What is Data Entry Pro?

Data Entry Pro is an independent, Australian-made invoice and purchase order automation tool for Australian auto repair workshops. It reads supplier PDF invoices using AI, extracts line items, and automatically creates bills or matches purchase orders in MechanicDesk.

How does the invoice automation work?

Upload your supplier PDF invoice, our AI extracts all data (supplier, dates, line items, prices), you review and confirm, then click Automate. The system logs into MechanicDesk and creates the bill automatically.

Which suppliers does it work with?

Data Entry Pro works with any supplier invoice in PDF format including Repco, Burson, Autobarn, and all other auto parts suppliers used in Australian workshops.

Is there a free trial?

Yes, all plans include a 7-day free trial with 10 invoices. No credit card required to start.

How much does Data Entry Pro cost?

Plans start at $79/month for 200 invoices (Starter), $149/month for 600 invoices (Professional), and $249/month for 1,000 invoices (Enterprise). All prices in AUD.

Data Entry Pro

Data Entry Pro feature

HomeFeatures

Receipting parts into MechanicDesk from the invoice

Receiving stock is where your inventory numbers come from. If the quantities or cost prices are wrong at receipt, every quote and stock count after that is off. Data Entry Pro receives parts straight from what the supplier actually invoiced.

Why it's a pain to do by hand

Receipting by hand means reading quantities and prices off the invoice and keying them against the PO. It's easy to receive the ordered quantity instead of the delivered one, or keep an old cost price that's since gone up.

How Data Entry Pro does it

1
Upload the invoice with PO Match. Data Entry Pro matches each line to the PO.
2
Cost prices on the PO are updated to the invoiced prices before anything is received.
3
Quantities are received as delivered. On a part delivery the rest goes to a back order (with Back Orders On).
4
The PO is received in MechanicDesk, which updates your stock, and the bill is created against it.

What ends up in MechanicDesk

Delivered quantities, not ordered quantities
Latest cost prices from the invoice
Stock updated by MechanicDesk on receipt
Bill created and linked
Part deliveries go to a back order

Data Entry Pro review screen showing extracted invoice lines and the PO Match and Direct Bill options — After upload you see every extracted line, and choose PO Match or Direct Bill before anything touches MechanicDesk.

The settings that control it

Back Orders On/Off

Receive part deliveries and back order the rest, or only sync prices when an invoice is short.

Finalize On/Off

Finalise the bill, or leave it In Progress for review.

Frequently asked questions

Does it update my stock levels?

Receiving the PO in MechanicDesk is what updates stock, and Data Entry Pro does that receipt for you with the delivered quantities.

What if the price has changed since I ordered?

The PO's cost prices are updated to what the supplier invoiced before the PO is received, so your costs stay current.

Can I check before it's final?

Yes. With Finalize off, the bill is left In Progress so you can look over it in MechanicDesk.

Related workflows

Back order automation

When a supplier only sends part of your order, Data Entry Pro receives what arrived, lets MechanicDesk create the back order PO, and sends the next invoice to the open back order automatically.

Purchase order automation

Automate MechanicDesk purchase orders: Data Entry Pro reads the PO number off the supplier invoice, matches every line, updates prices, receives the PO and creates the bill with the PDF attached.

Supplier invoice matching

How Data Entry Pro matches supplier invoice lines to your MechanicDesk stock and PO lines, including supplier part numbers, formatting differences and freight, without creating duplicate items.

Ready to stop keying invoices?

7-day free trial. 10 invoices on us. No credit card required.