AP Automation for Dealerships & Mid-Market Organizations | onPhase

Manage the entire invoice-to-pay process in one cloud-based AP automation platform built for speed, accuracy, and control. Replace manual data entry, lost invoices, and email approval chains with intelligent workflows that capture, code, match, and route invoices automatically with up to 99% accuracy.

Finance teams gain real-time visibility into cash flow and spend, AP teams get hours back every week, and approvers can sign off from anywhere on any device. Built for dealerships and mid-market finance teams that need to simplify the complex. onPhase scales with your business and turns AP from a cost center into a strategic function.

Smart Capture

onPhase's AI and human-in-the-loop validation work together to read header and line-item invoice details, including handwriting, with up to 99% accuracy. When the AI gets it wrong, onPhase's own team handles the exception before it ever reaches your AP team.

Invoice Management

Validate and route invoices through approval rules as simple or as complex as your organization needs. Configure by amount, vendor, department, GL code, or location. See exactly where every invoice is in the process, and where it is getting stuck, before it becomes a problem.

PO and non-PO Matching

2-way, 3-way, and 4-way PO matching catches overpayments and discrepancies at the line level, before the approval step. Exceptions are flagged automatically. No more duplicate payments or missed short shipments.

Embedded Payments

Payments are embedded directly in the platform, so your team pays vendors without switching systems. Cash flow visibility is built in so you can see what's ready to pay, what's in process, and what's cleared in real time. That's real-time cash-flow visibility. Virtual card adoption generates rebates through your supplier network that can offset software costs. Suppliers can check payment status in the portal, which means fewer calls to your AP team and stronger vendor relationships

Reporting

Real-time reporting built into the platform gives finance teams live intelligence on their AP data from day one: no setup project, no data warehouse required. Pre-built dashboards are ready immediately including Invoice Aging, Approver Aging, Invoice Monitor, and Vendor Spend.

Supplier Communication

Communicate with suppliers directly inside the platform to resolve discrepancies, share payment status, and address open questions, without the email chain. Suppliers get real-time visibility into where their payment stands. Your AP team stays focused.

Built-In Security

Safeguard your data with internal controls that ensure security, privacy, and transparency. onPhase is SOC I, SOC II, HIPAA, and PCI compliant.

Seamless Integrations

onPhase integrates with the ERPs and dealer management systems (DMS) systems your team already runs, including NetSuite, Microsoft Dynamics, Procede, CDK, Karmak, Dealertrack, and Tekion, Sage, SAP, Infor, eand more!

A smarter way to manage invoices.

onPhase uses advanced AI to extract and validate invoice data with up to 99% accuracy. Our smart capture reads complex formats, handles line item detail, and flags exceptions before they reach your ERP.

Most AP automation tools reach 80 to 85% capture accuracy with AI alone. The remaining exceptions land on the AP team. With onPhase, those exceptions go to our human in the loop team, so your team doesn't have to.

onPhase is built to connect by seamlessly integrating with your financial systems, workflows, and approval processes. From invoice intake to final approval, every step is automated, accurate, and auditable.

With onPhase, payments are embedded into the platform, providing your team even more visibility on cash flow. Once invoices are approved, your team is able to pay your suppliers without ever leaving the system.

Whether you’re issuing single payments or managing complex batch runs, onPhase gives you the flexibility to pay by ACH, check, virtual card, or wire. Built-in controls ensure compliance with your approval policies, while automatic holds protect against insufficient funds or missing documentation.

Close the books faster

Cut invoice processing time by up to 80%. Automated capture, coding, and matching eliminate the manual work that slows down month-end close.

Catch errors and fraud before they cost you

2-way, 3-way, and 4-way matching, duplicate detection, and built-in approval controls prevent overpayments and fraud — automatically.

Pay vendors faster
(and earn cash back)

Pay suppliers 5x faster via ACH, virtual card, check, or wire. Virtual card payments earn cash back on eligible transactions, turning AP into a revenue source.

Real-time visiblility into cash flow

Live dashboards show invoice status, approval bottlenecks, and spend by vendor, GL, or department. Finance leaders forecast cash flow with confidence.

Scale without adding headcount

As invoice volume grows, onPhase absorbs it. Teams routinely process 2–3x more invoices without adding AP staff.

Audit-ready by default

Every action — capture, edit, approval, payment — is logged with a time-stamped audit trail. SOC 1, SOC 2, HIPAA, and PCI compliant.

CUSTOMER HIGHLIGHT

"onPhase provided us with the professional confidence and expertise we needed to revamp our requisition process, without sacrificing valuable resources to get the job done. I no longer worry about my requests getting to the right people in time or the need to be at my desk to sign off on urgent purchases."

- Jim Miller - CIO | Operation PAR

Learn how Operation PAR gained speed and visibility through AP Automation and Document Management with onPhase.

Kristie-B

"Seamless Automation and Exceptional Support"

Undral-E_review

"Streamlined AP Automation with Great Visibility"

Kaitlyn-L

"Secure and Efficient File Management"

What does an onPhase AP automation implementation involve?

onPhase scopes every AP automation implementation to your invoice volume and existing accounting and ERP systems rather than running a one-size-fits-all rollout. It supports phased migrations and multiple integration methods, including API, secure file drop, and direct access, so your accounts payable team can bring the platform online in stages.

Which ERPs does onPhase integrate with natively, and what does that mean in practice?

onPhase connects directly with widely used ERPs including NetSuite, Microsoft Dynamics and Business Central, SAP, Sage, Acumatica, Procede, and CDK, with additional connections available. In practice, that means invoices, approvals, vendor records, and GL codes sync between onPhase and your ERP in real time, so your AP team runs the full accounts payable process in one system with no rekeying and no version-control issues.

How accurate is onPhase's AP automation invoice data capture?

onPhase's AP automation uses human-assisted AI to capture header and line-item invoice detail with up to 99% accuracy. Its smart capture reads complex invoice formats, handwriting, and multiple languages, and flags exceptions before they reach your ERP, reducing manual data entry for your accounts payable team.

Can we configure approval rules by amount, department, vendor, or GL code?

Yes. onPhase routes invoices through custom, rules-based invoice approval workflows that can be configured by amount, department, vendor, or GL code, so accounts payable approvals follow your organization's policies automatically. Routine invoices move straight through while exceptions are flagged for review.

What payment methods does onPhase support, and which earn cash back?

onPhase supports ACH, check, virtual card, and wire, all issued from within the same AP workflow and synced back to your ERP. Virtual card payments earn cash back on eligible transactions, turning accounts payable into a source of rebate revenue rather than purely a cost center.

How is onPhase AP automation priced?

onPhase AP automation pricing is tailored to your invoice volume, the modules you need, and your ERP integration requirements. Pricing is provided as a custom quote following a short scoping call or demo.

What compliance certifications does onPhase hold?

onPhase is SOC 1, SOC 2, HIPAA, and PCI compliant, with internal controls built to keep your accounts payable and financial data secure, private, and audit-ready.