Stop Losing Hours to Manual Invoice Processing Automate Your Dealership's Billing Workflow
Dealerships waste up to 15 hours per week on invoice reconciliation—our custom AI solution cuts that by 70%, delivering 3x ROI in the first year through seamless integration with your DMS and accounting systems.
Join 250+ businesses with streamlined invoicing and 40% faster month-end closes
The "Invoice Chaos" Problem
Endless manual entry of repair order line items, including labor hours and VIN-specific parts, into DMS-integrated accounting software
Delayed approvals for vendor invoices during peak sales seasons
Mismatched billing for OEM parts inventory against supplier deliveries, leading to overstock or stockout discrepancies in the parts department
Error-prone reconciliation of customer financing invoices for vehicle loans and leases with lender portals like Ally or Wells Fargo
Time-consuming audits for warranty claims and service reimbursements
Time-consuming audits for manufacturer warranty claims and OEM service reimbursements, often involving multi-point inspections and claim documentation
Custom-Built AI Invoice Automation Tailored to Your Dealership
With over a decade of experience optimizing automotive workflows, we've helped 50+ dealerships eliminate billing bottlenecks using enterprise-grade AI integrations.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools that force your dealership into rigid processes. Instead, we engineer a bespoke AI system that mirrors your exact operations—from capturing repair order data in your DMS like Reynolds or CDK to auto-populating invoices in QuickBooks or your lender's API. This unified platform handles everything: intelligent data extraction from scanned vendor bills, multi-level approvals routed to your service manager or finance team, and automated payments synced with your cash flow. Proven to slash processing time by 70%, our solution turns your invoicing from a drag on efficiency into a high-speed engine driving profitability. Like tuning a high-performance V8, we fine-tune every integration for seamless performance.
What Makes Us Different:
Unlock Quantifiable Efficiency Gains for Your Dealership
Save 12-15 Hours Weekly on Administrative Tasks
Save 12-15 Hours Weekly on Administrative Tasks: Your team spends too much time keying in service repair orders and chasing approvals for parts requisitions. Our AI automates the grunt work, freeing finance staff to focus on high-value tasks like structuring floorplan financing for new inventory arrivals. Dealerships see a 40% productivity boost, translating to $50K+ annual savings in labor costs—pure ROI from day one, especially during end-of-month inventory rushes.
Achieve 3x ROI Through Reduced Errors and Faster Closes
Achieve 3x ROI Through Reduced Errors and Faster Closes: Manual errors in OEM parts billing lead to costly disputes with suppliers like ACDelco or Mopar. We eliminate 85% of discrepancies with precise AI matching of delivery manifests to inventory logs, speeding up month-end closes from weeks to days. This accelerates cash flow for vehicle lot turns, with benchmarks showing 25% reduction in days sales outstanding (DSO) and a clear path to triple-digit returns within 12 months.
Boost Overall Dealership Efficiency by 35%
Boost Overall Dealership Efficiency by 35%: Fragmented invoicing slows your entire operation, from service bays processing warranty repairs to sales floors closing deals on certified pre-owned vehicles. Our custom system creates a single source of truth, integrating seamlessly with your DMS like Reynolds & Reynolds or CDK Global. Result: smoother handoffs between departments, fewer bottlenecks during high-volume trade-in appraisals, and a leaner workflow that scales with your growing lot of vehicles.
What Clients Say
"Before AIQ Labs, our service department was buried under stacks of paper invoices from OEM parts suppliers every month-end—it took my team 20 hours just to reconcile labor codes and VIN-matched parts from three vendors like Bosch and Delphi. Now, the AI handles extraction and approvals automatically, and we've cut errors by half. Last quarter alone, we saved 60 man-hours on warranty claims with Ford Motor Company and got paid faster on service reimbursements."
Mike Reynolds
Controller, Thompson Chevrolet in Denver, CO
"We deal with high-volume trade-ins at our Honda dealership, and tracking those processing fees manually was a nightmare, especially syncing reconditioning invoices with our lender portal for Capital One Auto Finance. AIQ built a system that pulls data straight from our CDK DMS and flags mismatches in title lien releases instantly. It's been running flawlessly for six months, shaving two days off our billing cycle for used vehicle sales and boosting our cash flow noticeably during peak trade-in seasons."
Sarah Patel
Service Operations Manager, Riverside Honda in Riverside, CA
"As a mid-sized Toyota dealership, we couldn't afford the subscription fees for multiple billing apps that didn't integrate well with our parts inventory for hybrid models. AIQ's custom automation replaced three tools with one owned system, handling vendor invoices for fleet deliveries of Camry and RAV4 units in minutes, not hours. Our ROI hit 250% in the first year through faster supplier payments to Toyota Financial—no exaggeration, and it scaled perfectly with our EV inventory growth."
Tom Hargrove
General Manager, Peak Toyota in Seattle, WA
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing processes, from repair order generation to payment posting, identifying bottlenecks unique to your dealership's workflow.
Custom AI Design and Build
Our engineers craft a tailored AI model with deep integrations to your DMS, accounting software, and vendor APIs, ensuring zero disruption to daily operations.
Deployment and Optimization
We roll out the system with hands-on training, monitor performance for the first 30 days, and refine based on your real-world usage for peak efficiency.
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—whether it's Reynolds, CDK, or another platform—and build custom two-way API connections. This pulls repair order details, customer financing data, and parts inventory directly into the AI workflow. No manual exports needed. For instance, when a service ticket closes, the system auto-generates the invoice, matches it against supplier costs, and pushes it to your accounting software. We've done this for 30+ dealerships, ensuring zero data silos and full compatibility with your setup. Setup takes 4-6 weeks, with minimal downtime.
What kind of time savings can a dealership like mine expect?
Based on our deployments, mid-sized dealerships save 12-15 hours per week on invoicing tasks alone. Manual entry for service repairs and vendor bills drops by 80%, while approvals that once took days now happen in hours via automated routing. One client reduced their month-end close from 10 days to 3, reclaiming 40 hours monthly for their finance team. These gains compound: efficiency boosts overall productivity by 35%, directly impacting your bottom line through faster cash cycles and fewer errors in high-stakes areas like warranty reimbursements.
Is this solution customizable for multi-location dealerships?
Absolutely—our systems are designed for scalability across locations. We tailor the AI to handle centralized billing for group operations or site-specific workflows, integrating with shared DMS instances. For example, we can route approvals to regional managers while syncing inventory data from each lot's parts department. Security features ensure data isolation per site, compliant with automotive standards. A recent project for a three-location chain unified their invoicing, cutting inter-site discrepancies by 90% and saving $75K yearly in admin costs.
How do you ensure accuracy in handling complex automotive invoices?
Our AI uses machine learning trained on thousands of dealership invoices, focusing on automotive specifics like VIN matching, labor codes, and supplier SKUs. It cross-references against your inventory and DMS data to flag anomalies—say, a parts cost variance over 5%. Accuracy hits 98% post-training, far above manual rates. We include human oversight loops for edge cases, like custom orders, and continuously refine the model with your data. This prevents costly errors, such as overbilling on trade-ins, that plague 25% of manual processes per industry benchmarks.
What about data security and compliance for sensitive customer info?
Security is non-negotiable in automotive, where invoices often include financing details. We build with enterprise-grade encryption, SOC 2 compliance, and role-based access to protect PII and payment data. Integrations use secure APIs with audit trails for every transaction, aligning with regulations like GLBA for auto loans. No cloud dependencies you don't own—everything runs on your infrastructure or our fortified servers. Clients in regulated spaces report zero breaches, and we provide full documentation for your next audit.
How long until we see ROI from this custom automation?
Most dealerships realize positive ROI within 3-6 months. Initial savings come from labor reductions—expect 20-30% cut in billing staff hours immediately. By month six, error reductions and faster payments yield 2-3x returns, per our tracked metrics. For a $10M revenue dealership, that's $40K+ saved annually on admin alone, plus intangible gains like quicker supplier terms. We provide a customized projection during consultation, based on your volume of service invoices and vendor interactions.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.