Invoices & inventory
Parts inventory
Stock that always matches the shelf.
An inventory is only worth keeping if the screen matches the shelf. Gearboxed keeps the two locked together: stock arrives from your approved invoices or a quick manual entry, gets set aside for planned jobs and used up as work orders move, and every change is recorded. The count, the value and the price history you see are always the real numbers, never a month-end guess.
Stock you can trust
Live quantity on hand
Every part shows what's in stock right now, with reorder alerts and out-of-stock flags so nothing runs dry mid-job.
Available vs reserved
Parts promised to planned work orders are held back, so the count you see is what you can actually use today.
Search and filter
Find any part by name, category or supplier, and filter to just what's low or out.
Value at a glance
Total inventory value is always current: unit cost times what's on the shelf.
The full story of every part
A complete history
Open any part to see every purchase, use and adjustment: date, supplier, quantity and unit cost, line by line.
Back to the invoice
Each purchase links to the invoice it came from, so a price or a warranty is one click away.
What it costs you
See lifetime spend, the lowest and highest price you've paid, and how many suppliers carry it.
Which suppliers carry it
A part bought from several vendors shows them all, with the price history for each.
Add stock your way
Add a part in one form
Name it, pick a category, and enter opening stock if you have it. Done.
Log a purchase
Record a stock buy with supplier, quantity and unit cost, and attach the PDF invoice as proof.
Adjust with a reason
Correct a count for damage, waste, shrink or an audit: every adjustment is signed and kept on record.
Nothing off the books
Manual or from an invoice, every change is written down, so the numbers always add up.
Fed by your invoices
Parts appear as you buy them
Approve an invoice and its parts are matched to your inventory or created on the spot.
Costs update themselves
Each approved line updates stock, average cost and value, with no double entry.
Learns your catalog
Spellings from past invoices mean the same part is recognized next time, however it's written.
How it works
- 1
Stock arrives
Parts land in inventory from an approved invoice, or you add them by hand in one form.
- 2
It's tracked as you work
Reserved for planned jobs, used when work starts, adjusted when you count: every move is logged.
- 3
You always know where you stand
On-hand, available, value and full history are one click away, for every part.
The payoff: no surprise shortages, no guessing what your stock is worth, and a full price history the day you need to push back on a bill.