Best Accounts Payable Software for Auto Shops

For most auto shop owners, the back office is a battlefield of paperwork. Stacks of parts invoices, greasy repair orders, and multi-page vendor statements create a constant, low-level anxiety. Did that core charge get credited? Was that special-order part ever actually billed to the customer? Did we already pay this invoice? Answering these questions often means a manual, line-by-line hunt through documents, a task no one has time for.

Despite that reality, most shops still manage accounts payable through a mix of spreadsheets, paper statements, and generic accounting software that was never designed for parts invoices, core returns, or repair orders. The result is predictable: money leaks out through cracks that nobody has time to check.

To help you out, we evaluated 7 of the best AP software tools based on their relevance for auto repair shops, features, pricing and ease of use. Let’s dive in.

What to Look for in AP Software for Auto Repair Shops

Before diving into our picks, here are the key factors we evaluated:

• Auto repair workflow support - Does the tool understand repair orders, core returns, vendor statements, and the specific ways auto shops lose money? Most AP tools do not, and that gap matters more than any other feature on this list.
• Accounting software integration - Your AP tool needs to sync with QuickBooks, Xero, or whatever accounting platform your shop uses. Double entry is where errors multiply.
• Payment flexibility - Can you pay vendors by ACH, card, or check? Can you earn rewards or extend your cash float? For shops that process dozens of vendor payments monthly, this adds up.
• Invoice capture and automation - How much manual data entry does the tool eliminate? AI-powered invoice capture can save hours per week, but accuracy varies significantly between platforms.
• Pricing transparency and ROI - Some tools on this list are free. Others cost $299 per month or more. The right question is not which is cheapest but which one pays for itself in your specific situation.

Now let's look at each tool in detail, starting with our top recommendation for auto repair shops.

1. WickedFile - Best for Auto Repair AP Reconciliation

WickedFile is not a bill pay platform. It does not process payments, issue corporate cards, or handle accounts receivable. If you are looking for a tool to pay your vendors faster, several other options on this list do that better and cost less.

What WickedFile does is solve a problem that no other tool on this list touches: it cross-references your parts invoices, vendor statements, and repair orders using AI to find the money your shop is quietly losing. But it does more than just flag discrepancies. WickedFile creates a set process for managing and reconciling accounts payable in your business. Parts volume in many shops can be overwhelming, and WickedFile gives your team a guided workflow that eliminates up to 90% of the reconciliation and coding work for invoices, statements, and credits from your parts vendors.

Why WickedFile Is Our Top Recommendation

For most businesses, AP software means paying bills more efficiently. For auto repair shops, the bigger financial risk is not slow payments. It is the money disappearing through uncredited core returns, parts ordered but never billed to a customer, duplicate vendor charges, and statement errors that nobody catches until month-end, if they catch them at all. WickedFile was built specifically to find those problems.

Co-founder Bob Saladna, a shop owner with over 40 years of experience and 9 locations, created WickedFile after discovering $180,000 in parts theft in a single year. Nearly every shop owner he spoke with had experienced something similar.

Best For

Independent auto repair shops (1 to 100+ locations) that suspect, or know, they are losing money to vendor errors, unbilled parts, missed credits, or internal theft.

Key Features

• Vendor statement reconciliation - Automatically matches vendor statement line items against your invoices and credits, flagging discrepancies instead of forcing you to check line by line
• RO-to-invoice matching - Connects parts purchases back to the repair order and customer they belong to, surfacing parts that were ordered but never billed
• Core return tracking - Distinguishes between core returns, warranty credits, and standard vendor adjustments, alerting you when expected credits are missing
• WickedTrackers - Custom monitoring rules that send scheduled email alerts for specific issues like deleted ROs or cores that have not been credited
• Shop management system integrations - Connects directly to Tekmetric, Shop-Ware, Mitchell 1, NAPA TRACS, Protractor, Fullbay and RO Writer
• QuickBooks and bank feed integration - Pulls in accounting data and bank/credit card transactions for a complete financial picture

Where WickedFile Excels

• Only tool on this list purpose-built for auto repair shop AP workflows
• -Workflows and built-in best practices simplifying SOPs for auto repair shops
• Catches profit leaks that generic AP tools have no ability to detect
• Integrates with the shop management systems independent shops actually use
• Founded by a shop owner who understood the problem firsthand
• Free trial with 500 scanned pages lets you prove ROI before committing

Limitations to Consider

• Does not process payments: You still need a separate tool (QuickBooks, Melio, BILL, or your bank) to actually pay your vendors. WickedFile finds the problems. It does not move the money.
• No accounts receivable features: This is strictly an AP reconciliation tool. If you need invoicing, AR tracking, or customer billing, look elsewhere.
• No corporate card or expense management: Unlike Ramp or BILL, there is no card program or spend management layer.
• Specializes in Auto repair industry: If you run businesses outside of auto repair, WickedFile will not help with those operations.
• Higher price point than general bill pay tools: At $299 per month, WickedFile costs more than Melio, BILL, or Ramp. The ROI case depends on whether the platform finds more than $299 per month in recoverable losses, which many shops report it does, but it is not a budget option.

Pricing

Free trial with 500 scanned pages. The Grow plan is $299 per month with no setup fees. An Enterprise plan with custom pricing is available for multi-state or large-scale operations.

With WickedFile's specific focus covered, let's look at the broader AP platforms that handle the payment side of the equation.

2. BILL - Best All-Around AP Automation

BILL (formerly Bill.com) is one of the most established AP automation platforms on the market, used by nearly half a million businesses. It handles the full accounts payable lifecycle: invoice capture, coding, approval workflows, and payment execution across ACH, check, and card.

Best For

Small to mid-size businesses that want a mature, full-featured AP and AR platform with strong QuickBooks and Xero integration.

Key Features

• AI-powered invoice capture - Extracts data from invoices automatically, reducing manual entry
• Approval workflows - Customizable multi-step approval routing based on amount, vendor, or department
• Multiple payment methods - ACH, virtual card, check, and international wire transfers
• AP and AR in one platform - Manage both payables and receivables without switching tools
• Accounting sync - Two-way sync with QuickBooks Online, QuickBooks Desktop, Xero, Sage Intacct, and Oracle NetSuite

Where BILL Shines

• Mature platform with years of refinement and a massive user base
• Full AP/AR suite covers more ground than most competitors
• Strong ERP and accounting integrations for growing businesses
• AI-enhanced features continue to improve invoice processing accuracy

Limitations to Consider

• No auto repair-specific features. BILL has no concept of a repair order, core return, or vendor statement reconciliation against parts purchases. See how WickedFile compares to BILL, or explore alternatives to BILL for auto repair shops.
• Per-user pricing ($45-$89/user/mo) adds up quickly for shops with multiple managers, bookkeepers, or locations.
• ACH payments carry a $0.59 fee per transaction on top of the subscription cost.

Pricing

Essentials plan starts at $49 per user per month. Team plan is $65 per user per month. Corporate plan runs $79-$89 per user per month. Enterprise pricing is custom. BILL also offers a free Spend and Expense product (formerly Divvy) for corporate card and expense management.

3. Ramp - Best Free AP Tool with Spend Management

Ramp has disrupted AP automation by offering a genuinely free core product. The catch is that Ramp makes money through interchange fees on its corporate cards, so the free AP tools are designed to get you using Ramp cards. That said, the AP features are real and competitive even without the card component.

Best For

Tech-forward shops that want free AP automation bundled with corporate cards, expense management, and spend controls.

Key Features

• AI invoice capture and coding - Automated data extraction with OCR that improves over time
• Duplicate invoice detection - Flags potential duplicate payments before they go out
• Approval workflows - Custom routing with split approvals across departments
• Corporate cards with rewards - Physical and virtual cards with cashback and built-in spend limits
• Vendor management - Centralized supplier records, payment history, and compliance tracking

Where Ramp Shines

• Free core plan is genuinely useful, not a stripped-down teaser
• Corporate card rewards can offset other costs
• Fast onboarding, with some businesses reporting full setup in under 30 days
• Strong duplicate detection helps prevent overpayments

Limitations to Consider

• No auto repair-specific features. No RO matching, core tracking, or vendor statement reconciliation. See why generic AP tools fall short for shops.
• The free model works best when you use Ramp cards. If you only want AP automation without the card program, the value proposition weakens.
• Advanced ERP integrations (NetSuite, Sage Intacct) require the paid Ramp Plus tier at $15 per user per month.
• Not designed for industry-specific workflows of any kind.

Pricing

Free core plan includes AP, corporate cards, travel, and expense management. Ramp Plus is $15 per user per month for advanced integrations and controls. Enterprise pricing is custom. Standard ACH payments are free, but same-day ACH and certain international payments may carry fees.

4. Melio - Best Budget-Friendly Bill Pay

Melio keeps things simple. It is a bill pay platform that lets small businesses pay vendors by ACH, card, or check, sync with QuickBooks, and manage cash flow without a steep learning curve. For shops that just need to stop writing paper checks and start paying vendors digitally, Melio is a fast, low-cost starting point.

Best For

Small shops on a tight budget looking for straightforward vendor bill pay with flexible payment options.

Key Features

• Flexible payment methods - Pay by ACH (free on some plans), credit card (2.9% fee), or mailed check, even when vendors do not accept cards
• Batch payments - Process multiple vendor payments in a single workflow
• QuickBooks sync - Two-way integration with QuickBooks Online and Desktop
• Mobile app - Approve and send payments from your phone
• Vendor self-onboarding - Invite vendors to submit their own payment details

Where Melio Shines

• Free Go plan lets you get started without any subscription cost
• Paying vendors by card when they only accept checks is a genuinely useful feature for managing cash flow
• Very easy to set up and use, even with no accounting background
• 30-day free trial unlocks all premium features

Limitations to Consider

• No auto repair-specific features. No parts reconciliation, RO matching, or core return tracking. See how WickedFile compares to Melio, or explore alternatives to Melio for auto repair shops.
• The free Go plan is limited to 5 ACH payments per month and one user. Most shops will outgrow it quickly.
• Credit card payments carry a 2.9% processing fee, which adds up on large vendor payments.
• Reporting and analytics are basic compared to BILL or Ramp.

Pricing

Free Go plan with limited features. Core plan starts at $25 per month plus $10 per additional user. Boost and Unlimited plans offer more features up to $80 per month. Additional ACH payments beyond the free allotment cost $0.50 each.

5. QuickBooks Online - Best for Shops Already on QBO

If your shop already runs on QuickBooks Online, you have basic AP functionality built in. QuickBooks handles bill tracking, vendor payments, expense categorization, and financial reporting. For many shops, especially smaller operations, this may be enough for the payment side of AP.

Best For

Shops already using QuickBooks Online that want to manage AP without adding another tool to the stack.

Key Features

• Bill management - Enter, track, and pay vendor bills within QuickBooks
• Expense tracking - Categorize expenses, upload receipts, and track spending by vendor or category
• Financial reporting - Profit and loss, balance sheet, cash flow, and custom reports
• 1,000+ integrations - Connects with most shop management systems, payment platforms, and business tools
• Multi-user access - Up to 25 users on the Advanced plan

Where QuickBooks Online Shines

• You probably already have it and are paying for it
• Deep integration ecosystem means your shop management system likely syncs directly
• Familiar interface for bookkeepers and accountants
• Handles both AP and AR in a single accounting platform

Limitations to Consider

• AP features are basic. There is no automated invoice capture, no AI-powered matching, and no approval workflows without third-party add-ons.
• No parts reconciliation, vendor statement matching, or core return tracking. QuickBooks treats all bills as generic payables.
• Manual processes for anything beyond simple bill entry and payment. As invoice volume grows, the manual work scales with it.
• Not an AP automation tool. It is an accounting platform with basic bill pay built in.

Pricing

Simple Start at $35 per month (single user, basic features). Essentials at $65 per month (up to 3 users, bill management). Plus at $99 per month (up to 5 users, inventory and project tracking). Advanced at $235 per month (up to 25 users, custom reports, automation).

6. Stampli - Best Enterprise AP Automation

Stampli is one of the highest-rated AP automation platforms available, with a 4.8 out of 5 on Capterra from over 460 reviews and recognition as a G2 Leader. It is built for mid-market and enterprise finance teams that need deep ERP integrations and full procure-to-pay capabilities. For large automotive dealership groups using Dealertrack DMS, Stampli has a dedicated automotive offering.

Best For

Mid-market and enterprise finance teams, including large dealership groups, that need comprehensive AP automation with 70+ ERP integrations.

Key Features

• Billy the Bot AI - AI assistant that learns your coding patterns and suggests GL codes, approvers, and cost centers
• 2-way and 3-way PO matching - Matches invoices against purchase orders and goods receipts
• Procure-to-pay suite - Full lifecycle from procurement through vendor payment
• 70+ ERP integrations - SAP, Oracle, NetSuite, Sage Intacct, Dealertrack, and dozens more
• Corporate card program - Stampli Card for employee spending with built-in controls

Where Stampli Shines

• Best-in-class ERP integration library covers virtually every major platform
• AI assistant improves over time, reducing manual coding work
• Strong approval workflows with communication threaded directly on invoices
• Dedicated automotive offering for dealership groups on Dealertrack

Limitations to Consider

• No independent repair shop integrations. Stampli connects to Dealertrack (dealership DMS) but not to Tekmetric, Shop-Ware, Mitchell 1, or other shop management systems used by independent repair shops. See how WickedFile compares to Stampli, or explore alternatives to Stampli for auto repair shops.
• No core return tracking, RO matching, or parts reconciliation features.
• Quote-based pricing with no published rates. Likely expensive for small or mid-size shops.
• No free trial. You need to go through a sales process to evaluate the platform.
• Overkill for most independent auto repair operations.

Pricing

Quote-based. Pricing depends on invoice volume, number of users, and selected modules (AP, Procurement, Payments, Vendor Management, Cards). Contact Stampli's sales team for a custom quote.

7. Ottimate - Best AP Automation with Automotive Industry Focus

Ottimate (formerly Plate IQ) is an AI-powered AP automation platform that explicitly serves the automotive industry alongside restaurants, hospitality, construction, and healthcare. Its line-item-level invoice processing and price variance alerts make it more granular than most AP tools, which is relevant for shops tracking parts and equipment costs across vendors.

Best For

Automotive businesses (dealerships, manufacturers, and repair shops) that want AI-powered AP automation with line-item-level detail and cost monitoring.

Key Features

• Line-item invoice capture - Scans and extracts individual line items, not just invoice totals, with 98% claimed accuracy
• Price variance alerts - Flags when a vendor charges more than expected based on historical data or contract terms
• Duplicate and anomaly detection - Identifies potential duplicate invoices and spending anomalies
• GL auto-coding - AI learns your coding patterns and automates categorization
• Vendor payments - Schedule payments via check, ACH, or virtual card from within the platform

Where Ottimate Shines

• Line-item-level processing gives you more granular cost visibility than most AP tools
• Price variance monitoring can catch vendor price creep on parts and supplies
• Explicit automotive industry focus, though originally built for restaurants and hospitality
• Cash back on electronic vendor payments can offset subscription costs

Limitations to Consider

• Automotive is a newer vertical for Ottimate. The platform's deepest expertise is in restaurants and hospitality, where it started as Plate IQ.
• No repair order matching or core return tracking. Ottimate processes invoices at the line-item level but does not connect those line items to specific jobs, vehicles, or customers.
• Quote-based pricing with some users reporting that per-invoice pricing can be painful during high-volume months.
• Some users report sync lag with certain ERPs and difficulty pushing line-level metadata.
• No integration with independent shop management systems like Tekmetric or Shop-Ware.

Pricing

Quote-based. Ottimate offers personalized pricing based on invoice volume and selected features. Vendor Pay includes unlimited transactions and approvers at a flat monthly cost. Contact Ottimate for a custom quote.

How to Choose the Right AP Software for Your Auto Shop

The best tool depends on your specific situation. Here is a quick guide:

• If you need to catch profit leaks from parts, cores, and vendor errors: WickedFile is the only tool on this list built for that problem. No other platform connects your repair orders to your parts invoices to your vendor statements.
• If you need a full AP suite with payments, approvals, and AR: BILL offers the most complete package for small to mid-size businesses. It is not cheap per user, but it covers a lot of ground.
• If budget is your top priority and you want free AP: Ramp gives you real AP automation at no cost, especially if you are willing to use Ramp corporate cards. Melio is even simpler if you just need basic bill pay.
• If you are already on QuickBooks and want to keep things simple: Your existing QBO subscription handles basic bill pay and expense tracking. Add a dedicated tool only when manual processes start costing you more than the subscription.
• If you run a large dealership group or enterprise: Stampli's ERP integration library and Dealertrack connection make it the strongest fit for large automotive organizations.
• If you want line-item cost monitoring on parts and supplies: Ottimate's price variance alerts and granular invoice processing give you visibility that most AP tools lack.
• For most independent auto repair shops: Consider pairing WickedFile for reconciliation with your existing payment tool (QuickBooks, Melio, or BILL). WickedFile finds the problems. Your payment tool moves the money. Together, they cover both sides of the AP equation.

See how WickedFile compares to other AP tools →

Frequently Asked Questions

What is the best free AP software for auto repair shops?

Ramp offers the most feature-rich free AP tool, including invoice capture, approval workflows, and corporate cards. Melio's free Go plan is a simpler option for basic bill pay. Neither includes auto repair-specific features like core tracking or RO matching, so they handle the payment side of AP but not the reconciliation side.

How can auto repair shops prevent profit leaks in accounts payable?

The most common sources of AP profit leaks in auto repair are uncredited core returns, parts ordered but never billed to a customer, duplicate vendor charges, and vendor statement errors. Catching these requires cross-referencing your parts invoices, vendor statements, and repair orders, either manually or with a tool like WickedFile that automates the process. Industry estimates suggest only 5 to 10 percent of shops do true parts reconciliation regularly.

Do I need dedicated AP software if I already use QuickBooks?

It depends on your pain point. QuickBooks handles basic bill entry and vendor payments. If your main AP challenge is paying vendors on time and tracking expenses, QuickBooks may be enough. If your challenge is catching missed credits, duplicate charges, or unbilled parts hiding in your vendor statements, QuickBooks does not automate that process. A dedicated AP reconciliation tool fills that gap.

Can I use WickedFile with my existing bill pay tool?

Yes. WickedFile handles AP reconciliation, not payments. It finds discrepancies across your invoices, repair orders, and vendor statements. You continue using QuickBooks, Melio, BILL, or whatever tool you currently use to actually pay your vendors. The two solve different problems and do not overlap.

What features should auto repair shops look for in AP software?

Start with the basics: QuickBooks or Xero integration, digital bill pay, and invoice capture. Beyond that, the features that matter most for auto repair specifically are vendor statement reconciliation, repair order-to-invoice matching, core return tracking, and automated alerts for discrepancies. Most general AP tools cover the basics well. Only a few address the auto repair-specific needs.