Insight & operations
Document library
Every document you've received, filed and one click from the part.
Paper goes missing. A document in Gearboxed does not. Everything your suppliers send lands in one list you can narrow to exactly what you're after, and every line that was read off it stays attached to the part it bought. So the question is rarely "where is that invoice", it's "what did we pay for this part", and the answer is on the part itself, with the original document one click away.
One list, narrowed to what you need
Filter by type
Invoices, credit notes, quotes and external work orders, on their own or together.
Filter by status
Pending, processed, rejected or archived, so the review queue never mixes with the history.
Filter by who sent it
Narrow to one supplier's sender address, or to the mailbox it came through.
Filter by date, sort by date
Pick a range, order newest or oldest first, and page through what's left.
Tied to the parts it paid for
Every purchase on the part
Open a part and see each purchase in order: date, supplier, quantity and the unit cost you actually paid.
One click back to the document
Each purchase names the document it came from and opens it, so the proof is never more than a click away.
Warranty rides along
The terms read off that line stay on the part, so a claim starts from the record instead of a search.
Credits point at their invoice
A credit note cites the invoice it reverses, so a return is a thread you can follow, not two loose papers.
Nothing to file
It files itself
Pulled from your inbox or uploaded by hand, every document is dated, typed and stored without anyone naming a folder.
No tags to keep up
There is no filing system to maintain, because the type, the supplier and the date come off the document itself.
The original is always there
The PDF or photo you received is kept as it arrived, alongside everything the AI read off it.
How it works
- 1
Documents arrive
Pulled from a connected inbox or uploaded by hand, each one is typed, dated and filed on its own.
- 2
Lines attach to parts
As you approve, every line lands on the part it bought, carrying its price and its warranty.
- 3
You follow the thread
Narrow the list to what you're after, or start from the part and open the document behind any purchase.
What did we pay, to whom, and where's the proof? You answer it from the part, not from a filing cabinet.