Stop Losing Hours to Manual Invoice Chaos Streamline Your AP with Custom AI
In the fast-paced world of auto repair, where bays are always full and parts invoices pile up, our custom-built AI solutions cut processing time by 70%, ensuring your cash flow stays as smooth as a well-tuned engine.
Join 250+ businesses with faster, error-free invoicing
The "Invoice Overload" Problem
Endless paper invoices from parts suppliers like NAPA and O'Reilly disrupt your shop floor workflow, pulling technicians away from bay tasks during busy diagnostic rushes
Manual data entry for labor and parts billing leads to costly errors during peak repair seasons
Delayed approvals for high-volume tire and brake invoices, such as those for seasonal alignments or ABS system replacements, tie up your working capital needed for OEM parts stocking
Fragmented tracking of warranty claims and vendor rebates creates audit nightmares
Inconsistent coding of repair-specific line items, like labor for transmission rebuilds or fluid flushes, slows month-end reconciliations with DMS reports
Overlooked duplicate invoices for recurring parts orders, such as bulk oil filters or brake pads from aftermarket vendors, drain your bottom line by inflating COGS
Tailored AI Invoice Processing Built for Your Shop
With over a decade of experience engineering AI for efficiency-driven industries, we've helped auto repair chains reclaim 20-30 hours weekly from administrative drudgery.
Why Choose Us
We craft a custom AI system that ingests invoices from emails, scans, or supplier portals, extracting details like part numbers, labor rates, and VIN-specific repairs with pinpoint accuracy. Unlike off-the-shelf tools that force your unique shop processes into rigid boxes, our solution adapts to your exact needs—whether you're a single-bay operation or a multi-location network. It's flexible, scalable, and designed to integrate deeply with your existing tools, turning invoice chaos into a streamlined, hands-off process that keeps your focus on what matters: getting cars back on the road.
What Makes Us Different:
Unlock Efficiency in Your Auto Repair Operations
Accelerate Cash Flow with Instant Processing
Accelerate Cash Flow with Instant Processing: Our custom AI slashes invoice turnaround from 5-7 days to under 24 hours, freeing up capital for essential inventory like OEM brakes and cabin air filters. Independent auto shops using our system report a 40% improvement in payment cycle times, directly boosting your ability to handle more repairs—such as 20% more alignments—without cash crunches during peak seasons.
Minimize Errors in High-Stakes Repair Billing
Minimize Errors in High-Stakes Repair Billing: No more mismatched part SKUs for items like serpentine belts or overlooked labor hours on wheel alignments. The AI cross-references invoices against your repair orders, reducing errors by 85%—a game-changer when one slip-up on a timing belt job can cost $500+ in rework or disputes. This precision ensures compliance with manufacturer warranty standards and keeps customers returning for routine maintenance.
Scale Seamlessly as Your Shop Grows
Scale Seamlessly as Your Shop Grows: Built for your workflow, our solution handles volume spikes during oil change seasons or fleet service rushes for commercial vans without breaking a sweat. Integrate with tools like AutoFluent or Mitchell 1 for real-time syncing of RO data, allowing you to expand to multiple bays while maintaining enterprise-grade efficiency and control over your VIN-tracked inventory.
What Clients Say
"Before AIQ Labs, our team spent Fridays buried in invoice stacks from NAPA and O'Reilly for brake rotors and exhaust components—errors were constant, and we'd lose track of rebates on bulk tire orders worth thousands. Their custom system now auto-pulls data from supplier portals and flags duplicates; we've saved 15 hours a week on AP tasks and caught $4,200 in overcharges for duplicate fuel injectors last quarter alone."
Mike Reynolds
Service Manager, Reynolds Auto Repair (4-bay independent shop in Denver, CO)
"As a three-bay shop specializing in European imports, juggling parts invoices for timing chains with QuickBooks was a nightmare, especially during winter tire and suspension rushes. The AI they built integrates everything flawlessly with our shop management software—approvals happen on my phone via mobile app, and we've cut processing errors that used to delay our bi-weekly payroll by days. It's like having an extra mechanic for the paperwork, letting us focus on BMW and Audi diagnostics."
Sarah Patel
Owner, Patel's Precision Auto (Import specialist shop in Seattle, WA)
"We were drowning in manual entries for fleet repair invoices on heavy-duty trucks, missing payments for alternator replacements and irritating corporate clients with delayed billing. AIQ's tailored workflow automated it all, syncing with our Mitchell ProDemand software for real-time parts lookup. In six months, our AP accuracy hit 98% for diesel service invoices, and we've redirected staff from desk work to on-site fleet inspections instead."
Tom Hargrove
Operations Director, FleetFix Services (Commercial fleet maintenance provider in Atlanta, GA)
Simple 3-Step Process
Discovery and Mapping
We dive into your shop's invoice flow— from supplier emails to repair order matching— to blueprint a solution that fits your exact processes like a custom piston.
AI System Build and Integration
Our engineers construct your dedicated AI engine, training it on automotive-specific data for flawless extraction, then wire it into your tools for zero disruption.
Testing, Launch, and Optimization
We rigorously test against real invoices, launch with full support, and fine-tune based on your feedback, ensuring peak performance from day one.
Why We're Different
What's Included
Common Questions
How does your AI handle handwritten or poorly scanned invoices from small parts suppliers?
Our custom-trained models excel at automotive-specific handwriting, like mechanic notes on labor slips or faded supplier stamps. We use advanced OCR combined with context awareness— for instance, recognizing 'brake pads' even if scribbled. In testing with real shop invoices, accuracy exceeds 95%, and we include a quick human-review queue for edge cases. This setup has helped shops process legacy paper stacks that once took days, now in hours, without losing details critical to billing accuracy.
Can this integrate with my existing shop management system like AutoLeap or Protractor?
Absolutely. We specialize in deep, two-way API integrations tailored to automotive tools. For AutoLeap, we sync invoice data directly to repair orders, updating parts costs in real-time. With Protractor, it pulls VIN details to match against invoices automatically. Our approach avoids superficial connections that break; instead, we build robust links ensuring data flows bidirectionally. Shops report seamless operation post-integration, with no manual re-entry, saving up to 25 hours weekly on admin tasks.
What if my shop has multiple locations with varying invoice volumes?
Our solution is designed for scalability across locations. We create a centralized dashboard where each shop's invoices are processed via location-specific rules— say, higher thresholds for fleet-heavy sites. The AI handles variable volumes effortlessly, from 50 daily invoices at a small shop to 500+ at a chain, using cloud-based architecture that auto-scales. We've deployed this for multi-site operators, reducing cross-location reconciliation time by 60%, while maintaining data isolation for privacy.
How secure is the system for handling sensitive customer repair data?
Security is paramount in automotive, where invoices often include VINs and personal details. We employ enterprise-grade encryption (AES-256) for data at rest and in transit, plus role-based access controls so only authorized staff see approvals. Compliant with GDPR and SOC 2 standards, our systems undergo regular audits. Unlike shared SaaS platforms, your custom build means no third-party access to your data, minimizing breach risks. Clients in regulated fleet services praise this for worry-free operations.
What's the timeline for implementing this in my auto repair shop?
From consultation to launch, expect 4-6 weeks for most shops. Week 1: We map your processes via a deep-dive audit. Weeks 2-3: Build and integrate the AI core. Week 4: Test with your live invoices, training on shop-specific formats. Post-launch, we provide 2 weeks of support for tweaks. This phased rollout minimizes disruption—many shops go live without closing bays. Larger operations might take 8 weeks, but the ROI kicks in immediately with faster processing.
Do you offer training for my team on using the new invoice system?
Yes, comprehensive training is included. We deliver customized sessions—virtual or on-site—covering dashboard navigation, approval workflows, and troubleshooting, tailored to auto repair scenarios like handling rush parts orders. Sessions last 2-4 hours, with follow-up resources like video guides and a dedicated support channel. Our goal: Your team feels confident from day one, as seen in shops where staff adoption hit 100% within a week, turning a potential hurdle into a productivity boost.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.