Business
Your whole business,
on one screen.
Invoicing, expenses, payroll, timesheets & GST/HST — built in Ontario for the way a small Canadian business actually runs. Estimates & setup are always unlimited. Try it free — no credit card.
- Built in Ontario
- Current CRA rates
- Exports anytime — CSV/PDF
- No credit card to start
How it works
1
Sign Up
Create your free account in 60 seconds. No credit card, no commitment.
2
Set Up & Integrate
Add your business details, customers, and team members. Import existing data.
3
Get Paid
Send invoices, track expenses, run payroll, and get reports — all in one place.
See it in action
The work you do every day, in one place
Not a list of features — the actual app. Here's what running the business looks like.
Invoicing & Estimates
Send an invoice from the truck before you've packed up.
Pick the customer, the line items pull from the job, and the right tax for their province is already on the document. One tap emails a branded PDF — and last week's estimate converts to an invoice without re-typing a thing.
- Estimate → invoice in one click
- Branded PDF + your bank details auto-attached
- Tracks sent, viewed, partial, paid & overdue
Expenses & Receipts
Gas up, photograph the receipt, done. Twelve seconds.
Snap the receipt and it lands in your expense log — categorized, with the GST/HST split out for your Input Tax Credit. The image lives there forever, so when CRA asks for it three years from now, you actually have it. This is the difference between a shoebox and a clean year-end.
- Receipt photo attached to every expense
- GST/HST pre-filled and totalled as recoverable ITC
- Mark expenses billable to roll them onto a customer's invoice
Reports & Taxes
Hand your accountant a clean year — not a shoebox.
A real profit & loss statement — revenue, cost of goods sold, gross margin, operating expenses, and net profit — built from the work you already logged all year. The GST/HST you collected sits next to the ITC you paid, so you know exactly what to remit, and the whole package exports as CSV or PDF in one click.
- Live P&L with gross & net margin
- GST/HST collected vs ITC paid
- One-click CSV / PDF for your accountant
And everything else in the suite
From first estimate to year-end reports
Built for Canadian freelancers and small businesses — every piece talks to the others.
Expenses & receipts
Snap a receipt, categorize it, and the GST/HST is split out for your ITC claim. The image lives there forever for audit season — the difference between a shoebox and a clean year-end.
Canadian payroll
CPP, EI, and federal + provincial tax on current CRA rates — QPP/QPIP for Quebec. CRA-compliant pay stubs delivered on finalize.
Timesheets & clock-in
Crew clocks in on their phones via the free Work Suite, you approve in two taps, and the hours feed payroll with zero re-entry.
Jobs & projects
Assign jobs, track status, log time and materials, and watch the billable total roll straight onto the invoice.
Customer management
Customer details, invoice history, and outstanding balances — quick-fill on every new document.
Reports & taxes
Income, expense, and GST/HST summaries plus P&L. Export a clean package for your accountant in one click.
Mileage tracker
Log business trips at CRA per-km rates and generate a deduction-ready logbook.
Operating Manual (SOPs)
Activate 450+ source-anchored standard operating procedures for your trade, edit each to match your workflow, and hand them to your team.
Who it's for
Built by a tradesperson, for people who build, sell, and serve
ToolFluency Business was shaped by a Red Seal carpenter in Ontario who needed an invoicing and payroll tool that actually fit the way a small Canadian business works. The shape of the app comes from real jobsite and home-office workflow — not from a Silicon Valley product roadmap. If you see yourself in one of these, you'll feel at home here.
Tradespeople
Quote at breakfast, invoice before supper.
Carpenters, electricians, plumbers, painters, drywallers, roofers, framers, landscapers. Quote a job in the morning, send the estimate from your truck at lunch, invoice the customer the day you finish. Track materials, labour hours, and jobsite mileage all against the same job number. GST/HST stays correct because the app knows which province each customer is in. Download free printable SOP manuals for trades to document your crew's procedures.
Freelancers
One clean export instead of a folder of receipts.
Designers, developers, writers, accountants, photographers, marketing consultants, virtual assistants. Hourly or fixed-price, retainer or milestone — the invoicing engine handles it. Time gets tracked against customer+project; expenses get attached to the right job. Year-end you hand your accountant one clean export instead of a folder of receipts.
Service businesses
Route all day, bill from the truck, pay your help.
HVAC, appliance repair, mobile mechanics, cleaners, lawn care, pest control, tutoring, home staging, mobile pet grooming. Route work all day, send invoices from the truck, mileage logged automatically, pay your help every two weeks. The Business Pro plan handles payroll for the helper you finally hired so you stop running a side spreadsheet. Pair the app with free SOP templates: cleaning services, auto services, landscaping.
Makers & sellers
Know what you'll owe in April, not be blindsided by it.
Makers, crafters, small e-commerce shops, market vendors. Track inventory of what you've made, expenses on materials and shipping, and let the income/expense reports run themselves. Self-employment tax estimates show what you'll owe come April so you're not blindsided.
Construction crews
From "guy showed up at 7am" to "customer gets billed."
Two-to-twenty person shops. Crew clocks in on their phones (free Work Suite), jobs land in your dashboard, payroll runs from the timesheets, invoices reference the same job. The whole chain from "guy showed up at 7am" to "customer gets billed" lives in one app.
Side-hustles
When the weekend thing gets serious.
You started selling something on weekends and now it's serious. You need an invoice that doesn't look like Microsoft Word from 2003, a place to track expenses for tax season, and a way to know if the business is actually making money. This is that.
A normal week in the app
From first cup of coffee to closed-out invoice
A real workflow shouldn't be a tour of menus — it should be ten minutes of phone time per day that ends with you knowing exactly where the business stands. Here's what a normal week looks like for a small Canadian contractor running ToolFluency Business.
1
Monday morning
An estimate gets approved before your coffee's cold.
Phone alerts you a customer estimate from last week was approved. Tap it, convert to an invoice, schedule the work into your jobs board. Send a deposit invoice for 25%. Customer pays via e-Transfer that afternoon and the invoice flips to "partial" automatically.
2
Tuesday lunch
A receipt logged in twelve seconds at the pump.
Gas up the truck, photograph the receipt, drop it into the expense tracker. Categorized as "Vehicle Fuel" with the GST/HST pre-filled for ITC. Total time: 12 seconds. The receipt lives forever in your expense log so when the auditor comes calling you have it.
3
Wednesday afternoon
One glance tells you who's overdue.
Quick break — open the dashboard. See month-to-date revenue, expenses, and what's still owed to you (accounts receivable). That one customer who's 22 days late has flipped to Overdue on its own and sits right at the top of what's owed, so you know exactly who to follow up with before it becomes 40.
4
Thursday end of day
Your crew's hours are already in — approve in two taps.
Your helper's hours from this week are already in the timesheets tab (they logged them on their phone). Approve in two taps. Hours feed the next payroll run automatically; you don't retype anything.
5
Friday payroll day
Payroll runs itself on current CRA rates.
Run payroll. CPP, EI, and federal+provincial tax all calculated using 2025 CRA rates. Pay stubs land in each employee's Work Suite the moment you click finalize. Direct deposit instructions get exported for your bank.
6
Sunday night
Bill the whole week, then close the laptop.
Send invoices for everything finished this week. Each one autofills the customer, the line items from the job, the right tax rate for their province, and your bank details. Email goes out with one tap. Now go enjoy your evening.
How it compares
Honestly: why not QuickBooks, FreshBooks, or Wave?
Those tools are fine. They've been around for decades and they do the job. But each has a specific reason somebody might end up here instead. We'll just tell you straight.
vs. QuickBooks Online
QuickBooks ~$50+/moToolFluency $13–32
Great if you have a bookkeeper. Most of us don't.
QuickBooks is the industry standard for a reason — accountants are fluent in it. But it's built for businesses with a bookkeeper. The cheapest plan in Canada is around $25–$30/mo and the version with payroll runs $50+ /mo, plus $5 per employee. If you're a sole proprietor or a 2–5 person shop, you're paying for accountant-grade features you never touch. ToolFluency Business is $13–$16/mo and Business Pro (full payroll, unlimited employees) is $26–$32/mo flat.
vs. FreshBooks
FreshBooks ~$19–50+ USDToolFluency $13–32 CAD
Brilliant at invoicing — until you need payroll too.
FreshBooks nails invoicing and time tracking for freelancers, but it starts around $19/mo USD and the plans that include real payroll or unlimited customers climb to $50+ USD. If you primarily need invoicing, FreshBooks is great. If you also need Canadian payroll, GST/HST reports tuned to CRA, mileage at CRA rates, and an employee portal — that's all one plan here, not three add-ons.
vs. Wave (free)
Wave payroll ~$25/mo + $6/employeeToolFluency $26–32, no per-seat
Free until the payroll add-on shows up.
Wave's free invoicing and accounting is genuinely good and a fair starting point. The catch is payroll — Wave Payroll in Canada is around $25/mo + $6 per employee. And Wave was acquired by H&R Block in 2019, so the roadmap is increasingly tied to upselling tax prep. ToolFluency Business Pro includes payroll at no per-employee cost, plus the jobs/projects/timesheets glue that Wave doesn't really have.
vs. Xero / Sage
Full accounting platforms. We're one step simpler — on purpose.
Xero and Sage are full accounting platforms — chart of accounts, double-entry bookkeeping, the whole nine yards. If you have a bookkeeper or a part-time accountant managing your books, those are good fits. ToolFluency Business is intentionally one step simpler. We do the work that's in front of you (invoices, expenses, payroll, jobs) without making you set up a chart of accounts on day one. Your accountant can take a clean export at year-end.
vs. spreadsheets + paper
Works until CRA wants something.
Honest truth — most one-person and two-person Canadian shops still run on a Google Sheet, a folder of paper receipts, and a Word template for invoices. That works until it doesn't, usually around the time CRA wants something. ToolFluency Business is the step up that doesn't force you into a $50/mo plan or two days of setup. You can be sending real invoices the same hour you sign up.
vs. US-first tools
Canadian-first, not Canada-as-an-afterthought.
A lot of small-business software treats Canada as an afterthought — GST/HST is jammed in as a "tax preset", CPP and EI come as a paid add-on if at all, and the date formats are still MM/DD. ToolFluency Business is Canadian-first. Built in Ontario, every province's tax rate baked in, CRA forms and rates kept current, T4s out the door at year-end without an extra subscription.
Connected to the rest
Your business doesn't live in a silo
A small-business owner is also a person with a budget, a household, kids, and bills. ToolFluency was built as one platform so the business side and the personal side don't pretend the other doesn't exist.
Personal & business in one account
Switch context with one tap. The data is completely separate — your personal budget can't see business customers, your business reports can't see your personal bills — but you're not maintaining two accounts and two passwords.
Free Work Suite for your team
Every employee on your Business Pro plan gets the free Work Suite app — timesheets, schedule, mileage, pay stubs. No per-seat cost. They clock in on their phone, you approve, payroll runs. The pipeline is built in.
And the same login quietly includes 925+ free calculators and games — at no extra cost, but the business suite is what you're here for.
Pricing
Simple, transparent pricing
Business
$16
CAD/month · billed monthly
✓All of Personal Plus
✓Invoices & estimates
✓Expense tracking & receipt capture
✓Customer management (CRM)
✓Mileage & vehicle tracking
✓GST/HST & income tax reports
✓Services catalog
Business Pro
$32
CAD/month · billed monthly
✓All of Business
✓Employee management & onboarding
✓Timesheets, scheduling & clock-in
✓Canadian payroll (CPP, EI, QPP)
✓Job & project tracking
✓Inventory & catalog management
✓P&L statements & advanced reports
✓Unlimited team seats
Feature Comparison
| Feature | Business | Business Pro |
|---|---|---|
| All Personal Plus features | ✓ | ✓ |
| Invoices & Estimates | ✓ | ✓ |
| Expense Tracking & Receipts | ✓ | ✓ |
| Customer Management (CRM) | ✓ | ✓ |
| Mileage & Vehicle Tracking | ✓ | ✓ |
| GST/HST & Income Tax Reports | ✓ | ✓ |
| Services Catalog | ✓ | ✓ |
| CSV / PDF Export | ✓ | ✓ |
| Employee Management | — | ✓ |
| Timesheets & Scheduling | — | ✓ |
| Canadian Payroll (CPP, EI, QPP) | — | ✓ |
| Job & Project Tracking | — | ✓ |
| Inventory & Catalog | — | ✓ |
| P&L & Advanced Reports | — | ✓ |
| Unlimited Team Seats | — | ✓ |
| Priority Support | — | ✓ |
FAQ
Common questions
Do I need a credit card to start the trial?
No. The trial is auto-granted the moment you sign up — no credit card, no "Start Trial" button to find. You get full Business Suite access. The trial counts only revenue-realization moments: 10 invoices sent, payroll runs committed, or tax/P&L reports generated (15 on Pro). Estimates, contracts, proposals, receipts, and all setup work (customers, expenses, employees, inventory) are always unlimited — so you can spend the trial actually winning and doing the work, not on data entry or sales-pipeline activity. You'll only be asked for payment details if you choose to continue after the trial actions are used; otherwise your account quietly drops to the free tier with your data intact.
Is ToolFluency Business compliant with Canadian tax law?
Yes. Our reports, pay stubs, and GST/HST summaries are designed for Canadian businesses. We use current CRA rates and formats, but always recommend reviewing with your accountant.
Can I switch between Basic and Suite?
Absolutely. You can upgrade or downgrade at any time. Upgrades take effect immediately; downgrades take effect at the end of your current billing period.
How many employees can I add?
Suite Complete supports unlimited employee accounts. Each employee gets their own Work Suite login to clock in, log timesheets, and track mileage.
Can I import my existing data?
Yes. You can import customers via CSV, and our onboarding wizard walks you through setting up your business profile, tax rates, and branding in minutes.
What payment methods do you accept?
We accept all major credit and debit cards through Stripe. All prices are in Canadian dollars. We do not store your payment information.
Who's behind the app?
ToolFluency is built by a solo Red Seal carpenter in Ontario who runs a small carpentry business and uses the app every day for invoicing, expenses, employees, and payroll. No VC funding, no growth-at-all-costs pressure, and no plans to take outside investment. If you email about a bug or a feature, it's the builder who reads it.
Where is my data stored?
In Google Cloud Firestore, encrypted at rest and in transit. Servers are in North American regions. Your data is yours — you can export it any time as CSV, JSON, or PDF, and deleting your account removes everything permanently. We do not sell, share, or monetize your data in any way; the business runs on subscription revenue only.
Will this replace my accountant?
No — and that's not the goal. The goal is that you keep cleaner records all year, so your accountant spends less time chasing missing receipts and more time on actual tax strategy. At year-end you export a complete income/expense report, GST/HST summary, and T4s for any employees. Hand it over. Your accountant will thank you.
Is there a free version?
All 925+ free tools are free forever with no account needed. The Business and Business Pro plans (which include the full invoicing/expense/payroll suite) come with a free trial — 10 revenue actions for Business, 15 for Pro (invoices sent, payroll runs, tax/P&L reports) — auto-granted on sign-up with no credit card. Estimates, contracts, and all setup are unlimited even during the trial, so you can win work without burning your quota. After the trial you can keep using the calculators free or subscribe to keep the full business suite.
What about Quebec — does QPP and QPIP work?
Yes. Quebec residents get QPP (instead of CPP) and QPIP (Quebec Parental Insurance Plan) calculated automatically when you set their province in employee setup. Quebec sales tax (QST + GST) is also handled separately from HST provinces — the right tax shows up on every invoice based on the customer's province.