Stop Losing Hours to Manual Invoice Chaos Automate Your AP Workflow Today
Reclaim 15-20 hours per week from tedious data entry and approvals, slashing processing costs by 40% while ensuring accurate payments for parts and labor.
Join 150+ businesses with streamlined AP operations
The "Invoice Overload" Problem
Endless manual entry for repair order invoices detailing frame alignment and bumper replacement costs
Delayed approvals delaying parts deliveries
Error-prone matching of invoices to body shop jobs involving unibody repairs and OEM parts
Overlooked duplicate bills from paint and parts vendors for refinish jobs and structural components
Month-end scrambles tying up estimators and admins
Cash flow hits from late payments to collision repair suppliers of aluminum panels and weld consumables
Our Custom AI Invoice Automation Solution
With a proven track record in automotive operations, we've streamlined AP for over 50 body shops, reducing processing times by 60% on average.
Why Choose Us
At AIQ Labs, we build enterprise-grade AI systems tailored to your auto body shop's unique workflow. Forget off-the-shelf tools that don't understand repair orders or vendor quirks. Our custom automation ingests invoices via email, scans, or portals, extracts data like parts costs and labor codes using OCR and AI classification, then routes for approvals based on your shop's hierarchy. Like a precision-tuned engine, it integrates seamlessly with QuickBooks or your shop management software, ensuring every payment aligns with job sheets. This isn't assembly-line software; it's a bespoke system owned by you, scalable as your shop grows.
What Makes Us Different:
Quantifiable Gains for Your Shop
Save 15+ Hours Weekly on Manual Processing
Save 15+ Hours Weekly on Manual Processing: Your front office team spends less time keying in vendor bills for frame straights, dent pullers, or bumper assemblies. This frees estimators to focus on detailed collision quotes, boosting overall productivity by 30% and reducing overtime costs during high-volume hail damage seasons.
Achieve 5x Faster ROI Through Cost Reductions
Achieve 5x Faster ROI Through Cost Reductions: Expect payback in under 3 months with 40% lower AP expenses on OEM parts and refinish materials. No more late fees from overlooked invoices or overpayments on duplicate orders for headlight assemblies or clear coat applications, improving your shop's bottom line and vendor relationships with key suppliers like PPG and LKQ.
Enhance Efficiency with Error-Free Approvals
Enhance Efficiency with Error-Free Approvals: AI flags discrepancies in labor hours for MIG welding or paint quantities for full panel refinish before payments go out, cutting error rates by 75%. This means smoother operations during peak collision repair seasons like winter weather surges, with approvals handled in hours, not days, ensuring timely parts for customer vehicles.
What Clients Say
"Before AIQ, our team was buried in paper invoices from paint and frame suppliers, taking two full days each week just to match them to unibody repair jobs. Now, the system handles everything automatically, and we've cut our AP time in half. Last quarter during our busiest hail season, we caught three duplicate paint orders that would've cost us $2,500 in overpayments."
Mike Reynolds
Shop Manager, Precision Auto Body & Collision
"Implementing this was a game-changer for our busy shop. Invoices from OEM parts vendors used to pile up, delaying frame alignments and bumper installations. The custom AI integration with our estimating software saved us 12 hours a week, and our month-end close is now done in one day instead of four. No more scrambling during insurance claim rushes for fleet vehicle repairs."
Sarah Lopez
Office Manager, Elite Collision & Frame Center
"We were skeptical about custom automation, but AIQ built exactly what we needed for tracking invoices on aluminum body panels and weld kits. It reduced errors by spotting mismatches in real-time, such as incorrect quantities for structural adhesives, saving us about $1,800 in overpayments last year. Our cash flow feels more predictable now, especially with rising parts costs."
Tom Hargrove
Owner, Apex Auto Body Specialists
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow, from receiving parts bills to final approvals, identifying bottlenecks specific to your shop's repair volume.
Custom AI Build and Integration
Our engineers develop a tailored system using advanced AI to extract and validate data, integrating it with your tools like Shop-Ware or accounting software.
Testing, Launch, and Optimization
We test with your real invoices, launch the system, and refine it over 30 days to ensure 99% accuracy and seamless daily use.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique formats of auto parts invoices?
Our custom AI is trained on thousands of automotive invoice examples, recognizing variations in layouts from suppliers like O'Reilly or NAPA. It extracts key fields like part numbers, quantities, and pricing with 98% accuracy, even from PDFs or images. We tailor the model to your frequent vendors during setup, ensuring it adapts to their specific formats without manual tweaks. This eliminates re-entry errors that plague body shops, saving hours weekly while maintaining precision for cost tracking.
What if our shop uses a specific management software like Mitchell or CCC One?
We specialize in deep integrations with automotive tools like Mitchell, CCC One, or Shop-Key. Our engineers build secure API connections to pull repair order data directly, matching it against incoming invoices in real-time. This creates a single workflow where approvals in our system update your shop software automatically, reducing data silos. Shops using these systems typically see a 50% drop in manual cross-checking, with full compatibility ensured through our initial audit—no guesswork involved.
How secure is the system for handling sensitive payment information?
Security is paramount in automotive AP, where invoices often include customer details tied to insurance claims. We use enterprise-grade encryption (AES-256) for data at rest and in transit, with SOC 2 compliance built in. Access is role-based, so only authorized staff see approvals, and all actions are audited. Unlike generic tools, our custom build avoids third-party vulnerabilities, ensuring your shop's financial data stays protected during peak seasons when volumes spike.
Can this scale if our body shop expands to multiple locations?
Absolutely—our systems are designed for scalability, handling increased invoice volumes as you add bays or locations. The AI processes thousands of invoices monthly without performance dips, and we incorporate multi-site routing for approvals across shops. For example, a client with two locations saw seamless scaling after adding a third, with centralized dashboards providing oversight. We build in growth buffers from day one, so your investment supports expansion without costly rebuilds.
What's the typical timeline for implementation in an auto body shop?
From consultation to full launch, expect 4-6 weeks for most shops. Week 1 is discovery, mapping your workflow and vendor list. Weeks 2-3 involve building and integrating the AI. Week 4 is rigorous testing with your actual invoices, followed by a soft launch and 2-week optimization period. This phased approach minimizes disruption to your repair schedules. Larger shops with complex integrations might take 8 weeks, but we prioritize quick wins like automating high-volume parts invoices first.
Will this reduce our dependency on accounting staff during busy periods?
Yes, it directly addresses staffing crunches in body shops. By automating 80% of routine tasks like data entry and initial matching, your team handles exceptions only, freeing up admins for customer service or quoting. One client reduced AP staff needs by 20 hours weekly during summer peaks, allowing reallocation to bay support. The system's intuitive interface means minimal training—under 2 hours—and it learns from your patterns to become even more efficient over time.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.