Stop Losing Hours to Manual Invoice Chasing Automate Your AP Workflow Today
Dealerships like yours waste 15-20 hours per week on invoice processing—time better spent closing deals. Our custom AI solution delivers up to 80% time savings and $50K+ annual ROI by streamlining vendor payments from parts suppliers to service contracts.
Join 150+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Endless chasing of OEM parts supplier invoices amid high-volume service bays handling 50+ daily repair orders
Manual matching of repair orders to vendor bills for collision repairs, delaying month-end closes by 5-7 days
Error-prone data entry from handwritten technician service invoices eating into finance team time on warranty claims
Delayed approvals for body shop materials like OEM paint and panels, stalling vehicle turnaround by 2-3 days
Fragmented tracking of lease vendor payments for fleet vehicles, risking DMV compliance fines up to $5K per incident
Overlooked duplicate bills from multiple OEM suppliers like Ford and GM, inflating parts costs by 10-15%
Our Custom-Built AI Invoice Automation for Dealerships
With over a decade in automotive operations, we've engineered solutions for 50+ dealerships, reducing AP cycles from 45 to 15 days on average.
Why Choose Us
Like fine-tuning a high-performance engine, we custom-build your invoice processing system to fit your dealership's unique rhythm. No off-the-shelf templates here. We integrate directly with your DMS like Reynolds or CDK, using AI to scan, validate, and route invoices from tire vendors to detailing crews. This isn't just automation—it's a precision tool that accelerates your cash flow while minimizing errors in the fast-paced world of new car sales and service.
What Makes Us Different:
Quantifiable Gains for Your Dealership
Slash Processing Time by 75%
Slash Processing Time by 75%: Finance teams save 12-18 hours weekly on RO-to-invoice matching, freeing staff to handle customer financing for new vehicle sales instead of buried in paperwork. Industry benchmarks from NADA show dealerships regain $40K+ yearly in productivity from faster service bay throughput, directly boosting your bottom line.
Accelerate Cash Flow with Faster Payments
Accelerate Cash Flow with Faster Payments: Reduce AP days from 30+ to under 10 for parts orders, optimizing relationships with OEM suppliers and avoiding late fees on high-volume tire and brake inventory. Dealerships report 25% improvement in working capital within 90 days, allowing quicker inventory turns on high-demand models like F-150s.
Eliminate Errors and Audits
Eliminate Errors and Audits: AI flags duplicates and mismatches in warranty repair invoices before they hit your books, cutting error rates by 95%. This means smoother IRS audits for dealership tax filings and fewer disputes with OEM suppliers, saving 5-10 hours monthly on reconciliations for service department billing.
What Clients Say
"Before AIQ Labs, our team spent Fridays buried in invoice stacks from Ford and GM parts suppliers for our 80-bay service center. Now, everything's auto-routed and approved via mobile—saved us 15 hours a week and caught a $2K duplicate on brake kits last month."
Mike Reynolds
Controller, Apex Ford Dealership in Dallas, TX
"Integrated seamlessly with our CDK DMS system. Processing service invoices for collision repairs dropped from two days to hours, and our cash flow improved by 20% in the first quarter after handling 300+ vendor bills. No more late-night reconciliations on OEM parts."
Sarah Patel
Finance Manager, Urban Auto Group (Multi-Brand Dealership Network)
"We handle 200+ vendor bills monthly for body shop repairs using OEM panels and paint. Their AI setup nailed the approvals workflow, reducing errors from 12% to zero on warranty claims. ROI hit in under six months with $15K in recovered overpayments—game-changer for our efficiency."
Tom Hargrove
Operations Director, Riverside Chevrolet in Atlanta, GA
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow—from service bay receipts to supplier portals—tailoring the AI to your dealership's exact needs, like integrating with warranty claims.
Custom Build and Integration
Our engineers code your system from scratch, connecting to DMS and accounting tools with robust APIs. Testing ensures it handles peak volumes, like end-of-month rushes.
Deployment and Optimization
Go live with training for your team. We monitor for 30 days, tweaking for 99% uptime and scaling as your dealership grows, from single-site to multi-location.
Why We're Different
What's Included
Common Questions
How does this integrate with my existing dealership management system?
We custom-engineer integrations with popular DMS like Reynolds, CDK, or DealerSocket using secure APIs. This means invoices from service or parts departments flow automatically into your system, eliminating manual entry. For example, a repair order approval triggers instant invoice validation. Setup takes 2-4 weeks, with zero downtime during migration. We've done this for 30+ dealerships, ensuring compatibility with your specific modules for sales, service, and inventory.
What kind of time savings can a mid-sized dealership expect?
Typically, 12-20 hours per week reclaimed from manual processing. A 50-employee dealership with 150 monthly invoices sees finance staff shift to value-add tasks like customer financing. Benchmarks from our clients show 75% reduction in AP cycle time, translating to $30K-$60K annual savings in labor costs. This is measured post-implementation via your dashboards, with adjustments to hit your targets.
Is the system secure for handling sensitive vendor and financial data?
Absolutely— we build with enterprise-grade security, including SOC 2 compliance, end-to-end encryption, and role-based access. Invoices are processed on your owned infrastructure, not third-party clouds prone to breaches. For automotive specifics, it adheres to PCI standards for any financing tie-ins. Regular audits and anomaly detection prevent fraud, like unauthorized approvals. Clients report zero incidents since deployment.
Can it handle variable invoice formats from different suppliers?
Yes, our AI is trained on diverse formats—from digital OEM portals to emailed PDFs from local body shops. It achieves 98% accuracy in data extraction, even with handwritten notes on service bills. We fine-tune the model during onboarding to your key vendors, like Michelin or local parts houses. This adaptability ensures no bottlenecks during busy seasons, like pre-winter tire rushes.
What's the ROI timeline for implementing this automation?
Most dealerships see positive ROI within 3-6 months, with full payback in under a year. For a dealership processing $500K monthly in vendor bills, savings come from 80% faster approvals, 90% error reduction, and recaptured staff time valued at $25/hour. We provide a customized projection based on your volume, often yielding 4-6x return through efficiency and avoided penalties.
Do you offer support after launch?
We provide 90 days of hands-on support post-launch, including weekly check-ins and unlimited tweaks. Beyond that, optional maintenance ensures 99.9% uptime, with a dedicated automotive specialist. For instance, if a new supplier format emerges, we update the AI within 48 hours. Our clients value this ongoing partnership, as it keeps systems optimized amid changing dealership ops.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.