Documents & inventory
AI document extraction
Your documents, sorted and entered before you open them.
Supplier paperwork is where the hours quietly disappear: retyping part numbers, chasing prices, catching the warranty buried in the fine print, checking whether the invoice matches the quote. Connect your inbox, drop in a PDF, or snap a photo, and Gearboxed reads the whole thing: it recognizes invoices, credit notes, quotes and work orders on its own, then pulls every line item, quantity, price and tax off all four, in English or French. What used to be an evening of filing becomes a thirty-second review.
Documents arrive on their own
Connect your inboxes
Link a Gmail account in one click, with no password to store, or connect any other email account, and pull from several inboxes at once.
Only the senders you choose
Whitelist your suppliers per inbox so nothing else gets read, or open it up to every sender when you'd rather catch them all.
Never read twice
Gearboxed remembers the last document it pulled from each inbox and only picks up what's new.
Backfill years at once
Point a connection at an older date to sweep in a supplier's whole back-catalog of documents.
Sorted by type, then read and understood
Recognized the moment it arrives
Invoices, credit notes, quotes and work orders are told apart automatically, so each one gets handled the right way.
The whole document, not just the total
Every line is read for you: description, part number, quantity, unit price and total, plus the supplier's details and the document header.
Every tax kept separate
GST, QST, PST, HST, each tax is pulled out on its own and never lumped together, so your books stay exact.
Warranties out of the fine print
Warranty terms written on a line are captured and tracked against the part, so a covered repair never gets paid for twice.
Matched to the parts you already stock
Tied to your inventory
Each line is matched to the right part by name, part number, or a spelling it picked up from a past document.
It learns each supplier's numbers
A supplier's own part numbering is remembered, so the same part maps to the same line every time.
New parts created on the spot
Parts and suppliers it hasn't seen are created automatically, with a category the AI suggests from the description.
Smarter with every document
Each new spelling is remembered, so "Ball Joint Assy" and "Ball Joint Assembly" land on one part.
Reviewed in seconds, not an evening
A filled-in draft, not a blank form
Open a queue of ready drafts, glance them over, fix anything that needs it, and approve.
One click into inventory and your books
Approving writes the purchase receipts and updates stock, average cost and inventory value in one move.
Returns and credits too
Flag an invoice as a credit and it reverses the quantities and cost when you approve it.
Quotes and outside work, costed too
A quote is read line by line, so you can see whether the invoice that follows matches what you were quoted. An external work order books its cost against the vehicle, same as work done in your own shop.
How it works
- 1
Connect an inbox, or upload
Link your email once and choose which suppliers to read, or upload a PDF or photo by hand whenever you like. Gearboxed sorts out what kind of document it is on its own.
- 2
The AI reads and matches
Every line, tax and warranty is read and matched to your parts and suppliers in seconds.
- 3
You review and approve
Check the draft, correct anything, and approve. It lands in your inventory and your books, and it's searchable from then on.
The result: your parts, costs and warranties stay current without anyone retyping a single line, and every document is filed against the parts it paid for the moment it is in.