Capture header and line-item details, including handwriting
Split invoices and POs across locations with ease
Keep approvals moving, even when managers are out
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.
What is onPhase?
onPhase is an AI-powered finance and operations platform built for dealerships. It handles AP automation, payments, document management, and business process automation in one platform, connected to your dealer management system. Controllers at multi-rooftop groups use onPhase to manage cash, documents, and approvals across every location without logging into multiple systems. onPhase has more than 25 years of experience supporting dealership finance teams and maintains SOC 1 Type II, SOC 2 Type II, HIPAA, and NACHA compliance.
How does onPhase automate accounts payable for dealerships?
onPhase's AI-powered Smart Capture reads every invoice that arrives by email, EDI, or upload, delivering up to 99% accuracy with a human-in-the-loop team resolving exceptions before they reach your staff. Invoices route through custom approval workflows by location, GL code, and dollar threshold, then post directly to your dealer management system. Finance tracks every invoice from capture through payment in one dashboard, with no manual re-keying required.
Which dealer management systems does onPhase integrate with?
onPhase manages bi-directional integrations with Procede/Excede, Karmak, CDK, Dealertrack, Tekion, NetSuite, Microsoft Dynamics, Sage, SAP, and more. Invoice data captured in onPhase posts automatically to your dealer management system's general ledger. onPhase runs on its own architecture, so AP keeps moving even during dealer management system maintenance windows.
How does onPhase manage AP across multiple dealership rooftops?
onPhase centralizes invoice capture, approval routing, and payment execution across all rooftops in one platform. Each location keeps its own approval structure and vendor relationships while finance leadership gets a single view of AP aging, vendor spend, and cash position across the full group. Adding a rooftop connects to the existing platform with no new implementation required.
What payment methods does onPhase support for dealerships?
onPhase supports ACH, virtual card, check, and cross-border payments. Finance sees every payment in the queue before cash leaves. Virtual card rebates can offset software costs, and the Supplier Adoption team handles vendor enrollment so your AP team does not manage the transition.
How does onPhase protect dealerships from payment fraud?
Every invoice requires the correct approval chain before payment releases. Duplicate detection flags invoices matching prior payments. Role-based access controls who can create, approve, or release payments, with a complete audit trail on every transaction. For dealership groups with AP staff across multiple locations, controls are set once and enforced everywhere.
How does onPhase manage dealership documents?
onPhase Document Management stores every document a dealership generates in one secure, searchable repository including repair orders, floorplan records, OEM statements, vendor contracts, W-9s, and certificates of insurance. Full-text search retrieves any document in seconds. Role-based permissions control access by individual and location, and every document has a complete audit trail from entry through retrieval.
Does onPhase satisfy FTC Safeguards requirements for dealerships?
Yes. onPhase provides the role-based access controls, document retention, and full audit trail capabilities required under FTC Safeguards. The platform is also SOC 1 Type II, SOC 2 Type II, HIPAA, and NACHA compliant. Segregation of duties is enforced through approval workflow controls, and every action on every document is logged and retrievable.
How is onPhase different from AP-only dealership software?
AP-only tools stop at invoices and payments. onPhase adds document management in the same platform, so deal jackets, compliance records, repair orders, and vendor documents live alongside AP data and route through the same approval workflows. A CFO can manage invoices, store documents, release payments, and see cash across every rooftop without switching systems.
