How it runs for auto repair shops and dealerships
A LedgerBPO billing specialist raises fleet, wholesale-parts and warranty invoices from your shop system or DMS, submits claims in the payer's required format, sends statements under your brand and records everything in QuickBooks so receivables by payer type are accurate.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for auto repair shops and dealerships
- Fleet invoices consolidated by account and vehicle, with PO numbers, on the agreed cycle
- Warranty claims submitted at approved labor times and rates with supporting documents
- Insurance repair invoices matched to the estimate and each approved supplement
- Wholesale parts invoices to other shops on terms with statements monthly
- Customer deposits on special-order parts recorded and applied at completion
The KPI that matters here
Fleet, warranty and insurance invoices issued within 1 business day of vehicle release.
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
- QuickBooks Desktop
- Square
- Gusto
- Tekmetric
- Shop-Ware
- Mitchell 1
- Shopmonkey
- Dealertrack DMS
- CDK
- All 50 platforms
More for auto repair shops and dealerships
Other services for auto
Invoicing and billing in other industries
Frequently asked questions
Can you bill fleet accounts differently from retail customers?
Yes, fleet accounts are set up with their own terms, billing cycle, PO requirements and vehicle list, and closed repair orders for their vehicles are consolidated into one invoice per period. Retail customers continue to pay at vehicle pickup. Both flows post to the same ledger, but receivables and revenue by customer type stay visible.
How do you submit warranty claims correctly?
Each claim is prepared from the repair order with the OEM's approved labor time, parts at the reimbursement rate and the required diagnostic notes and photos, then submitted through the administrator's portal in the format it demands. The claim is recorded as a receivable at the submitted amount and adjusted when the payer responds. Rejections are listed for resubmission while the appeal window is open.
What about insurance-paid collision repairs with supplements?
The initial estimate is recorded as the expected receivable, each approved supplement increases it, and the final invoice matches the sum the adjuster approved. Customer deductibles are invoiced and collected separately at pickup. The accounts receivable service for auto repair shops & dealerships then follows up with the insurer until the payment arrives.
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