Shop software for fleets that fix their own trucks
Your shop runs. The paperwork keeps up on its own.
Gearboxed reads every supplier invoice the moment it lands in your inbox, keeps your parts and warranties in order, and shows you what each truck really costs. Built for fleets that do their own maintenance.
Nothing to install. Works with Geotab. In French and English.
1. Invoice received
UAP-48217.pdfExtracted3 lines · warranty detected on 1 part2. Inventory updated
Oil filter LF900918 in stock+6 received today3. Work order created
WO-0147 · Truck 12In progress1 h 32 · 2 parts · $583.844. Warranty flagged
Brake caliper REM-4412Under warranty+$182.455. Costs per truck
Cost / km$0.00
A day in the shop
Follow one invoice, from inbox to the day's costs
Here's what happens between the moment a supplier invoice lands in your inbox and the moment you know what the day cost, with nobody retyping a thing.
7:12 AM
The invoice lands
AI reads the invoice before your first coffee
A supplier invoice lands by email. Before anyone opens it, Gearboxed has already read every line: parts, quantities, prices, taxes and warranties. All you do is glance it over and approve.
- A clean PDF or a photo from the shop floor: read the same way
- Every line matched to the right part in your stock, and new parts created for you
- No retyping, no pile of invoices waiting
Without Gearboxed
10 minutes retyping every invoice
With Gearboxed
0 s to approve
Invoice review
ExtractedUAP-48217.pdf
- Oil filter LF9009× 6 · $218.94Matched
- Brake caliper REM-4412× 2 · $364.90Matched
- DEF fluid 9.46 L× 12 · $155.88New
3 lines · warranty detected on 1 part
7:15 AM
Inventory follows
Stock updates itself
Approve the invoice and it becomes stock: quantities, cost and value, all updated. When a part goes out on a work order, the count drops on its own. Nobody counts, and nothing is missed.
- See what's on the shelf, and know when to reorder before you run out
- Always know what your stock is worth, no month-end surprises
- Every part tracked: what went where, and onto which truck
Without Gearboxed
Counting stock by hand
With Gearboxed
0 typing, stock always right
Inventory
+6 received today- Oil filter LF900918 in stock
- Front pads MER-22104 in stock · reorder at 6
- Brake caliper REM-44122 in stock
Inventory value: $0,000
9:30 AM
A truck comes in
Every repair, tracked as it happens
A truck comes in for rear brakes. Parts, time and tasks all get noted as you work, right on a diagram of the truck. By the time the job is done, the cost is already worked out.
- Mark the parts and tasks right on a diagram of the truck, so anyone can see what was done
- Time each task and the labor cost adds up on its own
- Parts come straight from your stock, and the cost lands on the truck
Without Gearboxed
Desk work after every job
With Gearboxed
0 minutes of desk work, cost already there
WO-0147 · Truck 12
In progress- Replace rear-right caliper
- Inspect brake lines
9:47 AM
Warranty is watching
That part is still under warranty. Gearboxed knows.
The caliper you're about to replace went on 8 months ago, under a 12-month, 20,000 km warranty. Gearboxed read those terms off the original invoice and watches the mileage from Geotab. So instead of eating the cost, you send the supplier a claim.
- Warranty terms read off every invoice by AI: months, mileage, or both
- See at a glance whether a part is still covered, kept up to date as the truck runs
- Get an email before coverage runs out, and follow each claim through to the refund
Without Gearboxed
Warranties forgotten in a binder
With Gearboxed
$0.00 recovered on one part
Brake caliper REM-4412
Under warrantyInstalled 8 months ago · expires in 14,200 km
Terms read from invoice UAP-31882
Email alert 30 days before expiry
1:05 PM
“Which invoice was that on?”
Find any invoice in seconds
Type a part number, a supplier name, or a word like “credit”, and Gearboxed searches inside every invoice you've ever received, even old scanned ones. Each result shows you the exact line it found.
- Searches what's written inside each invoice, not just the file name
- Find it by part, supplier, or any word, however it's spelled, in French or English
- Works on scanned invoices and photos too
Without Gearboxed
Digging through boxes of old invoices
With Gearboxed
0.0 s to find it
UAP inc. · Mar 12, 2026
… 6 × oil filter LF9009 at unit price $36.49 …
Traction · Nov 8, 2025 · scanned PDF
… replaced filter LF9009, 12-month warranty …
4:40 PM
The day adds up
Real cost, truck by truck
Parts, labor and mileage all come together on their own, with nothing to add up by hand. By that evening, you know exactly what the day cost, truck by truck.
- See each truck's real cost per kilometre, worked out from its Geotab odometer
- Spend broken down by category, supplier and truck
- Build the dashboard you want, so everyone sees the numbers that matter to them
Without Gearboxed
An evening of month-end spreadsheets
With Gearboxed
0 hours, the costs are already there
Cost / km
$0.00
This month's spend
$0,000
Cost per truck · last 7 days
Truck 07 up 18%
Features
Everything it takes to run the shop
That was one invoice, one day. Here's everything else Gearboxed does for your shop.
Invoices & inventory
Invoices entered for you, stock always right.
Maintenance & vehicles
Every repair and warranty, truck by truck.
Insight & operations
Live dashboards, instant search, your whole team.
Why Gearboxed
The binder, the spreadsheet… or Gearboxed
Most shops still run on paper and Excel. Here's the difference, job by job.
| The job | Gearboxed | Paper + Excel |
|---|---|---|
| Invoice entry | Read by AI, straight from email | Retyped by hand |
| Parts inventory | Updated from every invoice | Counted by hand |
| Work orders | Parts, labor and a truck diagram | Paper pads |
| Warranties | Tracked, alerted, claimed | In a binder |
| Odometers | Synced from Geotab | Read by hand |
| Real cost per truck | Parts + labor, per truck | A rough guess |
| Dashboards | Live, built your way | Month-end guesswork |
| Finding an invoice | Search inside every one, even scanned | Boxes of archives |
| Suppliers | Matched automatically, any spelling | A stack of cards |
| Credits and returns | Reversed from the original invoice | Crossed out by hand |
| French and English | Fully bilingual, everywhere | No |
Pricing
Simple pricing that fits your fleet
Your price depends on your fleet size and how many invoices you handle. Tell us about your shop and we'll send back a clear quote, no pressure.
We reply within one business day, in French or English.
Frequently asked questions
What shops ask us
See Gearboxed on your own invoices
No need to be a computer person. Show us how your shop works and we'll show you Gearboxed running on your real invoices.
Book a demo