codes too.
Issue to employee or customer
Select a tool from the list or scan its QR code, then assign it to an employee or external customer. Set expected return date. System records everything.
Track status and get notifications
Dashboard shows who has what equipment and when it should return. System automatically sends reminders before due dates and alerts about overdue items.
Accept return and assess condition
Find the rental in the list or scan the QR code, check tool condition and close the rental. You can add notes about damage. Complete history stays in the system.
Proven in practice
See how companies from different industries solved their equipment management problems with Toolero.
Construction company
32 employees, 3 job sites simultaneouslyTools were getting lost on construction sites, nobody knew who had the equipment. Losses reached several thousand dollars annually on buying duplicates.
Implemented Toolero with QR codes. Every checkout and return is recorded. Workers scan codes with their phones when taking tools.
85% fewer lost tools, full employee accountability, $5,000 annual savings.
Manufacturing company
Production facility, 150+ measuring toolsNo control over calibration and inspection deadlines. Measuring tools were losing certificate validity, risking fines during audits.
Implemented service module with automatic reminders. Each tool has an assigned calibration and inspection schedule.
100% on-time calibrations, zero fines for expired certificates, passed ISO audit.
Equipment rental
Construction tool rental, 80+ itemsChaos in rentals, manual notes in notebook, lost reservations. Customers waited for equipment that turned out to be unavailable.
Implemented customer and reservation module. Online availability calendar, automatic SMS notifications about upcoming return dates.
40% more rentals thanks to better organization, zero double bookings, higher customer satisfaction.
Frequently asked questions
Answers to questions we hear most often from new users.
Is the system hard to use?
No. Toolero is simpler than Excel. Adding tools, checkouts and returns are just a few clicks. Workers learn the system in 5 minutes, no IT training needed.
Can I manage equipment from my phone?
Yes. Toolero works fully on phones and tablets. You can issue equipment, scan QR codes and check tool statuses from anywhere - in the warehouse, on site, or on the road.
Can the system handle both internal use and external rentals?
Yes. Toolero supports both issuing equipment to employees and renting to external customers. You can maintain a customer database, record deposits and generate PDF contracts.
What does issuing equipment look like step by step?
Select a tool from the list or scan its QR code, choose the recipient (employee or customer), set the expected return date and confirm. The whole operation takes 10-15 seconds.
Can I import data from Excel?
Yes. Toolero supports data import from CSV files. Export your Excel to CSV, then import directly into the system. The entire migration takes a few minutes.
Can multiple people use the system simultaneously?
Yes. All users can work in the system at the same time - on computers and phones. Changes are visible immediately to everyone. There are no limits on concurrent sessions.
Ready to see it in practice?
Create a free account and see how Toolero can organize equipment management in your company.
Try free for 14 daysNo credit card required. Full access to all features.