Accounts payable is often the “invisible” bottleneck in dealership finance operations, yet it consumes a disproportionate amount of time and introduces costly risks. Manually processing hundreds of vendor invoices each month requires significant resources—and mistakes can lead to late fees, duplicate payments, or strained vendor relationships.
Why Manual AP Hurts More Than You Think
Many dealerships are still mired in paper invoices, manual data entry, and fragmented approval processes. Beyond the obvious labor costs, this approach creates delays that ripple through operations, from ordering parts to paying service vendors. Finance teams find themselves bogged down by administrative tasks that don’t add strategic value.
Late payments can damage vendor trust, and missed discounts or fees add unnecessary expense.
AP Automation: Transforming Payables Into a Strategic Asset
Modern AP automation solutions digitize invoice capture and approval workflows. Invoices are scanned, recognized with smart data extraction, and routed automatically for approval based on business rules. This dramatically reduces manual intervention and shortens cycle times.
Automation also delivers visibility into payable status, cash flow forecasting, and potential bottlenecks, enabling proactive financial management.
Real Results From Dealers Who’ve Made the Switch
Dealerships that implement AP automation commonly report more than 50% reduction in invoice processing time. For example, a large multi-location dealer processing over 600 invoices monthly reduced backlog by 75% within two months and reallocated finance staff to focus on forecasting and vendor negotiation.
The financial impact is clear: fewer late fees, improved vendor terms, and a more agile finance function.
Why AP Automation Is the Smartest Starting Point
Digital transformation projects can feel overwhelming, but AP automation offers a low-risk, high-reward entry point. It doesn’t disrupt customer-facing activities but delivers quick wins that ripple positively across accounting, service, and parts teams.
If your payables process feels like a drain on resources, automating AP is a straightforward way to save time, reduce errors, and gain financial control.
About the Author
Zachary Criswell is a Client Success Manager at VitalEdge Technologies with nearly seven years of experience helping heavy equipment dealerships optimize their operations through technology. He began his career specializing in e-Emphasys ERP implementations, guiding clients through every stage—from system design to go-live support. Now focused on long-term success, Zach leverages his deep product knowledge to provide strategic guidance, proactive support, and ongoing value. Passionate about client outcomes, he serves as a trusted advisor dedicated to helping dealerships get the most from their ERP investment.
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