Job management and quoting software for UK trade businesses

Quote it on the doorstep. The job, hours and invoice follow.

Say the job out loud and Toolbelt AI writes the quote, every line with its VAT. When they say yes it becomes the job, the team log their hours against it, and the invoice goes out with the same figures. Nothing is typed twice, on the phone or the web.

Get early access See how it works

Early access · No card needed · Phone and web · Works offline

You said“Quote Wrenhollow Lettings for a boiler service, ninety-five quid, and three 22mm gate valves at eighteen fifty.”

QUO-2214 Sent

Wrenhollow Lettings Maidenhead

Boiler service1 × £95.00 £95.00

Replace 22mm gate valve3 × £18.50 £55.50

Total inc VAT £180.60

Sent from the van · Tue 22 Sep, 4:41pm

You said“They've said yes. Put Frank on it Thursday.”

JOB-118 Booked in

Wrenhollow Lettings Maidenhead

Drain down and isolateFrank Fitter · 1.5 hrs Done

Service and swap valveFrank Fitter · 2 hrs Done

On site Thu 24

Accepted, priced up and on the board · 3.5 hrs logged

You said“Invoice Wrenhollow for the boiler job.”

INV-0907 Paid

Wrenhollow Lettings Maidenhead

Boiler service1 × £95.00 £95.00

Replace 22mm gate valve3 × £18.50 £55.50

Settled £180.60

Invoiced Thursday · Paid Friday

Quoting

Say the quote, check it, send it

Tell Toolbelt AI the job the way you'd tell the customer: the work, the parts and your price. It writes each line with its quantity and VAT and adds it all up.

Check it, change anything you like, and send it as a PDF with your logo before you've pulled off the drive. Nothing goes to a customer until you send it, and if you'd rather type, every line can be priced by hand.

How quoting works

An accepted quote for a combi boiler swap, with the boiler, flue kit, filter and powerflush on their own lines and the VAT and total worked out

Who it's for

Made for family firms that are taking on more

Toolbelt AI is for the trade business that has outgrown the notebook. You and your partner doing the books at the kitchen table, a son or daughter coming into the trade, a couple of employed lads and a subbie you call when it's busy.

That's when the admin starts to cost you. Quotes go out late, jobs get double-booked, hours go missing and invoices sit unsent. Toolbelt AI keeps all of it in one place.

Who does what

You

Everything, on the phone and on the web. The week's board, the numbers and everyone's hours.

Your team

The app on their own phone: their jobs, the address to get there, the tasks to do and their own hours to log.

Only you

Adding people, seeing everyone's time, the web version and the subscription.

How it works

From quote to job to invoice

The same record follows the work the whole way through. Nothing gets typed twice, so nothing drifts.

01 / QUOTE

Price it on the doorstep

Pick the customer, add the lines, set the VAT. It totals as you type and goes out as a PDF with your logo on it.

02 / JOB

They say yes, it becomes work

One tap turns the quote into a job, with the lines already on it. Put it on the board and give it to whoever's free.

03 / INVOICE

Bill it the day it's done

Turn the quote into the invoice and the figures come with it. Out the same afternoon instead of the end of the month.

Quoting Invoicing

What it does

Job management, all in one place

Most small firms run on a notebook, a spreadsheet, a group chat and whoever remembers. Toolbelt AI keeps one record for each job, from the first price to the last payment.

Write and send quotes

Price a job line by line, with VAT worked out as you go. Send it as a PDF with your logo on it before you've pulled off the drive.

Turn quotes into jobs

An accepted quote becomes a job with its lines carried across. Add the tasks, give it to someone and tick it off when it's done.

Raise invoices from the job

The figures carry across from the quote, so what you priced is what you bill. See what has been paid and what is overdue. More about invoicing

Schedule the week

A board of the week by person. Drag a job to another day or another person and it moves on their phone too.

Log timesheets against jobs

Hours go on the job and task they belong to, so you can see what a job really took before you price the next one like it.

Keep customer records

Every address, every contact and every job you've done for them. Useful when they ring about a boiler you fitted two years ago.

See every feature

The dashboard

See the whole business on one screen

The jobs out today and who is on them, new enquiries, quotes waiting on a reply and invoices that are overdue. Open it in the morning and you know where you stand.

The Toolbelt AI dashboard: the jobs out today and who is on them, two new enquiries, quotes waiting on a reply and an overdue invoice

Scheduling

Schedule the week by person

The board shows the week by person. Drag a job to another day or another person and it's on their phone. Stretch it when the job runs over.

The scheduling board, showing a week of jobs for four people at a plumbing and heating firm

Timesheets

Log hours against the job they belong to

Everyone logs their own hours on their phone, against the job and the task. At the end of the week you can see who worked on what, and what each job really took.

The timesheet, listing this week's hours by date, person, job and task

No signal, no problem

It works without signal

Half the places you work have no signal. A basement, a loft, a new build with no glass in it yet. Toolbelt AI writes everything to the phone first and sends it up when the bars come back, so the job carries on either way.

Quote, log time and tick tasks off with the phone in flight mode.
It catches up on its own. Nothing to press, nothing to remember.
Two of you on the same job won't overwrite each other's work.

Same account, bigger screen

There's a web version for when you'd rather plan the week sat down. It's the same data, so move a job on the board and it's on their phone before they've put the kettle on.

Phone

Quoting, jobs, time and the assistant. The bit that happens on site.

Web

The week's board, invoicing, customers and the numbers, and the assistant too.

Both

One subscription, one login, the same jobs on each.

The assistant

Talk instead of type

When your hands are full, or typing on a phone is slow going, say what you need. Toolbelt AI writes the quote, books the job or logs the hours, then reads the answer back. It knows your customers and your jobs, so "the Wrenhollow job" means the Wrenhollow job.

Plenty of people in the trades are dyslexic, and plenty more just don't get on with paperwork. You never have to write a quote out: say it, hear it back and check the figures. It never sends anything to a customer on its own.

More about the assistant

Listening

Quote Wrenhollow Lettings for a boiler service, ninety-five quid, and three gate valves at eighteen fifty. → QUO-2214 drafted · £180.60 inc VAT
Put Frank on the Kettle Row job, Thursday. → JOB-118 · Frank Fitter · Thursday
Log two hours on the Wrenhollow job. → 2 hrs logged to JOB-118
What did we quote Wrenhollow? → £180.60 on QUO-2214, sent Tuesday

Your trade

Which trade are you?

The same job management software, told in your trade's words.

Plumbers

Bathrooms, boilers, leaks and taps. Quote on the doorstep and bill the same day.

Plumbing job management software

Electricians

Rewires, boards, lighting and call-outs. Every stage of the job in one place.

Job management software for electricians

Heating engineers

Installs, services and breakdowns, with every customer's history to hand.

Software for heating engineers

Builders

Extensions, refurbs and repairs. The week's sites and the people on them.

Software for builders

Roofers

Re-roofs, flat roofs, repairs and leadwork. Booked round the weather.

Roofing software

Joiners and carpenters

Kitchens, staircases, doors and fitted furniture. Quoted in the room.

Quoting and job software for joiners

Painters and decorators

Room-by-room quotes, days on the board and hours as you go.

Quoting software for painters and decorators

Early access

Get early access and use it on real jobs

We're opening Toolbelt AI to trade firms a few at a time, free while we do. Sign up, put your next few quotes and jobs through it, and tell us what gets in your way. What we build next comes from what early users tell us.

Early access

Free during early access

Every feature switched on, not a cut-down version
No card, so nothing to cancel
Bring your team on straight away
Phone and web, one account

Get early access See pricing

Questions

The things people ask first

What does Toolbelt AI do?

It is job management and quoting software for trade businesses. Say the quote and it writes it, then the same record becomes the job, the hours and the invoice. There is a weekly board and customer records too, on the phone and on the web.

Who is it for?

Trade businesses with a handful of people, often family-run, that have outgrown paper, spreadsheets and group chats. It suits plumbers, electricians, heating engineers, builders, roofers, joiners and decorators.

What does early access mean?

We are opening Toolbelt AI to trade firms a few at a time. Everything on this site is in the app now, and you can use it on real work. It is free during early access. What we build next comes from what early users tell us, so expect it to keep getting better while you use it.

Can my team use it?

Yes. Add your people and they sign in on their own phones, with the jobs, addresses and tasks, and their own hours to log. Only you can add people, see everyone's hours or use the web version.

What does it cost?

Nothing during early access. After that it is a subscription, with plans that differ by how many people they cover and what they include. You will see the price in the app and on the web before you pay anything.

Does it work without signal?

Yes. Everything you do on the phone is saved on the phone first, then syncs when you get signal back. The assistant is the exception: it needs a connection to understand you.

Do I have to use a computer?

No. Everything works on the phone. There is a web version on the same account if you would rather do the week's planning on a bigger screen, and both show the same jobs.

Can I switch over from paper?

Yes, and the easiest way is one job at a time. Put your next quote through Toolbelt AI instead of the pad and carry on from there. Nothing has to be moved across in one go.

Is it easy to use if I'm dyslexic or don't like typing?

That is a big part of why the assistant is there. Say what you need and it does the writing, then reads the answer back, so you never have to type a quote out. You still see everything before it goes to a customer.

Does it work with Xero and QuickBooks?

Yes, on the plans that include accounting. Customers, quotes and invoices go across from Toolbelt AI, so your books stay in step.

Is Toolbelt AI the same as the Baxi Toolbelt app?

No. Toolbelt AI is a separate product, for quotes, jobs, time and invoices, and is not connected with Baxi or its app.

Stop doing the books at nine o'clock

Set it up in the time it takes to have a brew, then put your next quote through it.

Get early access

Free during early access, no card needed