Stop Losing Hours to Manual Invoicing Chaos Automate It All with Custom AI Precision
Reclaim 15-20 hours per week wasted on invoice processing, slashing errors by 40% and boosting your shop's cash flow in weeks, not months.
Join 250+ automotive businesses with streamlined invoicing and faster payments
The "Invoice Overload" Problem
Manual entry of repair orders for engine diagnostics and brake repairs leads to billing delays of up to 48 hours after busy service days
Tracking OEM parts invoices from suppliers like Bosch and Delphi eats into diagnostic time for complex vehicle systems
Error-prone handoffs between service bays and accounting for tire rotations and alignments slow down month-end closes by 3-5 days
Lost or mismatched warranty claims paperwork for transmission failures frustrates OEMs like Ford and GM, as well as customers
Juggling paper receipts for fleet maintenance jobs like DOT inspections risks FMCSA compliance fines up to $15,000 per violation
Overlooked add-on service upsells like fluid flushes during rushed oil change invoicing miss $500+ revenue per vehicle
Our Custom AI Invoice Automation Built for Your Shop
With over a decade in automotive operations, we've engineered solutions that handle the unique demands of repair workflows and supplier integrations.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf software. We craft bespoke AI systems tailored to your shop's rhythm—from scanning repair order forms to auto-populating QuickBooks entries. Imagine your invoices flowing like a well-tuned engine: seamless, error-free, and accelerating your profitability. Our enterprise-grade automations integrate directly with your existing tools, eliminating the subscription sprawl that plagues most shops. We've seen shops cut processing time by 70%, turning what was a bottleneck into a competitive edge.
What Makes Us Different:
Unlock Tangible Efficiency Gains Tailored to Automotive
Reclaim 15+ Hours Weekly on Core Repairs
Reclaim 15+ Hours Weekly on Core Repairs: Your team wastes precious time reconciling invoices against service logs for brake jobs and alignments. Our custom AI handles extraction and matching from DMS systems, freeing techs for diagnostics. Shops report a 25% productivity boost, with ROI hitting 300% in the first quarter—pure time savings translating to more bays in operation and 10 additional jobs per week.
Slash Errors and Accelerate Cash Flow
Slash Errors and Accelerate Cash Flow: Manual invoicing leads to 15-20% error rates in parts billing for exhaust systems and batteries, delaying supplier payments. We build AI that verifies line items against OEM specs from manufacturers like ACDelco, reducing disputes by 50%. Expect payments from customers in 5 days instead of 15, improving your working capital like upgrading to high-octane fuel for faster fleet turnarounds.
Scale Without Adding Headcount
Scale Without Adding Headcount: As your shop grows with fleet contracts for electric vehicle charging maintenance, invoice volume spikes. Our scalable system adapts, automating multi-location approvals and warranty submissions to NHTSA standards. Clients see a 40% cost reduction in admin overhead, allowing reinvestment in tools or training—efficiency that keeps your operation humming at peak RPM with 20% more service capacity.
What Clients Say
"Before AIQ, our three-bay shop was buried under stacks of repair invoices every Friday after handling a rush of transmission repairs. Now, the system auto-pulls data from our work orders and flags any missing parts charges for belts and hoses—we saved 12 hours a week and caught $2,500 in overlooked upsells like coolant flushes last month alone."
Mike Rodriguez
Service Manager, Apex Auto Repair, Denver, CO
"Integrating with our supplier portal for parts like NGK spark plugs was a nightmare until AIQ built this for us. No more double-entry for oil changes and alignments; payments process in half the time, and we've cut billing mistakes that used to cost us $800 a month in refunds for incorrect labor hours."
Sarah Jenkins
Owner, Jenkins Family Garage, Seattle, WA
"We handle 50 fleet vehicles weekly for semi-truck alignments, and tracking those invoices manually was killing us. Their AI setup now syncs everything to our accounting software overnight via API—our close time dropped from two weeks to three days, and the owner is thrilled with the faster cash flow from expedited DOT compliance billing."
Tom Hale
Operations Director, FleetPro Services, Atlanta, GA
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoicing process, from repair intake to final billing, identifying automotive-specific pain points like parts reconciliation and warranty tracking.
Custom AI Design and Build
Our engineers construct a tailored system using your shop's data, integrating with tools like Shop-Ware or Mitchell for seamless automation—no generic templates here.
Testing, Deployment, and Optimization
We test in your live environment, train your team, and refine based on real jobs, ensuring 99% accuracy from day one with ongoing support.
Why We're Different
What's Included
Common Questions
How does this integrate with our existing shop management software?
We start by mapping your current setup—whether it's Shop-Key, ALLDATA, or something custom—and build deep, two-way API connections. No more manual exports; data flows automatically between repair orders, parts inventory, and invoicing. For example, when a tech logs a brake job, the AI pulls costs from your supplier feed and generates the bill in seconds. We've done this for over 100 shops, ensuring zero downtime during rollout. It's all custom-coded for reliability, unlike plug-and-play tools that break with updates.
What kind of time savings can a typical auto repair shop expect?
Based on our deployments, shops save 15-25 hours weekly on invoicing tasks alone. Think about it: instead of your front desk spending 30 minutes per job reconciling paper forms, AI handles extraction, verification, and posting. One client, a mid-sized dealership, cut their month-end close from 10 days to 2, freeing staff for customer follow-ups. ROI kicks in fast—often within 60 days—through reduced errors and faster payments, with benchmarks showing 40% admin cost drops industry-wide.
Is this solution secure for handling sensitive customer and vehicle data?
Absolutely. We build with enterprise-grade security from the ground up, including encryption for VINs, payment details, and repair histories. Compliant with standards like GDPR and automotive-specific regs from bodies like ASE. Our systems use role-based access so only authorized staff see billing info, and we audit logs to prevent fraud. Unlike cloud-only tools, you own the backend, hosted on your secure servers if preferred. Shops we've worked with report zero breaches, even during high-volume seasons.
How much does custom invoice automation cost for our shop?
Costs are tailored to your scale—starting around $15,000 for a basic setup in a small shop, up to $50,000 for multi-location with advanced features. This includes full build, integration, and three months of optimization. Compare that to ongoing subscriptions: you're looking at $2,000+ yearly in fees elsewhere, plus the hidden cost of errors. Our clients recoup investment in 4-6 months via time savings and efficiency. We provide a detailed ROI projection during consultation, based on your invoice volume and workflow.
Can this handle warranty and recall invoicing specifically?
Yes, we specialize in that. Our AI parses recall notices and warranty guidelines from manufacturers, auto-filling forms with vehicle data from your DMS. It tracks approvals and submissions, reducing denial rates from 25% to under 5%. For instance, it flags eligible claims during oil changes, ensuring nothing slips through. We've integrated with systems like Chrysler or GM portals, saving shops hours on paperwork. It's all custom to your OEM partnerships, making compliance as straightforward as a routine alignment.
What if our shop uses paper-based processes—will this work?
Perfectly. We design for hybrid environments, starting with mobile scanners for paper repair tickets that feed into the AI. It learns your shorthand notations over time, like 'brake pad replace' linking to specific parts codes. No need for full digitization upfront; we phase it in. A client with legacy paper logs went fully automated in 8 weeks, cutting errors by 60%. Our approach respects your pace, building incrementally to minimize disruption while maximizing gains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.