Stop Losing Hours to Manual Invoice Chaos Streamline Your AP with Custom AI Built for Repair Workflows
Auto body shops waste an average of 15 hours per week on invoice processing alone—time better spent on bays and customer jobs. Our tailored solutions cut that by 70%, ensuring payments align with parts deliveries and labor claims.
Join 150+ automotive businesses with faster month-end closes
The "Invoice Overload" Problem
Chasing paper invoices for OEM collision parts from suppliers like Moog or Denso delays frame alignments and panel replacements by 2-3 days
Manual entry errors in labor hours for MIG welding or paint mixing inflate costs by 12-15%, leading to underbidding on insurance claims
Disjointed approvals for emergency dent repairs and airbag deployments slow down same-day fixes, frustrating fleet clients
Month-end reconciliations for spray booth usage and torque wrench calibrations clash with peak post-hail repair schedules
Inaccurate tracking of warranty parts for ECM modules or catalytic converters leads to $5K+ cash flow gaps per quarter
Supplier disputes over body shop-specific line items like Bondo filler quantities or clear coat layers erode 5-7% of gross margins
Our Custom-Built AI Invoice System – Tailored for Your Shop's Workflow
With over 200 automotive integrations under our belt, we've helped shops like yours reclaim efficiency from the ground up.
Why Choose Us
Generic invoicing tools treat every business the same—like slapping a universal fender on a custom hot rod. They ignore the nuances of auto body work: fluctuating parts costs, labor variances from dent pulls to full frame alignments. At AIQ Labs, we engineer a bespoke AI system that ingests your invoices directly from supplier portals or scanned receipts. It extracts data with 98% accuracy, flags discrepancies against your repair orders, and routes approvals via mobile alerts for on-the-floor decisions. No more subscription sprawl. This is your owned asset, scalable as your bays expand. Short on time? We handle the build. Punchy results: payments synced to job completions, errors slashed, and cash flowing smoother than a fresh paint job.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Shop Forward
Slash Processing Time by 70%
Slash Processing Time by 70%: Imagine reclaiming 10+ hours weekly from tedious data entry on VIN-linked parts invoices. Our system automates intake and validation for OEM and aftermarket components, letting your team focus on high-margin tasks like aluminum panel repairs. Industry benchmarks from I-CAR certified shops show $45K in annual labor savings—time redirected to handling 15% more fender bender jobs.
Boost Cash Flow with Precise Forecasting
Boost Cash Flow with Precise Forecasting: No more surprises from delayed payments on frame machine rentals or winter rust repair spikes. AI analyzes historical patterns against repair volumes, predicting outflows for seasonal demands like bumper impacts from icy roads. Shops using CCC Pathways report 25% faster collections within 30 days, turning bottlenecks into steady revenue for stocking ADAS calibration tools.
Minimize Errors and Disputes
Minimize Errors and Disputes: Manual mismatches between invoices and work orders for wheel alignments or headlight restorations can cost 8-10% in overpayments. Our custom AI cross-references every line item—paint codes like PPG DBC 5000, lug nut counts—with your digital job sheets from Mitchell estimating. Result: disputes drop by 60% in the first quarter, protecting margins on frame straights to leather seat reupholstery.
What Clients Say
"Before AIQ, we'd spend Fridays buried in invoice stacks for OEM frame parts, double-checking against pull sheets—it was killing our weekend dent pull turnarounds. Now, the system flags discrepancies instantly during intake, and we've cut AP time from 20 hours to under 5. Last quarter, that saved us $12K in overtime, letting us take on 20 extra hail damage jobs."
Mike Rivera
Shop Manager, Precision Auto Body
"Our old setup couldn't handle variable costs of custom paint matches for luxury sedans; errors piled up on urethane applications fast. AIQ built an integration with our Audatex estimating software that scans line items in real-time. In the first month, we caught $3,500 in duplicate charges for primer layers from a supplier. It's like having an extra accountant who understands I-CAR gold class standards inside out."
Sarah Chen
Owner, Elite Collision Repair Center
"Dealing with warranty invoices for ABS sensors was a nightmare—always mismatched against digital repair logs from Alldata. Their AI sorts it all automatically against OEM specs, and approvals happen on my phone during lunch breaks. We've gone from 45-day closes to 15 days, freeing up $50K in cash for a new Car-O-Liner frame bench without the usual supplier headaches."
Tom Hargrove
Operations Director, Apex Auto Body & Restore
Simple 3-Step Process
Discovery and Mapping
We dive into your shop's invoice flow—from supplier drops to payment runs—identifying pain points like mismatched dent repair bills. This blueprints your custom system.
AI Design and Build
Our engineers craft the AI core, training it on your real invoices for pinpoint accuracy on auto-specific terms. Integrations lock in with your tools, tested for peak-hour reliability.
Deployment and Optimization
Go live with full training for your team. We monitor for the first 30 days, tweaking for scenarios like rush frame jobs, ensuring seamless scalability as your business grows.
Why We're Different
What's Included
Common Questions
How does your AI handle the unique invoicing from auto parts suppliers?
Our system is trained on thousands of real automotive invoices, recognizing specifics like OEM part numbers, paint batch codes, and variable labor rates. It extracts data with 98% accuracy, even from low-quality scans. For example, if a supplier bills for mismatched lug nuts or frame alignment add-ons, the AI flags it against your repair order instantly. This prevents overpayments common in body shops, where generic tools often miss these nuances. We customize the model during onboarding to your key vendors, ensuring it adapts to their formats—whether PDF, EDI, or email attachments. Shops typically see setup complete in 2 weeks, with immediate ROI on error reduction.
Will this integrate with my existing shop management software?
Absolutely. We specialize in deep integrations with platforms like Shop-Ware, Mitchell, or CCC One, creating bidirectional data flows. Invoices sync directly to your job tickets, pulling details like VIN-specific parts to validate charges. No more manual re-entry that leads to errors in collision estimates. Our approach uses secure APIs for real-time updates, so when a payment clears, inventory adjusts automatically. For legacy systems, we build custom bridges without disrupting operations. Past clients report 80% less data silos, streamlining everything from month-end closes to insurer reimbursements. It's all owned by you—no third-party dependencies.
What about security for sensitive repair customer data?
Security is non-negotiable in automotive, where invoices tie to customer vehicles and personal info. We implement AES-256 encryption for all data at rest and in transit, plus role-based access so only authorized staff see approvals. Compliant with GDPR and CCPA, our systems audit every action for traceability—crucial for warranty disputes or audits. Unlike cloud SaaS with shared vulnerabilities, our custom builds isolate your data entirely. We've fortified against common threats like phishing from fake supplier emails. Regular penetration testing ensures resilience, giving shops peace of mind as they process high-value claims without exposure.
How long until we see results after implementation?
Most shops notice quick wins within the first week: automated capture cuts initial processing by half. Full ROI hits in 4-6 weeks, with 70% time savings on AP tasks. Take a recent deployment—we reduced a 20-hour weekly grind to 6 hours, spotting $2K in monthly savings from caught errors. Your timeline depends on complexity, but we prioritize low-disruption rollout: parallel testing ensures no downtime during busy seasons. Post-launch, our team optimizes based on your feedback, often yielding further gains like faster vendor negotiations through accurate spend tracking.
Can this scale if my auto body shop expands?
Designed for growth, our architecture handles volume spikes—like adding bays for more frame machines—without performance dips. Cloud-based scaling auto-adjusts resources, supporting from 100 to 1,000+ invoices monthly. As you hire more techs or take on fleet contracts, the system expands seamlessly: more users, advanced rules for multi-location approvals. We've scaled solutions for shops doubling revenue in a year, maintaining 99% uptime. No rip-and-replace; it's modular, so features like EV battery invoicing can plug in later. This future-proofs your investment against industry shifts.
What's the difference from off-the-shelf invoice tools?
Off-the-shelf options are like stock parts—functional but not fitted to your shop's quirks, leading to constant tweaks and hidden costs. Our custom AI is engineered for auto body specifics: it understands variable costs in refinish work or supplier variances in collision parts, achieving higher accuracy than generic OCR at 95% vs. their 80%. You own it outright, dodging subscription fees that average $5K yearly for SMBs. Plus, deep integrations eliminate the 'tool juggling' that wastes 30% of AP time in shops. It's not assembled; it's built to accelerate your exact workflow, delivering measurable efficiency from day one.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.