For companies that run their own trucks and their own garage
The AI action system for heavy-vehicle garages
Gearboxed reads every supplier document the moment it arrives, keeps your parts, warranties and work orders straight, and tells you what each truck really costs. The office work runs itself.
Nothing to install. We set it up with you. Works with Geotab. In French and English.
1. Document 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 · Vehicle 12In progress1 h 32 · 2 parts · $583.844. Warranty flagged
Brake caliper REM-4412Under warranty+$182.455. Costs per vehicle
Cost / km$0.00
A day in the shop
Follow one document, from inbox to the day's costs
Here's what happens between the moment a supplier document lands in your inbox and the moment you know what the day cost, with nobody retyping a thing.
7:12 AM
The document lands
AI sorts and reads it before your first coffee
A supplier document lands by email, invoice, credit note, quote or work order. Before anyone opens it, Gearboxed already knows what it is and has 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 paperwork waiting
Without Gearboxed
10 minutes retyping every document
With Gearboxed
0 s to approve
Document 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
Illustration
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 vehicle
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
Illustration
9:30 AM
A vehicle comes in
Every repair, tracked as it happens
A vehicle comes in for rear brakes. Parts, time and tasks all get noted as you work, right on a diagram of the vehicle. By the time the job is done, the cost is already worked out.
- Mark the parts and tasks right on a diagram of the vehicle, 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 vehicle
Without Gearboxed
Desk work after every job
With Gearboxed
0 minutes of desk work, cost already there
WO-0147 · Vehicle 12
In progress- Replace rear-right caliper
- Inspect brake lines
Illustration
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 document by AI: months, mileage, or both
- See at a glance whether a part is still covered, kept up to date as the vehicle 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
Illustration
1:05 PM
"Which invoice was that on?"
The part remembers which invoice it came from
Open the part and its whole history is there: every purchase, the date, the supplier, what you paid. Click any line and the original document opens. No box of archives, no guessing which folder it went in.
- Every purchase of a part, with the supplier and the price you paid that day
- One click from a line back to the document it came from, warranty terms and all
- Filter your whole document list by type, supplier, status or date
Without Gearboxed
Digging through boxes of old invoices
With Gearboxed
One click from the part
UAP inc. · Mar 12, 2026
6 × $36.49UAP-48217.pdf
Traction · Nov 8, 2025
4 × $34.90 · 12-month warrantyTRACTION-31882.pdf
Illustration
4:40 PM
The day adds up
Real cost, vehicle by vehicle
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, vehicle by vehicle.
- See each vehicle's real cost per kilometre, worked out from its Geotab odometer
- Spend broken down by category, supplier and vehicle
- 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 vehicle · last 7 days
Vehicle 07 up 18%
Illustration
Features
Everything it takes to run the shop
That was one document, one day. Here's everything else Gearboxed does for your shop.
Documents & inventory
Documents entered for you, stock always right.
Maintenance & vehicles
Every repair and warranty, vehicle by vehicle.
Insight & operations
Live dashboards, every document filed, 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 |
|---|---|---|
| Document 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 vehicle diagram | Paper pads |
| Warranties | Tracked, alerted, claimed | In a binder |
| Odometers | Synced from Geotab | Read by hand |
| Real cost per vehicle | Parts + labor, per vehicle | A rough guess |
| Dashboards | Live, built your way | Month-end guesswork |
| Finding a document | Filed, filterable, linked to the part | 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 |
| Getting set up | We set it up with you, free | You're on your own |
| Getting better over time | Free updates forever | It doesn't |
| Something specific to your shop | We build it into the product | Another spreadsheet |
Pricing
One base price. No seats, no per-truck fees.
$299 a month per garage to start. Unlimited vehicles and unlimited team members, so the price doesn't climb when you hire someone or add a truck. AI document reading is billed separately, on what you actually process.
- Free updates forever
- Unlimited vehicles and unlimited team members
- Free onboarding and setup, done with you
Need something specific to your garage? We build it and quote it once.
We reply within one business day, in French or English.
Frequently asked questions
What shops ask us
See Gearboxed on your own documents
No need to be a computer person. Show us how your shop works and we'll show you Gearboxed running on your real documents.
Book a demoNo commitment and no credit card. We reply within one business day.