Stop Wasting Hours on Manual Invoice Processing Automate Your AP Lifecycle with Custom AI
Car dealerships lose an average of 15 hours per week on invoice reconciliation and approvals, costing $50,000 annually in lost productivity. Our solutions deliver ROI in under 3 months by slashing manual work by 80%.
Join 250+ businesses with streamlined operations
The "Invoice Chaos" Problem
Manual entry of service repair invoices in DMS systems like CDK or Reynolds leads to billing delays of 2-3 days per claim
Reconciling vendor parts invoices against purchase orders eats up finance time
Multi-location dealerships struggle with inconsistent invoice approval workflows across Reynolds & Reynolds and CDK-integrated sites
End-of-month rushes for warranty claim invoices cause overtime and errors
Paper-based sublet invoices from collision body shops create compliance risks under OEM warranty guidelines
Tracking variable labor invoices from contract ASE-certified technicians slows payroll and disrupts flat-rate billing
Our Custom-Built Invoice Automation: Tailored for Dealership Efficiency
With over a decade in automotive operations, we've engineered solutions that cut through the noise of fragmented systems
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools. We build enterprise-grade AI systems custom-fitted to your dealership's workflow—from capturing OEM parts invoices to automating approvals for service sublets. Imagine ditching the spreadsheet drudgery that plagues your AP team. Our AI ingests invoices via email, scans, or API pulls from your DMS like Reynolds or CDK. It extracts data with 99% accuracy, matches against POs, and routes for approvals—all without a single manual keystroke. This isn't just automation; it's a production-ready engine designed to scale with your growing inventory and service bays. We've helped dealerships reclaim hours lost to manual reconciliation, turning chaos into clockwork precision.
What Makes Us Different:
Unlock Time Savings and ROI That Drives Your Bottom Line
Slash Weekly Hours on Invoice Handling
Slash Weekly Hours on Invoice Handling: Dealership finance teams typically spend 15-20 hours weekly chasing down mismatched parts invoices from suppliers like Genuine Parts Company. Our custom AI automates extraction and matching against RO parts lists, saving 12+ hours per person—equivalent to handling 50 additional repair orders without extra staff, directly boosting service bay throughput.
Accelerate Cash Flow with Faster Approvals
Accelerate Cash Flow with Faster Approvals: Manual approvals delay vendor payments for OEM parts by days, tying up capital needed for inventory like high-demand tires or batteries. Our system cuts approval cycles from 5 days to under 24 hours via mobile DMS integration, improving relationships with suppliers like NAPA and recovering 2-5% early payment discounts—benchmarks show 300% ROI in the first year through reduced DSO on service receivables.
Minimize Errors in High-Volume Service Billing
Minimize Errors in High-Volume Service Billing: Service departments generate hundreds of RO-linked invoices monthly, where a single entry error on labor or parts can cost thousands in overpayments to body shops or tech vendors. AI validation ensures 98% accuracy against flat-rate guides and warranty codes, preventing disputes and ensuring compliance with NADA audit standards—saving on rework and reducing exposure to manufacturer clawbacks.
What Clients Say
"Before AIQ Labs, our AP team was buried under stacks of service invoices tied to CDK repair orders every month-end. Now, the system pulls data straight from our CDK DMS, and approvals happen on mobile during bay walkthroughs. We saved 18 hours a week and caught a $12K overpayment error on OEM parts from a body shop sublet last quarter—game-changer for our bottom line and service efficiency."
Mike Reynolds
Controller, Apex Chevrolet Dealership Group (5 locations in the Midwest)
"Integrating invoice automation with our warranty claims process via Reynolds DMS was seamless—no more manual uploads to the GM portal for labor and parts reimbursements. In six months, we've reduced processing time by 70% on 200+ monthly claims, and our cash flow improved enough to stock two extra bays with high-demand Bridgestone tires without dipping into our floorplan credit line."
Sarah Patel
Service Operations Manager, Horizon Ford Dealership Network (3 sites in California)
"As a multi-site dealer with CDK and Reynolds systems, tracking sublet invoices from collision centers was a nightmare with varying labor rates. AIQ's custom build handles it all, even flagging discrepancies against ASE flat-rate standards. We've cut errors by 85% across 15 stores, freeing up our controller to focus on EV expansion planning instead of firefighting warranty disputes."
Tom Whitaker
CFO, Premier Toyota Dealers Alliance (10 locations in the Southeast)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoice processes, from service bay tickets to vendor POs, identifying bottlenecks unique to your dealership operations. This ensures our build aligns perfectly with your DMS and accounting setup—no guesswork.
Custom AI Development and Integration
Our engineers code a tailored AI engine using advanced frameworks to handle automotive-specific data like VIN-linked parts. We integrate deeply with your tools, creating a unified system that automates the full AP cycle without disrupting daily sales.
Testing, Deployment, and Optimization
Rigorous testing simulates peak-month invoice volumes. Once live, we monitor performance and refine based on your feedback, delivering ongoing tweaks to keep efficiency gains compounding as your business scales.
Why We're Different
What's Included
Common Questions
How does your invoice automation integrate with my existing dealership management system?
We start by mapping your DMS setup, whether it's Reynolds, CDK, or another platform. Our custom AI connects via secure APIs for two-way data flow, pulling invoice details like VINs and service codes directly. This eliminates manual entry while syncing approvals back to your system. For example, in a recent project with a mid-sized dealer, we integrated with CDK in under two weeks, automating 80% of parts invoice matching without downtime. The result? Faster vendor payments and zero integration glitches during peak service seasons. Our approach ensures scalability, so as you add locations or update your DMS, the system adapts seamlessly.
What kind of time savings can a car dealership expect from this service?
Based on benchmarks from 50+ automotive clients, dealerships recover 10-20 hours weekly per AP staffer. Manual tasks like reconciling service repair invoices against job cards drop from hours to minutes. One client, a 150-employee dealership, saw their finance team shave 15 hours off weekly routines, redirecting focus to inventory forecasting. This translates to $40K-$60K annual savings at average wages, with ROI in 2-4 months. We tailor the automation to your volume—high-service shops see even bigger gains from handling sublet and warranty invoices efficiently.
Is the system secure for handling sensitive automotive invoice data?
Absolutely. We build with enterprise-grade security, including end-to-end encryption for invoice data containing customer details, VINs, and financials. Compliance with standards like SOC 2 and NADA guidelines is baked in, with audit trails for every approval. Unlike cloud-based templates, our custom code avoids third-party vulnerabilities. In one deployment for a chain of dealerships, we implemented role-based access that prevented unauthorized views of high-value parts invoices, passing a full security audit with zero issues. Your data stays owned by you, hosted on secure, scalable infrastructure.
Can this automation handle multi-location dealership operations?
Yes, our solutions are designed for chains with varying workflows across sites. We create a centralized AI hub that standardizes invoice capture—whether from email at one location or scans at another—while respecting site-specific rules like regional vendor discounts. For a client with five outlets, we unified AP processes, reducing cross-location discrepancies by 90%. Dashboards provide oversight for corporate finance, with granular reporting per site. Deployment includes training for local teams, ensuring smooth adoption without overwhelming your operations.
What if our invoices involve complex automotive specifics like warranty claims?
We specialize in that. Our AI is trained on automotive datasets to parse nuances like OEM warranty line items or variable labor rates. It auto-matches claims against manufacturer guidelines, flagging issues like missing R&I codes. A recent project automated warranty reimbursements for a service-heavy dealer, cutting processing from 7 days to same-day and recovering $25K in overlooked claims annually. If your setup includes sublets from body shops, we customize rules to verify compliance docs. Post-launch, we optimize based on your feedback for even higher accuracy.
How much does a custom invoice automation solution cost for a dealership?
Costs vary by scope, but for a typical mid-sized dealership, expect $15K-$40K for full build and integration, with no ongoing subscriptions. This covers everything from discovery to deployment. Compare that to the $50K+ yearly loss from manual inefficiencies—our clients see payback in 3-6 months. We provide a detailed quote after a free consultation, factoring in your invoice volume and DMS complexity. Unlike rented tools that add up to thousands monthly, you own the system outright, with optional maintenance at a fraction of the cost.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.