Honest ToolSense Review: Is ToolSense a Good CMMS?

Vienna, Austria-headquartered ToolSense is built with a strong emphasis on heavy equipment, making it an excellent choice for construction, manufacturing or facilities management businesses that depend on large fleets of machinery. Simply upload your asset inventory list, attach unique QR codes or IoT sensors, and the software tracks location, usage, runtime and battery levels — all in real time. Spot a problem? Just scan a code, snap a photo and log a service ticket instantly. Create automatic maintenance schedules and inspections (like ladder checks) with intuitive rules and forms.

In short, ToolSense saves time, cuts downtime and keeps everything organized — all in one user-friendly app. Read this ToolSense review to get a better idea of whether or not this CMMS solution will work for you.

We reviewed ToolSense using a three-pronged approach: internet research, ToolSense’s own website and user reviews across G2, Capterra, Reddit and forums. Here’s what we found.

Why Trust Coast?

At Coast, we take our software reviews seriously. Our review methodology evaluates software across seven critical categories that help differentiate the solutions from one another. Each category receives a score from one to five, with five being the highest, and a maximum possible score of 35 points.

ToolSense Ease of Use

ToolSense is designed to be user-friendly right from the start. We learned that setup is relatively straightforward, especially for small to mid-sized teams. The onboarding process includes guided steps and support documentation, and users can get up and running quickly by importing asset data and generating QR codes. The interface is modern, clean and intuitive — built with mobile users in mind — so it feels familiar even for those with limited tech experience.

Features like asset creation, work order generation and location setup are easy to find and use. With just a few clicks, users can log maintenance issues, assign work orders and link assets to specific sites. The drag-and-drop functionality and logical layout make navigating through the system feel smooth. Updating a work order — whether changing status, adding notes or attaching images—is quick and can be done on both desktop and mobile. Searching for existing work orders is equally efficient, with filters for status, priority, date, technician and location making it simple to locate exactly what you need. 

Overall, ToolSense strikes a solid balance between simplicity and depth, making it accessible for everyday users while still offering the functionality maintenance teams expect.

ToolSense Mobile Experience

ToolSense offers a mobile app designed with simplicity in mind. For maintenance teams who may not be especially tech-savvy, the app’s clean layout and intuitive navigation are a plus. The interface features large buttons, logical menus and minimal clutter, which makes it less intimidating for users who aren’t used to smartphones or software systems. Core actions like scanning a QR code, submitting an issue or checking off a task are front and center, requiring just a few taps.

Updating work orders on the go is also straightforward. Users can easily add comments, change status, upload photos or assign tasks without getting lost in menus. The app mirrors most of the desktop functionality, so there’s consistency across platforms — which is helpful for teams that are always moving between the office and the field. Alerts and notifications are pushed directly through the app and email, keeping users in the loop without overwhelming them. 

Overall, ToolSense does a good job of removing barriers, making mobile maintenance tasks accessible — even for those who may be more comfortable with clipboards than touchscreens. It’s not perfect, but it’s definitely built with ease-of-use in mind.

ToolSense Core Features & Functionality

Let’s take a closer look at some of ToolSense’s core features to see how they could work for your business.

Work Order Management

ToolSense makes assigning and tracking work orders easy with its clean interface and mobile-first design. You can create a new work order in seconds by scanning a QR code on the equipment, selecting the asset and assigning it to a technician. The system uses color-coded status indicators — like “Open,” “In Progress” and “Completed” — to help users track task progression at a glance. 

One feature that stands out is how easy it is to filter all completed work orders for the day. You just go to the Work Orders tab, tap the filter icon and select “Completed” and “Today’s Date” — super intuitive for less tech-savvy users.

Preventive Maintenance

Scheduling preventive maintenance in ToolSense is straightforward. Users can create recurring tasks based on time intervals or meter readings, and the platform supports automated reminders. The calendar view is especially helpful — it lays out all scheduled PMs by date and asset, making it easy to plan ahead and avoid overlaps. You can test this by navigating to the “Maintenance Plan” section and selecting “Calendar View” to see upcoming tasks in a visual format.

Asset Management 

Creating a new asset in ToolSense is simple. Just go to the Assets tab, click “Add Asset,” and fill in details like location, manufacturer, serial number and supporting documents. ToolSense tracks downtime by allowing users to log failures and see asset performance history. The system can even tie downtime events to specific work orders, offering a full view of equipment lifecycle.

Communications Within Work Orders

ToolSense allows users to communicate directly inside a work order. You can leave comments, upload photos and attach documents like manuals or SOPs. There’s no built-in live chat, but the threaded comment system is clear and easy to use. It helps cut down on side conversations and keeps everything in one place.

Reporting & Analytics 

In the free version of ToolSense, users can access basic reporting, including work order completion reports. While not deeply customizable, the reports are user-friendly, showing task status, completion times and technician history. It’s easy to generate a report by navigating to the dashboard and selecting “Work Order Summary.”

Unique Features to ToolSense

One standout feature unique to ToolSense is its QR code tagging system. Every asset can be tagged with a unique QR code that, when scanned, pulls up its full service history, documentation and open tasks. This makes it easy for field techs to access everything they need without having to call the office. It’s a big time-saver and improves accuracy across teams.

ToolSense Adaptability & Customization 

We found that ToolSense offers a moderate level of customization when it comes to forms and fields. Within the work order form, users can add or remove fields based on their operational needs — such as adding a custom dropdown for issue type or removing fields that aren’t relevant. This flexibility extends to other areas like assets and locations, where additional fields can be added to capture specific details like purchase dates, vendor info or serial numbers. However, some field naming conventions are fixed and cannot be easily renamed, which may limit full personalization for advanced users.

While ToolSense doesn’t offer robust, no-code automation builders like some higher-end platforms, it does allow for basic automations such as recurring preventive maintenance tasks and automatic notifications tied to work order status changes. Custom views can be created to a certain extent — users can filter and save lists based on asset status, work order priority or location — but deeper dashboard customization is limited. 

Overall, ToolSense provides enough flexibility for most teams, especially small to mid-sized ones, but it may fall short for those needing highly advanced workflow automation or field-level configuration. It strikes a good balance between simplicity and customization, making it approachable without overwhelming less tech-savvy users.

ToolSense Customer Support 

ToolSense offers a variety of customer support options, including email support, a help desk system and phone support in some regions. While live chat is mentioned on some platforms, it’s likely limited to business hours rather than 24/7 access. For most users, email is the primary method of reaching out to support.

Response times are generally seen as reasonable, with many users reporting prompt and helpful replies, especially through email. However, a few reviewers have mentioned delays in getting responses, particularly when reaching out over long weekends or holidays.

The ToolSense Help Center is well-developed, with detailed documentation, FAQs, how-to guides and tutorial videos. It covers everything from setting up preventive maintenance to using QR codes and automating workflows, making it a helpful resource for new users.

In online reviews, customer support receives mostly positive feedback. Users often describe the support team as responsive, knowledgeable and eager to assist. That said, a few users have noted slower-than-expected replies and occasional difficulty reaching someone by phone or chat. 

Overall, ToolSense’s support is a strong point, especially for teams that rely on clear guidance during setup and day-to-day use.

ToolSense Pricing

ToolSense is competitively priced compared to other CMMS platforms, especially for small to mid-sized teams looking for strong asset tracking and preventive maintenance features without a steep learning curve. While exact pricing isn’t publicly listed on their website, we found that ToolSense offers custom quotes based on the size of your operation and specific needs — similar to industry peers like Limble and UpKeep. However, reviews and customer feedback suggest that ToolSense typically comes in at a lower cost than top-tier platforms, making it a budget-friendly option for companies that need core functionality without premium extras.

What sets ToolSense apart in terms of value is its inclusion of features like QR code–based asset tracking, mobile-first design and IoT sensor integration — even in its base packages. Some competitors charge more for these capabilities or bundle them into higher-tier plans. While it may not have the deepest feature set or automation capabilities, ToolSense offers solid value and functionality for the price, making it an appealing choice for organizations focused on uptime and ease of use over advanced customization or enterprise-scale integrations. For teams with basic to moderate needs, ToolSense strikes a good balance between cost, usability and reliability.

Coast: The Better ToolSense Alternative 

While ToolSense offers a solid maintenance management platform with useful features like QR code tracking and a mobile-first interface, Coast stands out by delivering a more streamlined, intuitive experience — especially for teams that value simplicity, fast adoption and built-in team communication.

Ease of Use
Mobile Experience
Core Features & Functionality
Adaptability & Customization
Customer Support
Pricing
Current Reviews

Coast is designed to be plug-and-play, requiring minimal onboarding or training. It’s built for real-world maintenance crews that need to create, assign and close work orders on the fly — without navigating complex menus. Where ToolSense may require some configuration to get the most out of features like preventive maintenance or asset tracking, Coast keeps things simple with easy-to-use templates and fast, searchable logs.

One of Coast’s biggest advantages is its built-in team chat and alerts. Unlike ToolSense, which relies more on comments within work orders, Coast centralizes messaging and scheduling — reducing the need for external tools or back-and-forth communication.

Finally, Coast’s transparent pricing, clean user interface and consistent customer support give it a competitive edge. While ToolSense offers more IoT integrations, Coast wins on ease of use, speed and value, making it a better fit for fast-moving teams that want to stay organized without overcomplicating their operations.