--- title: "Accounts receivable management for auto repair shops & dealerships" description: "Accounts receivable management for auto repair shops & dealerships: outsourced accounts receivable: aging reviews, statements, dunning sequences, phone." url: https://ledgerbpo.com/industries/auto/accounts-receivable/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounts receivable management for auto repair shops & dealerships Accounts receivable for auto repair shops & dealerships is spread across payers who each behave differently: fleet accounts on terms, insurance companies paying against estimates, warranty administrators paying approved claims, wholesale parts customers, and lenders funding contracts in transit. A shop manager cannot chase all of them between customers at the counter. A LedgerBPO receivables specialist maintains the aging by payer type, runs our DunningDesk cadence under your brand with reminders and calls, follows warranty rejections and insurance short-pays through the payer's own process, tracks contracts in transit until funded and escalates anything that stalls with the repair order or deal file attached. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## What is accounts receivable outsourcing? Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations. ## What we handle for auto repair shops and dealerships - Aging by payer type: fleet, insurance, warranty, wholesale and contracts in transit - Reminder and call cadence under your shop's brand for fleet and wholesale accounts - Warranty rejections and short-pays resubmitted inside the appeal window - Insurance payments followed with the adjuster and supplement record attached - Contracts in transit chased with the lender after 5 business days ## The KPI that matters here Receivables over 45 days held below 15% of the open balance across all payer types. ## Auto compliance notes ### State dealer rules and title work Licensed dealers must remit sales tax on vehicle sales, submit title and registration applications within the state's deadline, often 30 days, and in some states charge no more than a capped documentation fee. We track sales tax, title fees and registration fees collected as liabilities per deal, reconcile them to what the DMV or tag agency was paid, and list any deal where the paperwork or the payment is late. Your compliance officer or attorney interprets the rules; we keep the schedule. ### Floor-plan financing Floor-plan lenders charge interest daily per unit, require curtailment payments as units age and reconcile their records to the lot at audit. We post interest and curtailments per unit, reconcile the lender's statement to the ledger every month, and flag any sold unit whose payoff has not cleared inside the contract window so a sold-out-of-trust position never goes unnoticed. ### Parts inventory and core charges Parts inventory must be counted, valued consistently and reconciled to the ledger, with obsolete stock written down under your CPA's policy. Core charges paid to suppliers are receivables until the core is returned, and supplier returns are receivables until credited. We track both by supplier so the balance sheet reflects what will actually come back. ### Cash reporting and consumer financing Dealerships must file IRS Form 8300 for cash over $10,000 and keep records supporting each finance contract. We list every 8300-reportable transaction from the deal file for your compliance officer to file, and we reconcile finance reserves and chargebacks from lenders to the contracts they relate to. We do not file the forms or give legal advice. ## Auto software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [QuickBooks Desktop](https://ledgerbpo.com/software/quickbooks-desktop/) - [Square](https://ledgerbpo.com/software/square/) - [Gusto](https://ledgerbpo.com/software/gusto/) - Tekmetric - Shop-Ware - Mitchell 1 - Shopmonkey - Dealertrack DMS - CDK - [All 50 platforms](https://ledgerbpo.com/software/) ## More for auto repair shops and dealerships Other services for auto - [Bookkeeping](https://ledgerbpo.com/industries/auto/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/auto/invoicing-and-billing/) - [Accounts payable](https://ledgerbpo.com/industries/auto/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/auto/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/auto/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/auto/financial-reporting/) - [All auto services](https://ledgerbpo.com/industries/auto/) Accounts receivable in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/accounts-receivable/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/accounts-receivable/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/accounts-receivable/) - [Clinical laboratories](https://ledgerbpo.com/industries/clinical-labs/accounts-receivable/) - [The full accounts receivable page](https://ledgerbpo.com/services/accounts-receivable/) ## Frequently asked questions ### Do you chase insurance companies and warranty administrators too? Yes, those receivables are followed through the payer's own process: claim portals, adjuster contacts and administrator phone lines, with the estimate, supplements and repair order ready. Short-pays are appealed with documentation while the window is open. All contact is first-party under your shop's name, and anything needing legal escalation goes back to you. ### How do you handle contracts in transit at a dealership? Each financed deal is recorded as a contract in transit when the customer takes delivery, and we track it until the lender's funding arrives, typically within a few business days. Anything older than 5 business days is chased with the lender for missing stipulations, and anything older than 10 is reported to you as a deal at risk of unwinding. ### Will your calls to fleet customers sound like a collection agency? No, every reminder and call is a first-party communication under your brand with scripts you approve, and we are not a collection agency. Agents never take card numbers; customers pay through your portal or at the counter. Recording and calling-hour rules follow your state. The cash application service for auto repair shops & dealerships applies what they pay. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/auto/accounts-receivable/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt