The questions we actually get asked.
Everything that comes up on a walkthrough, answered in full. The five that decide it most often are on the home page.
We already use QuickBooks or Xero. Why add another tool?
They start at the bank line and know nothing about trackers, partner terms or USDT, so someone assembles that by hand before it becomes an entry.
Toolza assembles it every business day and pushes clean entries out. Your accountant files from them instead of rebuilding them.
We have built our spreadsheets exactly how we want them.
Then you already know your model, which is the hard part. What changes is who runs it. Today the model runs when a person runs it, from files a person fetched, with terms a person remembers. As a system it runs every business day, with an audit trail, role permissions and no broken VLOOKUPs — and the picture is already there when someone wants to look at it.
Is Toolza an ERP?
No. An affiliate business has no inventory to count and no supply chain to plan, and that is most of what an ERP does.
What is left is the money: daily data in from trackers, banks and wallets, reconciliation, AR and AP on each partner’s terms, multi-entity, multi-currency, period locks, and the reports out. Two weeks to get there rather than two quarters.
We already pay partners through Tipalti, Payoneer or a USDT rail. Is this the same thing?
No. Toolza does not move money and is not a payout rail.
It reads what those rails, your bank and your wallets actually did, matches it against the tracker and the invoices, and tells you when the three disagree. Keep the rail. Toolza is the record of what it did.
Why do we need SaaS if we can build it ourselves with AI?
AI writes the matching logic in an afternoon. Everyone assumes that is the hard part. It is the easy part.
The hard part is everything the real world does to it. Eight tracker APIs, each with its own auth, pagination and rate limits, each shipping breaking changes on its own schedule. Bank and wallet feeds that go down without telling you. Payments that land short, late, in the wrong currency, or split across three transactions. Partner terms that exist in nobody’s system because they were agreed on a call. Several entities, transfers between them, and an FX rate that has to be the one you actually got, not today’s. Then the parts nobody scopes: an audit trail that holds up when a partner disputes a figure six months later, roles so a media buyer cannot see payroll, a period you can close and not quietly reopen, and a restore you have actually tested.
None of that is one problem. It is a hundred small ones that only show up in production, and they never stop arriving. The build is a few weeks. Keeping it alive is a full time job you now own forever, and it is the one your team took on instead of the work you hired them for. That is what you are buying out of.
A USDT payment arrived short. What happens?
The variance shows up the same day, next to the invoice and the tracker figure. You decide whether to credit the sender's fee or chase the difference; either way it is recorded against the partner, not lost in a chat.
Does Toolza replace our accountant?
No. It feeds them. Every matched transaction reaches Xero or QuickBooks as a clean entry, so the accountant closes the books instead of reconstructing them.
Do we need an accountant to run Toolza?
Not to run it. Toolza posts the entries itself, so the daily work does not need one. You still want an accountant for filing, tax and year-end sign-off, and they get a clean ledger with the trail behind every number instead of a folder of exports.
Does it require financial skills?
No. The daily work is reviewing exceptions, not bookkeeping. Toolza matches tracker, bank and wallet itself and surfaces only what does not agree, so an ops lead runs it without an accounting background. The entries are posted correctly underneath either way.
What if my team will not use it?
Adoption is part of the implementation, not a follow-up. We onboard your ops lead and your finance lead together, with role-scoped screens so nobody sees what they do not need.
Where do we keep the company paperwork — formation documents, agreements, NDAs?
In Toolza, on the record each one belongs to. Certificates of incorporation and articles sit on the legal entity; contracts and NDAs sit on the partner; employment agreements and NDAs sit on the person. That is the difference from a shared drive: the document is attached to the thing it is about, so it is found by opening the partner or the entity rather than by remembering what the file was called and who last moved it.
It matters at exactly the moments it is hard to produce: a bank asking for the formation papers, an investor in diligence, a partner disputing a term, an employee leaving. The activity log records who added or replaced each document, so the paperwork carries the same trail as the numbers.
Is our crypto and partner data secure?
RSA-2048 keys, AES-256-GCM for data at rest, TLS 1.3 in transit, a CSP-locked frontend, and BIP39 for wallet credentials. The same primitives as the wallets you already use. Connections are read-only and nothing is written back into the tools you connect.
Is Toolza for an operation our size?
It is built for operations with several partners on terms, more than one legal entity, and money moving in USDT and wires.
That usually starts around $1M a year through performance channels and runs to about $100M. Below that, take the workspace and we will say honestly whether it is worth it yet.
How long does implementation actually take?
Two weeks from kickoff to live, and we do it — the day-by-day sequence is above. It is included in the $250. From then on every closed period is locked and every override is logged, which is what keeps the history retrievable in year three.