Invoices & inventory
AI invoice extraction
Your invoices, entered before you open them.
Supplier invoices are where the hours quietly disappear, retyping part numbers, chasing prices, catching the warranty buried in the fine print. Connect your inbox, drop in a PDF, or snap a photo, and Gearboxed reads the whole thing: every line item, quantity, price and tax, in English or French, matched to the parts you already stock. What used to be an evening of data entry becomes a thirty-second review.
Invoices 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 invoice 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 invoices.
Every line, read and understood
The whole invoice, 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 invoice 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.
It shows its work
Every figure links back to the exact spot on the PDF, so you can verify a number without hunting for it.
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 invoice.
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 invoice
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.
Nothing is ever lost
Reject and re-approve without losing the trail; if the AI can't read a scan, it falls back to manual entry.
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.
- 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 invoice is searchable the moment it is in.