Data Entry Pro · for workshops using MechanicDesk
Automate supplier invoices and purchase orders in MechanicDesk
Data Entry Pro reads your supplier invoice PDFs and enters them into MechanicDesk for you: PO matching, receipting, back orders and direct bills, with the original PDF attached. You check every line before anything goes in.
Built and supported by Angelo Minchio, a solo developer in Australia. Data Entry Pro is independent and isn't affiliated with or endorsed by MechanicDesk.
1. Connect MechanicDesk once
Enter your Workshop ID and login in Settings, and pick your expense account and matching options.
1,100+
Invoices processed for workshops
To the cent
Lines checked against the invoice total
~5 sec
To enter a bill into MechanicDesk
0
Duplicate bills, even if you run it twice
One supplier invoice against a purchase order
The same job, done by hand and done with Data Entry Pro.
By hand in MechanicDesk
- Find the PO the invoice belongs to
- Compare every line against the invoice
- Fix the prices that changed
- Add lines the supplier added (and the freight)
- Work out part deliveries and back orders
- Receive the PO and create the bill
- Save and attach the PDF
With Data Entry Pro
- Drop the invoice PDF in
- Check the lines it read
- Press Process
It finds the PO from the number on the invoice, syncs prices, adds missing lines, handles back orders, receives the PO, creates the bill and attaches the PDF.
NEW: Smart Back Order Handling
Supplier only sent part of your order? No worries. When an invoice arrives with fewer items than your Purchase Order, our system automatically sets the correct receipt quantities for what was delivered and creates a back order PO in MechanicDesk for the remaining items. When the rest arrives on a second (or third) invoice, we automatically find the latest pending back order PO and continue from where you left off — no manual tracking needed.
NEW: Direct Bill Automation
Skip Purchase Order matching entirely. Upload your invoice PDF, our AI extracts all supplier details, dates, and every line item — then automatically creates a bill directly in MechanicDesk, complete with the original PDF attachment. Process single invoices or batch 50+ at once with live progress tracking.
MechanicDesk Automation Features — Built By Mechanics, For Mechanics
Australian-made invoice automation that understands your MechanicDesk workshop workflow
Smart Part Matching
Normalises part numbers (handles "DB-1365TSA" vs "DB1365TSA#"), matches core numbers, handles OCR errors (O to 0, I/l to 1), and prefix matching for truncated part numbers.
Intelligent Automation Modes
Full Automation when invoice matches PO, Price-Update-Only when incomplete, and prevents unwanted modifications to purchase orders.
Freight Standardisation
Detects freight using keywords (freight, shipping, delivery, postage, courier), standardises ALL freight to a unified part number for consistent tracking.
Pricing Intelligence
Discount detection and automatic unit price adjustment, GST conversion (inclusive to exclusive), price rounding, and unit price calculation from totals.
Inventory Protection
Blocks automation on already billed/processed POs, prevents accidental duplicate processing, and flags incomplete invoices for manual review.
Direct Bill Creation
Skip PO matching entirely — create bills directly from uploaded invoices with supplier details, line items, dates, and PDF attachment. All automated.
See exactly how each workflow works
Step by step, what ends up in MechanicDesk, and the settings that control it.
The MechanicDesk Automation Gap
MechanicDesk is the best workshop management system in Australia, but it doesn't automate supplier invoice processing. Every Repco, Burson, and supplier invoice still requires manual data entry — and that's where Data Entry Pro comes in.
Manual Data Entry Hell
Typing supplier invoice details into MechanicDesk one field at a time. Every. Single. Day.
Human Errors Cost Money
Wrong quantities, typos in part numbers, incorrect prices — mistakes add up to thousands in lost revenue.
We Built the Solution
MechanicDesk doesn't offer this feature — so we built it for Australian workshops.
How MechanicDesk Invoice Automation Works
Our AI reads your supplier invoices and automates MechanicDesk data entry. It works in the background while you get on with fixing cars.
Upload Your Invoice
Drop your supplier PDF invoice into our platform. Takes 5 seconds.
AI Extracts Everything
Review the extracted data in a clean table. Supplier, dates, every line item — confirmed instantly.
Hit Automate & Done
Click one button and our system creates the bill in MechanicDesk automatically. Go fix some cars.
Why Australian Workshops Choose Data Entry Pro
Hours Back Every Month
At around 5 minutes per invoice, 100 invoices is over 8 hours of typing. Upload, check, press Process.
Checked Before It Goes In
Every line is shown to you first, and safety checks stop the job rather than guess.
Secure & Private
Your MechanicDesk login is stored encrypted and only used for the jobs you run.
Works with Any Supplier
Repco, Burson, Autobarn — our AI reads them all.
Talk To The Person Who Built It
I'm a solo developer in Australia. Every support email comes straight to me.
Batch Processing
Process multiple invoices at once. Perfect for end-of-day or weekly processing.
Everything Data Entry Pro does
The full list, from reading the PDF to the finished bill in MechanicDesk. Works with Repco, Burson, HSY, JAS and any other supplier.
Reading your invoices
- Any supplier's PDF invoice, including scanned paper invoices
- Upload one invoice or a whole batch at once
- Supplier, invoice number, dates, PO number and every line read for you
- Part numbers cleaned up (spacing, dashes, scan mix-ups like O/0)
- Every line shown for you to check and edit before anything is entered
- Download the extracted data as a spreadsheet
Purchase orders
- Finds your PO from the number printed on the invoice, nothing to type
- Matches each invoice line to its PO line
- Updates PO prices to what the supplier actually charged
- Adds lines the supplier added, linked to your existing stock items
- Receives the PO and creates the bill linked to it
- Copies notes printed on the invoice onto the PO (optional)
Part deliveries & back orders
- Receives only what was delivered on a part delivery
- MechanicDesk creates the back order PO for the rest (e.g. 1844/1)
- Later invoices quoting the original PO go to the open back order
- Never edits a PO that has already been received
- Back Orders Off: only syncs prices on short invoices, no bill
Bills
- Direct bills straight from the invoice when there's no PO
- Supplier found in MechanicDesk, or created for you
- Reference, invoice date and due date filled in
- Your default expense account applied
- Invoice PDF attached to the bill (and the PO if you want)
- Finalise automatically, or leave In Progress to check first
Stock & part matching
- Lines matched to your existing stock items, so no duplicates
- Supplier part number matching for workshops that stock under their own or OE numbers
- Freight, postage and delivery charges booked to your FREIGHT item
- Parts you don't stock added as new stock items (optional)
Safety, account & support
- Processing the same invoice twice won't create a duplicate bill
- Safety checks stop the job rather than guess
- Live log of every step as it runs
- MechanicDesk login stored encrypted; 2FA supported with one-click re-authentication
- Usage dashboard and downloadable tax invoices for your subscription
- Support straight from the developer, here in Australia
Simple, Transparent Pricing
Choose the plan that fits your shop's volume. All plans include a 7-day trial with 10 free invoices — no credit card required.
Starter
Perfect for small shops
AUD inc. GST
200 invoices/month
- Automated invoice processing
- Direct Bill automation
- MechanicDesk integration
- PO matching automation
- Email support
- 7-day trial (10 invoices)
Professional
For growing businesses
AUD inc. GST
600 invoices/month
- Everything in Starter
- Priority processing
- Batch invoice processing
- Priority support
- Advanced analytics
- 7-day trial (10 invoices)
Enterprise
For high-volume shops
AUD inc. GST
1,000 invoices/month
- Everything in Professional
- Highest processing limit
- Dedicated support
- Custom integrations
- API access
- 7-day trial (10 invoices)
Already have an account?
By starting a trial, you agree to our and . All sales are final — no refunds.
MechanicDesk Automation FAQ
Common questions from Australian workshop owners about automating MechanicDesk invoice entry
How do I automate MechanicDesk invoices?
Upload your supplier PDF invoices to Data Entry Pro. Our system uses AI to extract all line items, part numbers, quantities, and prices — then automatically enters them into MechanicDesk, matches Purchase Orders, creates bills, and attaches the original PDF. You check every line before anything is entered.
Does MechanicDesk support invoice automation?
MechanicDesk is an excellent workshop management system but doesn't have built-in supplier invoice automation. Data Entry Pro fills this gap by connecting directly to your MechanicDesk account and automating the data entry that would otherwise take hours each week.
Which Australian suppliers does it work with?
Data Entry Pro works with every supplier — Burson Auto Parts, Repco, Autobarn, Cairns Diesel, Boltmasters, and any other supplier that sends PDF invoices. Our AI reads any invoice format, including scanned documents and multi-page PDFs.
How much time can MechanicDesk automation save?
If typing an invoice takes around 5 minutes, 100 invoices a month is over 8 hours of data entry. With Data Entry Pro you upload, check the lines and press Process. In our latest test on real invoices the AI read each one in about 19 seconds and entered the bill in about 5.
Is Data Entry Pro part of MechanicDesk?
No. Data Entry Pro is independently developed in Australia by a solo developer and isn't affiliated with or endorsed by MechanicDesk. It works inside your own MechanicDesk account using the login you give it, with nothing to install.
What about partial deliveries and back orders?
Our new Smart Back Order feature handles this automatically. When an invoice has fewer items than the PO, the system sets the correct receipt quantities, creates a back order PO in MechanicDesk for remaining items, and when the rest arrives later, automatically finds the pending back order PO.
Is my MechanicDesk data secure?
Yes. Your MechanicDesk credentials are encrypted with bank-level security. We're an Australian-made product with local data handling and support. Your invoice data is processed securely and never shared with third parties.
Can I try it before paying?
Absolutely. Every plan includes a 7-day free trial with 10 invoices — no credit card required. Process real invoices from your actual suppliers and see the results in your own MechanicDesk account before committing.
How does it handle GST on Australian invoices?
Data Entry Pro automatically detects whether prices are GST-inclusive or exclusive, converts between them as needed for MechanicDesk, and ensures your bill totals match the original invoice including the correct GST amount.
Get in Touch
Have a question or need a hand getting set up? I'm Angelo, a solo developer based in Australia, and I answer every message myself.
Email Support
admin@minchsolutions.auResponse Time
Within 24 hours during Australian business days
Ready to Automate Your MechanicDesk Invoice Entry?
Try it on your own supplier invoices. 10 invoices free, no card needed.
7-day trial (10 invoices) • No credit card required • Cancel anytime