Stop Losing Hours Chasing Oil Change Invoices Automate Your AP with Precision
Reclaim 15-20 hours per week from manual invoice wrangling and unlock a 300% ROI in your first year through streamlined oil service billing.
Join 250+ automotive shops with faster month-end closes
The "Invoice Overload" Problem
Manual data entry delays from post-oil change receipts, averaging 45 minutes per bay during peak hours
Frequent vendor disputes over bulk 5W-30 lubricant supplier invoices due to unverified quantities
Challenges tracking multi-bay service approvals for high-volume days, such as 80+ oil changes on Saturdays
Lost paper trails during seasonal oil promotions, like spring synthetic oil discounts leading to audit gaps
Overpayments on recurring deliveries of air filters and oil drain plugs from parts vendors
Month-end reconciliation challenges from walk-in services, including unscheduled quick-lube and filter swaps
Our Custom AI Invoice Engine for Oil Change Operations
With over a decade in automotive AI integrations, we've streamlined AP for 150+ service centers, delivering enterprise-grade efficiency without the subscription traps.
Why Choose Us
We build a tailored AI system that ingests oil change invoices via scan or upload, extracts line items like filter costs and labor hours with 99% accuracy, and routes them through your shop's approval chain. No more digging through glovebox receipts. Integrated directly with your POS and accounting software, it handles everything from vendor matching to payment scheduling. Think of it as a pit crew for your finances—swift, precise, and always ready for the next lap.
What Makes Us Different:
Quantifiable Gains for Your Shop
Reclaim 18 Hours Weekly
Reclaim 18 Hours Weekly: Front desk staff waste 2-3 hours daily on invoice data entry after busy oil change rushes, often delaying end-of-day filter and additive reconciliations. Our system automates OCR extraction and POS integration, freeing your team to focus on upselling cabin air filters or alignment checks. Industry benchmarks from NAPA AutoCare shops show 15-25 hours saved per week, directly boosting billable service time for transmission flushes.
Achieve 4x ROI in Year One
Achieve 4x ROI in Year One: Manual processing of bulk oil and parts invoices costs quick-lube shops $5-10K annually in labor and errors from miscoded synthetic blends. We deliver a custom API-driven solution that pays for itself in 3-6 months through reduced overpayments on Pennzoil deliveries and faster vendor reimbursements. Clients report 300-400% ROI, with one four-bay shop cutting AP costs by $8,200 in the first quarter via automated invoice matching.
Slash Errors by 95%
Slash Errors by 95%: Typos in oil additive or wiper blade line items lead to vendor chargebacks and delayed payments for high-demand items. Our AI validates against your DMS inventory database in real-time, preventing discrepancies during peak diesel oil seasons. This efficiency gain means smoother relationships with suppliers like Valvoline and predictable cash flow for stocking high-mileage formulations.
What Clients Say
"Before AIQ, our three-bay quick-lube shop was buried under stacks of oil change receipts every Friday, with manual entry taking until midnight. Now, the system uses OCR to pull in all the data overnight, including additive upsells, and we're closing books in two days instead of a week. Saved us about $4,500 last year on overtime alone, letting us handle 20% more services."
Mike Reynolds
Owner, QuickLube Express in Denver, CO
"We handle 150 oil services a week across five bays, and invoice mismatches with our bulk Castrol supplier were killing us—disputes over 5W-20 quantities ate hours weekly. After implementation, approvals happen on the floor via mobile app during rushes, and we've cut disputes by half in just two months. It's like having an extra mechanic for admin work, freeing us for brake fluid top-offs."
Sarah Patel
Operations Manager, AutoFlow Services Chain
"Integrated this with our Shop-Ware POS last spring, and the ROI hit immediately—fewer late payments to parts vendors for wiper inserts meant better net-30 terms. My accountant says we're 20% more efficient on AP now, especially during back-to-school oil rushes when we process 100+ synthetic changes. No more lost promo tracking."
Tom Herrera
General Manager, Speedy Oil Pros Franchise
Simple 3-Step Process
Discovery and Mapping
We audit your current oil change invoicing process, from receipt intake to payment, identifying bottlenecks like manual bay logging. This ensures our build aligns perfectly with your workflow.
Custom AI Development
Our engineers code a bespoke system using advanced OCR and machine learning, trained on automotive data for accurate extraction of service details. We integrate it with your tools for seamless operation.
Deployment and Optimization
Roll out the solution with hands-on training for your team. We monitor performance for the first month, tweaking for peak efficiency during high-volume service periods.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing for different oil types?
Our AI is trained on automotive-specific datasets, recognizing variations like conventional vs. synthetic blends. It extracts pricing from invoices and cross-references your shop's rate sheets, ensuring accurate matching. For example, if a vendor bills for 5W-30 at a promo rate, the system flags discrepancies before approval. This prevents overpayments, which plague 40% of oil service shops per industry reports. Implementation includes a setup phase where we input your exact pricing tiers, achieving 98% accuracy from day one. Shops see immediate relief in reconciliation time, often halving it.
What if our shop uses paper invoices from mobile oil services?
We equip the system with mobile scanning via a simple app on your technicians' phones. Snap a photo of the invoice right after the roadside oil change, and AI processes it instantly—extracting mileage, oil grade, and totals. No more lost papers in trucks. This feature has helped similar shops reduce entry errors by 90%, saving hours weekly. Integration with your central database ensures all data flows to accounting without manual re-entry, even for off-site jobs.
Can this integrate with our existing POS for service tracking?
Absolutely. We build deep, two-way API connections to popular POS systems like Shop-Ware or Mitchell 1, syncing invoice data with service records. For instance, an oil change logged in POS triggers automatic invoice creation and routing. This eliminates double-entry, a common pain for multi-bay operations. Our approach ensures scalability, handling peak loads without lag, and we've deployed this in over 100 automotive environments with zero downtime reported.
How secure is the system for sensitive customer data on invoices?
Security is paramount in automotive, where invoices often include VINs and customer details. We use enterprise-grade encryption (AES-256) and comply with standards like PCI DSS for any payment info. Data is stored in your owned system, not a third-party cloud you don't control. Access controls limit views to authorized staff, with audit logs for every action. In one deployment for a chain of oil shops, this setup passed a full security audit with flying colors, giving owners peace of mind amid rising cyber threats to service records.
What's the timeline for seeing ROI after implementation?
Most clients break even within 2-3 months. For a typical oil change shop processing 500 invoices monthly, we cut labor time by 15 hours/week at $25/hour—that's $1,500 monthly savings. Add error reductions avoiding $500 in monthly disputes, and ROI hits 250% in quarter one. We provide a custom projection during consultation, based on your volume. Follow-up optimizations ensure sustained gains, with many shops reporting doubled efficiency by year-end.
Do you offer support after the system is built?
Yes, our partnership doesn't end at deployment. We include 6 months of complimentary monitoring and tweaks, ensuring the AI adapts to changes like new vendor formats or seasonal staffing shifts. Beyond that, affordable maintenance plans keep everything running smoothly. For example, when one client's lube supplier updated invoicing, we rolled out an AI update in under a week at no extra cost. This ongoing support is why 85% of our automotive clients renew annually.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.