ShareMyToolbox review (2026): pricing, features and who it fits

What it costs, and how the bill grows

There is a free plan, and for a one-person shop it may be all you need: 100 tools, 3 employees and 10 virtual connections, with no card required. Virtual connections are the trucks, trailers and gang boxes you assign tools to without them being a person. A solo operator tracking a van and a couple of storage spots can live on free for a while.

The paid Business plan is where a real crew lands. It is $100 a month for the first admin user, and after that extra users come only in blocks of five at $10 each, which works out to $50 a month per block. That block pricing is the quirk to plan around. A crew of six people is not $110. It is $100 plus two blocks, because the first block of five is used up and the sixth person opens a second. Price it by rounding your crew up to the next five before you sign.

The 14-day trial needs no card and your setup carries over if you buy, which matters because the first real cost of this tool is time, not money. Subscriptions are non-refundable, though you can cancel to stop future billing, and the 100-plus-user Enterprise tier is quote-only. There is no published annual discount, so the monthly figure is the number to budget on.

What it does on a job site

The core loop is simple. You build a catalog of your tools, each with a photo, a description and a category, then techs check them in and out from a phone by scanning a barcode or QR code with the camera. No separate scanner to buy. Every scan stamps a GPS location and records who has the item, so the question stops being who took the saw and becomes a lookup.

It handles more than hand tools. You can track consumables by quantity, group items into kits that travel together, and record custom fields like a condition rating to see which tools are wearing out. Owners use it well past the tool crib. One vice president of operations catalogs everything a worker is issued, trucks, phones, tablets and company credit cards included, and treats it as an accountability record rather than a tool list. For a shop that hands out expensive gear and wants a paper trail on it, that reach is part of the value.

The accountability is the point, and it is built to fall on the field. A tech scans a tool and owns it until it is scanned back. There is a workflow detail worth knowing: a loan does not stick until the tech confirms it on their phone. If they ignore the prompt, the tool drops back into the available list and the hand-off never registers, so the office still has to make sure the crew is confirming the tools they take.

The trade-off for that simplicity is that it does a narrow job. There is no scheduling, no invoicing, no customer record. Data moves in and out by Excel import and export or the API, and there is no direct QuickBooks or field-service-software link. If you want your tool data to talk to your accounting or your dispatch board, you are building that bridge yourself.

Great on the phone, clunky on the desktop

The clearest pattern in what owners report is a split screen. The phone app draws praise for being fast and simple, the thing a field manager will reach for, while the desktop side, where the office does the heavy setup and searching, is where the complaints land.

The desktop friction is specific, not vague. Reviewers point at the search and filter tools as the weak spot. The filter runs on two conditions at once, which is not how most people think, and finding a tool in a long list takes more clicks than it should. One long-tenured user does most of her tool entry on the phone precisely because the computer view is harder to work in. None of this stops the tool from doing its job, but if the person running it from the office expects a slick admin console, set that expectation lower.

This matters for who should own it day to day. The tool rewards a shop where the field does the scanning and the office does light setup. A business that wants to run everything from a desktop, with fast search across thousands of items and a clean filtering console, will feel the rough edges more than a crew that lives in the phone app.

Where it stops

Three gaps decide whether this fits, and all three are about what the tool deliberately leaves out.

First, offline. Every scan and lookup needs a signal, and ShareMyToolbox does not document an offline mode. A crew working a basement, a mechanical room or a rural site with no bars cannot scan there, which for some trades is a daily reality, not an edge case. Confirm your job sites have coverage before you lean on it.

Second, consumables and reorder. It tracks consumables by quantity, but it does not document a low-stock or reorder alert, so nothing warns you when a box of blades or a case of anchors is running out. If your real problem is materials running dry mid-job rather than tools walking off, this is not built for that.

Third, the money side. There is no QuickBooks link and no field-service-software integration; Excel and the API are the only ways data leaves. And extra users sell only in blocks of five, so a shop that needs one more person than a block covers pays for five. None of these is hidden, but each is a reason a particular shop should look elsewhere.

Is a separate tool-tracking app worth it?

For a crew big enough that tools move between people and trucks all week, and small enough that no larger system is tracking them yet, the answer is often yes. The math is not hard. One saved drill or one recovered nailer a month covers the $150 bill. The accountability tends to stop the losses before they happen, because the crew knows a scan puts their name on the tool.

Buy it if your tools move around and go missing, your crew will carry phones and scan, and your job sites have signal. Skip it if a shared spreadsheet has never lost you a tool, or if your field-service software already tracks assets. Skip it too if your real problem is consumables running out rather than tools walking off, or if you need the whole thing to run from a fast desktop console. Base the decision on whether tools move between people and trucks, not on crew size alone.

The owner evidence here comes from Capterra, which is vendor-solicited and skews positive, so we weighted the praise lightly and the specific complaints more heavily. The ratings are strong and the day-to-day accounts are consistent, but on the negatives, the desktop friction especially, take them as the floor of the problem rather than the whole of it.

What owners actually say