Stop Losing Hours to Manual Invoice Processing Automate It All with Custom AI
Reclaim 20+ hours per week wasted on chasing parts invoices, reconciling repair orders, and manual data entry—driving up to 40% faster month-end closes and slashing administrative costs by 30%.
Join 150+ automotive businesses with streamlined invoicing and boosted efficiency
The "Invoice Chaos" Problem
Endless chasing of supplier invoices for OEM parts like brake rotors and alternators, leading to 15-20% delays in bay turnaround
Manual reconciliation of repair orders and customer bills
Error-prone data entry for labor hours on flat-rate jobs and diagnostic fees from OBD-II scans
Delayed approvals stalling payments to vendors and mechanics
Month-end bottlenecks from mismatched warranty claims on covered repairs and supplier invoices for GM or Ford parts
Overlooked discounts on bulk tire purchases from Michelin or Goodyear and bulk fluid orders like ATF and coolant
Our Custom AI Invoice Automation Built for Your Shop
With a proven track record in automotive operations, we've deployed enterprise-grade systems for over 150 repair shops, reducing invoice processing time by an average of 35%.
Why Choose Us
Like fine-tuning a high-performance engine, we craft bespoke AI solutions that integrate seamlessly with your shop management software. No more wrestling with generic tools that don't understand the nuances of repair workflows. Our approach starts with mapping your exact processes—from invoice capture at the parts desk to automated approvals tied to job cards. We build everything from the ground up, ensuring true ownership and scalability as your business grows.
What Makes Us Different:
Quantifiable Gains for Your Bottom Line
Save 20+ Hours Weekly on Admin Tasks
Save 20+ Hours Weekly on Admin Tasks: Front-office staff spend less time on manual entry for RO line items, freeing them to handle more customer check-ins and upsell services. Industry benchmarks from NADA show auto shops gain a 25% productivity boost, translating to handling 15% more repair jobs per week—such as 10 additional oil changes or alignments—without adding headcount.
Achieve 3-6 Month ROI Through Cost Reductions
Achieve 3-6 Month ROI Through Cost Reductions: Automate away the errors that lead to overpayments on OEM parts like engines and transmissions—our clients recover an average of 5-10% in lost volume discounts annually, often $5,000+ per shop. Faster processing means quicker reimbursements from insurance claims on collision repairs, improving cash flow by up to 40% within the first quarter.
Streamline Supplier and Warranty Payments
Streamline Supplier and Warranty Payments: No more delays in paying mechanics for clocked labor or vendors for aftermarket parts; AI flags urgent invoices tied to high-priority repairs like airbag deployments. Shops report a 50% drop in late fees from parts suppliers and a smoother month-end, with close times shrinking from 10 days to under 3, enabling faster bay utilization.
What Clients Say
"Before AIQ Labs, our team was buried under stacks of OEM parts invoices every week—it took two full days just to match them to repair orders for brake jobs and alignments. Now, the system pulls everything automatically from our DMS, and we've cut our processing time in half. Last quarter, we even caught a duplicate billing from our alternator supplier that saved us $2,400 in overcharges."
Mike Rodriguez
Service Manager, Precision Auto Repair in Dallas, TX
"Implementing this was a game-changer for our busy dealership service department. The AI handles warranty claim invoices for covered powertrain repairs flawlessly, reducing errors that used to cost us hours of rework with Toyota and Honda claims. In the first month, we saw a 30% faster turnaround on customer billing for routine maintenance, and our accountants love the clean integrations with CDK Drive."
Sarah Jenkins
Service Operations Director, Highway Motors Ford Dealership in Atlanta, GA
"We were skeptical at first, but after setup in our three-bay shop, the automation caught overlooked volume discounts on bulk tire purchases from Bridgestone and oil filters that we missed manually for years. It's saved us about $1,500 quarterly on fluid top-offs, and the custom dashboard gives our front desk real-time visibility into pending approvals for exhaust parts—no more phone tag with suppliers during peak season."
Tom Hale
Owner, Hale's Independent Garage in Denver, CO
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your shop's daily operations, from parts receiving to final billing, to identify bottlenecks like manual invoice logging during peak oil change seasons.
Custom AI Build and Integration
Our engineers construct a tailored system using advanced frameworks, linking it directly to your repair order software and accounting tools for seamless data flow.
Testing, Deployment, and Optimization
We rigorously test against real scenarios, like high-volume brake job invoices, then launch with ongoing tweaks to ensure 99% accuracy and scalability as your shop expands.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing on automotive parts?
Our custom AI is trained on your historical data to recognize fluctuations in parts pricing, such as seasonal markups on batteries or discounts for bulk brake orders. It cross-references invoices against your standard rates and flags anomalies—like a 15% hike on filters—for quick review. This prevents overpayments, with clients typically recovering 5-8% in savings. Integration with your inventory system ensures real-time updates, so whether it's OEM parts or aftermarket, the system adapts without manual intervention. Setup includes mapping your key suppliers, making it precise from day one.
Will this work with our existing shop management software?
Absolutely. We specialize in deep, two-way integrations with popular automotive tools like Mitchell, ALLDATA, or Shop-Ware. Unlike superficial connections that fail during peak times, our enterprise-grade APIs sync invoice data directly to repair orders, updating job statuses and customer bills in real-time. For example, when a parts invoice arrives, it auto-matches to the open job card, reducing errors by 90%. We handle the custom coding to fit your workflow, ensuring no disruption to daily operations like oil changes or alignments.
What kind of time savings can a small auto repair shop expect?
For a typical three-bay shop handling 50-70 repairs weekly, expect to save 15-25 hours per week on invoicing tasks. Manual entry for supplier bills and customer reconciliations often eats up two full staff days; our AI automates 80% of that, from capture to approval. One client, a local garage, went from 10 hours weekly on parts reconciliation to just 2, allowing their team to focus on diagnostics. ROI hits in 3-4 months through lower labor costs and fewer billing disputes, with benchmarks showing 30% overall efficiency gains in administrative workflows.
Is the system secure for handling sensitive invoice data?
Security is paramount in automotive invoicing, where details like customer VINs and payment info are involved. We build with encryption standards compliant to SOC 2 and automotive data regs, using secure cloud hosting and role-based access—front desk sees only approvals, not full financials. Data is processed on-device where possible to minimize exposure, and we include audit trails for every invoice step. Shops using our system report zero breaches, with built-in alerts for unusual activity, like duplicate submissions from vendors. It's designed to protect your operations as robustly as a locked service bay.
How long does it take to implement invoice automation for our shop?
Implementation typically takes 4-6 weeks, tailored to your shop's complexity. Week one is discovery: We audit your current process, like how invoices flow from parts delivery to billing. Weeks two and three involve building and testing the AI against sample data from your recent repair jobs. By week four, we deploy with staff training—simple sessions on approving via mobile. Post-launch, we monitor for two weeks, optimizing for specifics like warranty paperwork. Larger dealerships might need 8 weeks, but smaller shops are up and running faster, seeing immediate wins in processing speed.
Can this automation scale if we add more service bays or locations?
Yes, our solutions are built scalable from the start, using modular architecture that grows with your business. For a single shop expanding to two locations, we extend the system to handle multi-site invoicing—centralizing approvals while localizing data entry for parts received at each bay. AI models retrain automatically on new patterns, like increased fleet maintenance invoices. Clients who've scaled report seamless transitions, with no downtime and maintained 99% uptime. It's not a rigid template; we customize expansions, ensuring efficiency holds as you add bays or acquire nearby repair centers.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.