Frequently Asked Questions

Most companies are operational within 1–2 weeks. Day one: your account is created, users are invited, chart of accounts is set up. Days 2–5: product catalog and customer/supplier data are imported. By week two, you're processing real invoices and purchase orders. Larger migrations (10,000+ products, complex historical data) may take 3–4 weeks with our team's help.

Yes. ToolHub supports bulk import via Excel and CSV for:

• Products (with EAN codes, prices, stock levels)
• Customers and Suppliers (with contacts, addresses, credit limits)
• Chart of Accounts (or start from our template)
• Opening balances (receivables, payables, bank, inventory)
• Supplier pricelists

If you're migrating from QuickBooks, SAP, or another ERP, our team can assist with mapping fields and validating imported data.

No. We import your opening balances (accounts receivable, accounts payable, bank balances, inventory values) as of your go-live date, so your books are continuous. Transaction-level history from your old system stays in your old system — we recommend keeping export files for reference. From day one in ToolHub, every transaction is recorded with a full audit trail.

Yes — 14 days, full access to all features in your chosen plan. No credit card required to start. You can import real data during the trial to properly evaluate the system. At the end, upgrade to continue or walk away with no obligation.

Yes. Every plan includes email-based onboarding support. Enterprise plans include a dedicated onboarding specialist who will walk you through configuration, data import, and first workflows. We also offer paid migration services for complex setups — moving from SAP, NetSuite, or large spreadsheet-based operations.

No setup fees. The monthly price covers everything: hosting, backups, updates, and standard support. There are no per-transaction charges, no per-invoice fees, and no surprise overages. The only optional cost is paid migration assistance if you need hands-on help importing complex data.

Yes, at any time. Upgrades take effect immediately — new modules become available right away. Downgrades take effect at the end of the current billing cycle. When downgrading, modules not included in the lower plan become read-only — your data is preserved, never deleted.

After cancellation, you have a 30-day grace period to export all your data (products, customers, invoices, journal entries, reports). After that, data is permanently deleted from our servers. Financial records may be retained longer if required by applicable law. You own your data — we are the data processor, not the controller.

No lock-in. Monthly plans are month-to-month — cancel anytime. Annual plans are paid upfront for the year (with a 20% discount) and renew automatically unless cancelled before the renewal date. We don't charge early termination fees.

You do. Period. ToolHub processes your data on your behalf. We never sell, share, or analyze your business data for any purpose other than running your account. You can export 100% of your data at any time via Excel, CSV, or PDF.

Absolutely not. ToolHub uses strict multi-tenant data isolation. Every database query is automatically filtered by your company. There is no way for one company to access another company's invoices, customers, inventory, or financial data — not through the interface, not through reports, not through any API. This is enforced at the application level on every single request.

Yes — it's mandatory for all users. Every account must set up TOTP-based two-factor authentication (using an authenticator app like Google Authenticator or Authy) before accessing any part of the system. There is no option to disable it. This protects your financial data even if a password is compromised.

ToolHub runs on DigitalOcean's managed infrastructure with data centers in the US and Europe. All data is encrypted in transit (TLS) and at rest. Automated daily backups are maintained with point-in-time recovery capability. Passwords are stored using Argon2 hashing — the current industry gold standard.

ToolHub enforces GAAP-compliant double-entry bookkeeping. Every journal entry must balance (total debits = total credits) before it can be posted. Posted entries are immutable — they cannot be edited, only reversed. Fiscal periods can be open, closed, or permanently locked. This gives your accountant a clean, auditable trail from day one.

Yes. You can import your existing chart of accounts from Excel or build it from scratch. Account types (Asset, Liability, Equity, Revenue, Expense) are standard. If you're starting fresh, we provide a pre-built template that covers common wholesale distribution accounts, which you can customize.

Yes, on Professional and Enterprise plans. You can invoice and purchase in any currency (EUR, USD, GBP, HUF, RSD, and more). Exchange rates are fetched automatically. Journal entries record both the foreign currency amount and the home currency equivalent, so your financials are always in your base currency.

ToolHub supports three tax configurations:

• Standard — configurable VAT rates, suitable for most countries
• Hungary — full NAV (tax authority) online invoice integration
• Serbia — eFaktura electronic invoicing compliance

Additional country localizations are planned. The system supports fiscal position mapping for intra-EU and export transactions. If you need a specific localization, contact us — adding new tax jurisdictions is part of our roadmap.

Yes. You can create a user account with a "viewer" role for your accountant, giving them read-only access to the Chart of Accounts, journal entries, financial statements, and reports. If they need to post entries, you can grant a higher role. Each user counts toward your plan's user limit.

There is no limit on simultaneous users. Everyone on your team can work at the same time — creating invoices, receiving stock, managing orders. The only limit is the total number of user accounts per plan (5 on Starter, 15 on Professional, 50 on Enterprise).

The Field Sales module (Enterprise plan) is a full Progressive Web App (PWA) with offline support, GPS tracking, and route optimization — it works on any phone or tablet. The rest of ToolHub is fully responsive and works in any mobile browser, though the desktop experience is optimized for complex tasks like accounting and inventory management.

ToolHub is a cloud application, so most features require an internet connection. The exception is the Field Sales PWA, which is designed for offline use — sales reps can view products, customer data, and create orders offline, and everything syncs when connectivity returns. For office operations, we recommend a reliable internet connection as you would for any cloud-based business tool.

Yes. ToolHub has a granular permission system:

• Roles — Admin, Manager, User, Viewer (per company)
• Menu access — control which modules each user can see
• Warehouse access — restrict who can view, ship, receive, or count at each warehouse
• Groups — create permission groups and assign users for bulk access management

A warehouse worker doesn't need to see accounting. A bookkeeper doesn't need to access purchasing. You decide.

Yes — the Customer Portal (Enterprise plan) gives your customers a self-service interface. They can browse your product catalog, place orders, view their invoices, check payment status, and track shipments — all without calling your office. Portal users have separate login credentials and see only their own data.

All plans include email support staffed by real people who understand ERP operations — not chatbots. Enterprise plans include priority support with faster response times. We don't outsource support; the people answering your questions are the same people who built the system.

Yes. Enterprise plans include custom development hours for things like specialized reports, custom data pipelines, unique workflow automations, or integrations with your existing tools. We've built custom solutions for industries ranging from auto parts distribution to food import — your process doesn't need to fit our software.

ToolHub is continuously updated. New features, improvements, and fixes are deployed regularly — typically weekly. Updates are automatic and included in your subscription at no extra cost. We don't do disruptive "major version" upgrades that break your workflow. Your system just keeps getting better.