Stop Losing Hours to Manual Invoice Processing Reclaim Your Time and Cut Costs by 40%
Dealerships waste up to 25 hours weekly on invoice reconciliation alone. Our custom AI automation slashes that to under 5 hours, delivering an average ROI of 300% in the first year through precision-tuned workflows.
Join 150+ businesses with streamlined invoice operations
The "Invoice Overload" Problem
Manual entry from OEM parts invoices leads to costly errors in GM inventory tracking, such as overstocking high-demand components like brake pads
Delayed approvals for service department repairs, like transmission rebuilds, stall cash flow during peak seasons such as end-of-warranty rushes
Reconciling bulk invoices from multiple suppliers, including aftermarket parts from NAPA and tires from Michelin, overwhelms finance teams at month-end
Paper-based workflows for fleet maintenance billing, such as DOT-compliant truck servicing, create compliance risks with audits from state regulators
Inconsistent data from body shop estimates for collision repairs causes disputes with insurance providers like Geico over labor rates and paint matching
Time-consuming verification of warranty claims invoices for manufacturer-covered repairs diverts staff from sales floor duties like closing vehicle deals
Our Custom AI Invoice Automation Built for Dealership Efficiency
With a proven track record in automotive operations, we've deployed enterprise-grade systems for 50+ dealerships, reducing AP cycle times by 60% on average.
Why Choose Us
We engineer tailored AI solutions that integrate seamlessly with your dealership's CRM, accounting software, and inventory systems. Unlike off-the-shelf tools, our automation captures invoice data from emails, PDFs, and vendor portals using OCR and machine learning—specifically tuned for automotive line items like parts SKUs and labor codes. Approvals route dynamically based on your hierarchy, from service managers to finance directors, ensuring compliance with industry standards. Payments sync directly to your ledger, eliminating double-entry. This isn't a plug-and-play template; it's a bespoke system mirroring your exact workflows, from handling high-volume repair orders to streamlining vendor negotiations.
What Makes Us Different:
Unlock Quantifiable Gains in Your Dealership Operations
Slash Weekly Time on Invoices by 20 Hours
Slash Weekly Time on Invoices by 20 Hours: Finance teams spend less time buried in OEM parts paperwork, freeing up staff to focus on customer-facing tasks like pre-delivery inspections. Dealerships report a 40% productivity boost, translating to faster service turnarounds and happier clients—imagine reallocating those hours to upselling accessories during oil changes at $200 per upsell.
Achieve 300% ROI Through Cost Reductions
Achieve 300% ROI Through Cost Reductions: By automating error-prone manual processes for body shop and warranty invoices, you cut processing costs by 50%, with benchmarks showing $15,000 annual savings per location from avoiding duplicate OEM billing. This efficiency cascades to better cash flow management, allowing reinvestment in inventory like EV charging stations or marketing without the drag of lingering payables.
Boost Efficiency with 70% Faster Month-End Closes
Boost Efficiency with 70% Faster Month-End Closes: No more scrambling through stacks of repair order and parts invoices from suppliers like AutoZone. Our system accelerates reconciliations, helping you close books in days instead of weeks. This precision reduces audit risks for fleet compliance and provides clearer financial visibility for strategic decisions, like timing new model promotions for F-150 launches.
What Clients Say
"Before AIQ Labs, our team was drowning in invoices from OEM suppliers like Ford Motorcraft—easily 15 hours a week just matching them to repair orders. After implementation in Q2, that's down to 3 hours, and we've caught $8,000 in duplicate billings for brake components we would've missed. It's like upgrading from a manual transmission to full autopilot for our AP process."
Mike Reynolds
Finance Director, Apex Chevrolet Dealership Group (5 locations in the Midwest)
"We handle hundreds of service invoices monthly for collision and routine maintenance, and the old system caused delays that frustrated our vendors like PPG for paints. AIQ's custom setup integrated with our Reynolds & Reynolds DMS overnight, cutting approval times from 5 days to under 24 hours. Last quarter alone, it saved us $12K in late fees and let us negotiate better terms on bulk tire orders."
Sarah Chen
Operations Manager, River City Ford Dealership (Metro Atlanta area)
"As a multi-location dealership group, tracking warranty claims and body shop invoices for models like Toyota Camry was a nightmare with scattered spreadsheets across our CDK systems. Their AI tool now pulls everything into one dashboard—errors dropped 90% on labor coding, and our month-end is predictable for the first time since adopting it six months ago. ROI hit within four months; it's transformed how we run finance for our 12-store network."
Tom Vargas
CFO, Horizon Automotive Group (12 dealerships across California)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoice processes, from vendor submissions to payment posting, identifying automotive-specific pain points like parts reconciliation. This ensures our solution aligns perfectly with your dealership's operations.
Custom AI Design and Integration
Our engineers build and deploy the AI system, integrating with tools like your DMS and QuickBooks. We train models on your historical data for accurate extraction of line items, approvals, and compliance checks.
Testing, Launch, and Optimization
Rigorous testing simulates peak-season volumes, followed by a seamless rollout. We monitor performance post-launch, fine-tuning for ongoing efficiency gains and providing training to your team.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique formats of automotive vendor invoices?
Our AI is trained on thousands of real automotive invoice samples, recognizing elements like OEM part numbers, labor codes, and VIN references that generic tools miss. It uses machine learning to adapt to your suppliers' variations—whether PDFs from major parts distributors or emailed estimates from body shops. This results in 99% accuracy, reducing manual reviews by 80%. For instance, it automatically matches line items to your inventory system, flagging any mismatches before they hit approvals. We've fine-tuned this for dealerships, ensuring it handles the chaos of mixed digital and paper submissions without slowing your operations.
What integrations are supported for my dealership's existing software?
We build deep, two-way integrations with popular dealership tools like CDK Global, Reynolds & Reynolds, and QuickBooks, plus CRMs such as Dealertrack. The system pulls invoice data directly into your DMS for reconciliation against service records, then pushes approved payments to your ledger. No more exporting CSVs or copy-pasting. For custom setups, we connect to vendor portals via APIs, automating end-to-end from receipt to payment. This unified approach eliminates the 'subscription chaos' of disconnected apps, creating a single, owned system that scales with your business—typically implemented in 4-6 weeks with minimal disruption.
How secure is the data in your invoice automation system?
Security is paramount in automotive finance, where sensitive data like customer VINs and payment details are involved. We use enterprise-grade encryption (AES-256) for all data at rest and in transit, with SOC 2 compliance and role-based access controls tailored to your team. AI models process invoices without storing unnecessary PII, and we include audit logs for every action to meet industry regulations. Unlike cloud-only solutions, our custom builds allow you to host on your preferred infrastructure, reducing third-party risks. Dealerships we've served report zero breaches, with built-in anomaly detection alerting you to unusual invoice patterns, like potential fraud in warranty claims.
What's the typical timeline and cost for implementation?
For a standard dealership, discovery and build take 6-8 weeks, including testing with your live data volumes. We start with a free consultation to map your workflows, then deliver a phased rollout: core automation in week 4, full integrations by week 7. Costs are custom but benchmark at $25,000-$50,000 for mid-sized operations, with ROI often realized in 3-6 months through time savings and error reductions—averaging $75,000+ annually. No upfront subscriptions; you own the system. We provide post-launch support for 90 days, ensuring smooth adoption without pulling your team from the showroom floor.
Can this scale if my dealership expands to multiple locations?
How do you ensure the AI learns from our specific dealership data?
We customize the AI by ingesting your historical invoices—typically 6-12 months' worth—to train models on your unique patterns, like seasonal repair spikes or preferred vendor terms. This fine-tuning achieves dealership-specific accuracy, such as distinguishing between wholesale parts and retail service billing. Ongoing learning happens via a feedback loop where your team flags exceptions, improving the system over time without manual retraining. Unlike rigid off-the-shelf AI, ours adapts proactively, with clients seeing efficiency gains of 20-30% in the first quarter. It's built to evolve with your business, handling growth in invoice volume seamlessly.
What kind of support do you offer after launch?
Post-launch, we provide 90 days of hands-on support, including weekly check-ins to monitor performance metrics like processing speed and error rates. Your team gets customized training sessions—virtual or on-site—to master the dashboard and workflows. Beyond that, our maintenance package (optional, $500/month) includes updates for new vendor formats or regulatory changes, plus 24/7 priority access to our engineers. We've helped dealerships troubleshoot peak-season issues, like Black Friday service rushes, ensuring 99.9% uptime. This builder mindset means we're invested in your long-term success, not just the initial deploy.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.