AI-POWERED TICKETS

Modern Support for the Job Site

Your crews talk, text, call or email the Gearflow AI. It writes the ticket, finds the machine, asks for what's missing, starts the right requests, and keeps the field posted until the need is met.

Schedule Demo

REPORT NEEDS THE WAY THE FIELD WORKS

No forms. No app training. Just say what's wrong.

Talk it through, and watch the ticket fill in

Tap the mic in Gearflow and describe the problem. The AI listens, looks up your jobs, machines and people, and fills in the ticket while you talk. Typing works too.

Text a photo to one number

Send a text or a picture of the problem. Gearflow reads the photo, writes the ticket, and texts back a confirmation. Texts sent close together stay on the same ticket. Text "new" to start another.

Call, and the AI picks up

The Gearflow AI answers, asks the questions a fleet coordinator would ask, and files the ticket before you hang up. It reads back what it filed so you know it's right.

Email a form, or scan a QR code

Forward an email or a failed inspection PDF and Gearflow reads it. Post a QR code on the job trailer so anyone on site, even a sub, can open a ticket without a login.

G
New ticketListening…
“The 336 on the Hwy 9 job is dumping hydraulic fluid off the boom. It's down.”
UnitEX-214 · CAT 336
JobHwy 9 Widening
RequestMaintenance · hose repair
UrgencyMachine down
Ticket #4821 created
G
GearflowText message
Today 6:42 AM
Sending photo…
336 on hwy 9 blowing fluid from this hose. need it fixed asap
Two CAT 336s are on Hwy 9. Which one?EX-214EX-219
214
Ticket #4821 createdHose leak · EX-214 · Machine downView ticket
G
Gearflow AIOn a call · 01:12
G

Gearflow Intake

Live
Gearflow: I have a hose leak on EX-214 at Hwy 9. Is the machine down?
You: Yeah, it's down. Big hose on the boom, driver's side.
Gearflow: Got it. Ticket 4821 is filed. I'm texting you the link now.
Ticket #4821 filed · link texted
G
Inboxrequests@ridgeline
From: Luis M. (mechanic)Subject: Failed inspection – EX-219

Pre-shift inspection attached.

Daily_Inspection_EX219.pdf
Reading the PDF…
Track tension out of spec
Cab light not working
Filed ticket #4822 with 2 maintenance items for EX-219.

A COMPLETE TICKET ON THE FIRST TRY

The AI does the paperwork the field never has time for

Writes the ticket from words, photos and PDFs

Gearflow turns a rushed text or a blurry photo into a clear title, details, job and requester. It reads "machine down" or "on the side of the road" and sets the urgency, so the shop sees what to handle first.

Finds the right machine

Gearflow matches the unit by number, make, model, serial or job. When it isn't sure, it asks for a one-tap confirm instead of guessing.

Asks for what's missing, up front

Gearflow spots the gaps and asks the person who reported it, on the same channel they used. The ticket is ready for action before the shop opens it, without a second phone call.

Starts every request the need calls for

One report can need a repair, parts and a stand-in machine. Gearflow proposes each one, across maintenance, parts, equipment, mobilizations and materials, and never proposes a request the ticket already has.

#4821 · New ticketAI writing…

Hydraulic hose leak on boom

Machine downFrom text + photo
DetailsHose on the driver's-side boom is spraying fluid. Unit parked, not safe to run.AI
JobHwy 9 Widening
RequesterMarco Ruiz · Foreman
Built from Marco's text and photo
#4821 · Hwy 9 WideningOpen

Hydraulic hose leak on boom

Searching units on Hwy 9…
EX-219 CAT 336 · 2017✕ wrong serial
EX-214 CAT 336 · 2019Match · make + job + photo
LD-102 CAT 950 loader✕ not a 336
Unit
EX-214 · 2019 CAT 336
Is this the right machine?Confirm ConfirmedChange
#4821 · Hwy 9 WideningOpen

Hydraulic hose leak on boom

Unit number
Machine location
Hose part number Missing5I-8670
Do you have the hose part number? A photo of the tag works.
5I-8670
Ready for the shop. No follow-up call needed.
#4821 · Hwy 9 Widening3 needs found

Hydraulic hose leak on boom

MaintenanceReplace boom hydraulic hose
ProposedApproved
PartsHose assembly + fittings
ProposedApproved
EquipmentRental excavator, 3 days
ProposedApproved
Approve all 3 Sent to vendors

STAY IN THE LOOP WITHOUT CHASING ANYONE

The field always knows where their need stands

A confirmation in seconds

Every text, call or voicemail gets a reply with a summary, a ticket number and a link. Reply to the same thread to add details or photos, and Gearflow adds them to the right ticket.

Check status from one link, no login

The ticket link shows the status of each request, including the parts on order. Foremen, operators and subs can check it without an account.

Updates come to them

As the work moves, Gearflow sends updates by text, email or in the app. A person who texted a ticket in gets texts about that ticket only, so their phone doesn't fill up.

Closes itself when the need is met

Once a request starts, the ticket moves to In progress. When every request on it is done, Gearflow closes the ticket. No one has to remember to clean up.

G
GearflowText message
336 on hwy 9 blowing fluid. need it fixed asap
Ticket #4821 createdHose leak · EX-214 · Machine downView ticketReplied in 2 seconds
also the bucket teeth are shot while you're at it
Added to #4821: Bucket teeth (parts)
🔒 gearflow.com/t/4821
Hydraulic hose leak on EX-214OpenIn progress
Reported
In progress
Done
EquipmentRental excavator
OrderedOn site
PartsHose assembly
OrderedDelivered
MaintenanceHolt CAT tech
ScheduledOn the way
Updates live · no login needed
12:35
Wednesday · Hwy 9
G
Gearflow · #4821Holt CAT tech is on the way to EX-214.
12:35
G
Gearflow · #4821Hose assembly delivered to the job trailer.
11:20
G
Gearflow · #4821Rental excavator is on site at Hwy 9.
9:15
#4821 · Hwy 9 WideningIn progressDone

Hydraulic hose leak on boom

EquipmentRental excavator returned
In progressComplete
PartsHydraulic hose assembly
In progressComplete
MaintenanceReplace boom hydraulic hose
In progressComplete
Every request is done. Gearflow closed #4821 and texted Marco.
Closed

PLANS CHANGE ON THE JOB SITE

Keep talking. Gearflow keeps the ticket current.

Change plans in plain words

“Push it to Friday.” “Cancel the Tuesday move.” Gearflow reads new texts, emails and photos and updates the ticket and its requests to match.

Every call, summarized

Call the field or a dealer from the ticket. Gearflow posts a short summary with the transcript, so the next person has the full story without another call.

Works in your crew's language

Text or talk in Spanish or another language. Gearflow answers in that language and keeps the record in English for the shop.

Your team stays in control

The AI never overwrites a change a person made. When new information disagrees, Gearflow shows a suggestion and your team decides.

#4790 · Riverside Pump StationScheduled

Move skid steer SS-08 to Riverside

JT
Jaime T. · text“Push the skid steer move to Friday, pour got moved.”
Updating the move…
MobilizationSS-08 → Riverside · Wed Fri 6:00 AM
Moved Wed → Fri. Hauler and site notified.
#4790 · Riverside Pump StationScheduled

Move skid steer SS-08 to Riverside

☎
Dana (shop) ↔ JaimeCall in progress · 3:58Call ended · 4:12
Summarizing…✦ Call summary
  • Haul SS-08 Friday at 6 AM
  • Use the lowboy from the yard
  • Jaime will have the gate open
📄 Transcript attached
G
Luis M.Mechanic · text
La compuerta está cerrada con candado, el código es 4417.
Translated from Spanish“The gate is padlocked, the code is 4417.”
Gate code saved to move #4790
Gracias, Luis. Guardé el código 4417 en el traslado del viernes.
Reply sent in Spanish · record kept in English
#4790 · Riverside Pump StationScheduled

Move skid steer SS-08 to Riverside

Delivery
6:00 AM🔒 Set by Dana
JT
Jaime T. · text“We won't be on site til around 7.”
Gearflow won't overwrite Dana's entry.
Suggest 7:00 AM?ApplyDismiss
One ticket, start to finish

A foreman sends one photo. Here's what happens next.

  1. Marco texts a photo of his parts list
  2. Gearflow reads it and confirms the machine
  3. A complete ticket is filed
  4. The office sources it all from one place
  5. The field is kept posted
  6. Done, and closed
Click the step again to resume
G
GearflowText message
6:42 AM
Parts needed · Hwy 9
Unit 336
1. boom hyd hose (drvr side)
2. o-rings x4
3. bucket teeth x5
need these asap, 336 is down
Marco keeps using the paper form his crew already fills out. He just texts a photo.
G
GearflowText message
I read 3 parts: boom hydraulic hose ×1, o-rings ×4, bucket teeth ×5.
Two CAT 336s are on Hwy 9. EX-214 or EX-219?
214
Created in Ridgeline Civil: Hydraulic hose leak on EX-214, machine down (#4821). View ticket
Gearflow reads the handwriting, asks one question, and confirms the ticket.
#4821 · Hwy 9 WideningOpen

Hydraulic hose leak on boom

Machine downFrom photo of paper form
UnitEX-214 · 2019 CAT 336 Confirmed
MaintenanceReplace boom hydraulic hose
Proposed
Parts3 lines from the paper form
Proposed
EquipmentRental excavator, 3 days
Proposed
MobilizationHaul rental to Hwy 9
Proposed
The ticket arrives complete: machine, urgency, requester and the requests to approve.
#4821 · SourcingIn progress

Get EX-214 back to work

TechnicianHolt CAT field tech · Today 1 PM
Booked
PartsHose, o-rings, bucket tips · $1,050
Ordered
ReplacementRental excavator · Summit Rentals, 3 days
Reserved
FreightLowboy haul to Hwy 9 · 9:00 AM
Scheduled
From the ticket, the office books the technician, orders the parts, rents a stand-in machine and schedules the haul. One place, no phone tag.
G
GearflowText message
#4821: Lowboy is on the way with the rental. ETA 9:00 AM.
#4821: Rental excavator is on site at Hwy 9.
#4821: Hose, o-rings and bucket tips delivered to the job trailer.
#4821: Holt CAT tech is on the way to EX-214. ETA 1:00 PM.
👍
Marco gets a text as each piece lands, and sees all of it from one link.
#4821 · Hwy 9 WideningDone

Hydraulic hose leak on boom

MaintenanceReplace boom hydraulic hose
Complete
PartsHose assembly, o-rings, bucket tips
Delivered
EquipmentRental excavator
Returned
MobilizationHaul rental to Hwy 9
Delivered
#4821 is done. EX-214 is back to work. Thanks, Marco.
By 4:30 PM every request is done, so Gearflow closes the ticket and tells Marco.

“I'm the only mechanic for my area, and I have the biggest area in the company. Gearflow takes a huge load off my shoulders. It's not complex in any way, saves a bunch of time, and keeps me moving to the next project.”

Kristian Crews, Field Technician, Ajax Paving of Florida

FAQ

Common questions about AI-powered tickets

Does my crew need to download an app?

No. Crews can text, call or email Gearflow, or scan a QR code. The app adds voice intake for people who use it every day.

What if the AI gets the machine wrong?

When Gearflow isn't sure, it marks the unit unconfirmed and asks for a one-tap confirm. Anyone on your team can change it, and the AI won't change it back.

Can subcontractors or people outside our company report needs?

Yes. Anyone with the number, email address or QR code can report a need, and they track it from the ticket link without a login.

What kinds of needs can a ticket handle?

Repairs and maintenance, parts, rental or owned equipment, machine moves and materials. One ticket can hold several requests for one need.

Does it work in Spanish?

Yes. Gearflow replies in the language the person uses and stores the ticket in English for your shop and fleet team.

Parts

Learn more

Equipment

Learn more

Mobilizations

Learn more

Maintenance

Learn more

The Fleet Forum Monthly Newsletter
Products
PartsEquipmentMobilizationsMaintenance
Who we serve
Job siteFleet operationsFleet managementVendorsIntegrations
Company
AboutBlogVideosContactDocumentationDevelopersCareers
Legal
PrivacyTerms & Conditions

Copyright © 2026 Gearflow, Inc. All rights reserved.