Driving Dealership Customer Benefits Ahead with APSmart and PBS Systems Data Integration

For many auto dealerships, manual accounts payable (AP) processes are a significant pain point that drains valuable time and resources. Whether it’s processing invoices and statements or handling vendor payments, these tasks are often time-consuming, error-prone, and disconnected from other business operations. As a result, dealerships may struggle with inefficiencies, missed cost-saving opportunities, and an inability to focus on core growth initiatives. 

Automation technology helps dealerships manage these tasks better, and at CloudX®, we’ve begun a dynamic integration collaboration with PBS Systems—an advanced Dealer Management System (DMS) supplier who combines user-focused functionality with comprehensive set-up capabilities to streamline operations.

The integration of our APSmart® AP automation platform with the PBS Systems DMS promises to transform and streamline dealership accounts payable departments into highly efficient and strategically valuable assets to their auto groups.

In this blog, we’ll explore how our collaboration will enhance automotive ecosystem operations by automating manual processes, enabling seamless connectivity between data platforms, and empowering dealerships to gather cost savings and focus on core business activities.

AP and DMS Integration: Where Auto Dealerships Transformation Begins

In auto dealership operations, speed and accuracy are paramount to vendor retention and satisfaction. The reality is, one late payment to a vendor can translate to higher costs, service interruptions, and a poor reputation. Fortunately, the integration of APSmart and PBS Systems’s DMS can enhance critical AP tasks and bring some of the following benefits:

Automation of Key AP Functions. The APSmart-PBS Systems integration brings full automation to AP processes, eliminating the need for manual intervention. This extends from automation of invoice capture, general ledger (GL) coding, and purchase order (PO) matching to approvals, invoice posting, and vendor statement reconciliation.

Real-time Data Sharing. WIth real-time data sharing, dealerships using the APSmart-PBS Systems integration can access and share financial data instantly—without the delays traditionally associated with manual data entry. As a result, key financial information is always current, and collaboration is enhanced between the dealership’s accounting team and other departments.

A Streamlined Payment Process. Another significant benefit of this integration is the ability to streamline payment processing. With it, dealerships can execute payments to vendors through various methods, including virtual credit cards, ACH transactions, or checks using a Payments as a Service (PaaS) model. Dealerships can then choose the most efficient payment methods for their business needs—a move that improves cash flow management and simplifies vendor relations.

Understanding Key Features of the APSmart and PBS Systems Integration

What is APSmart and how does it work?

APSmart is an end-to-end AP automation platform designed with particular benefits for the auto industry. It digitizes, automates, and monetizes vendor invoices and payment processing, making it easy for dealerships to manage their AP operations from start to finish. APSmart uses advanced AI technology to automatically capture invoice data, match it to purchase orders, and assign correct GL codes. It also allows dealerships to automate approvals and invoice posting, saving significant time and reducing the risk of human errors

Additionally, APSmart facilitates vendor statement reconciliation, helping dealerships keep track of their accounts with vendors, identify discrepancies, and resolve issues quickly. By automating the reconciliation process, dealerships can ensure that their financial records are always in sync with vendor statements to reduce the likelihood of errors or disputes.

What is the PBS Systems DMS and how does it work?

The PBS Systems DMS is a software that helps auto dealerships streamline operations and features a cloud-based interface for greater flexibility and mobile access, enhanced reporting and analytics, and customizable dashboards. The latest version, called v10, offers improved inventory management, automated marketing tools, and stronger security features. Its CRM capabilities and seamless third-party integrations help dealerships optimize workflows, boost customer engagement, and make data-driven decisions for improved efficiency and profitability.

How Automation Integrations Benefit Auto Dealerships

One of the key advantages of the APSmart-PBS integration is the ability for dealerships to better manage and optimize their vendor payables. Traditionally, accounts payable (AP) tasks have been a time-consuming administrative challenge. However, by automating these processes, dealerships can gain several key benefits, including:

• Streamlined payment schedules
• Strengthened vendor relationships
• Opportunities to earn valuable cash rebates 
• Improved cash flow management
• Reduced overhead costs

Automating these accounting tasks frees up valuable resources so dealerships can focus on core activities that drive revenue, such as sales, customer service, and growth initiatives. Additionally, automation significantly reduces the need for manual intervention, which cuts paper-based workflows and minimizes costly errors. This leads to faster, more accurate financial reporting and substantial cost savings in accounts payable.

What the APSmart-PBS Systems Integration Means for the Automotive Ecosystem 

Driving Innovation and Efficiency in the Automotive Industry

The APSmart-PBS Systems DMS integration demonstrates how automation and technological advancements can streamline traditionally manual tasks, enhancing the efficiency of dealership operations. By adopting these solutions, dealerships can shift their focus to delivering superior customer experiences, increasing profitability, and seizing new business opportunities.

Enhanced Collaboration Between Dealerships and Technology Partners

The collaboration between CloudX and the PBS Systems DMS marks a significant advancement in fostering stronger connections within the automotive retail ecosystem. By leveraging cloud-based technology, the integration breaks down barriers between disparate systems, creating a unified and interconnected platform. The resulting connectivity is essential for boosting operational efficiency and delivering improved 

Paving the Way for Future Integrations

With the adoption of new digital solutions, we can expect more collaborations between technology providers that aim to streamline operations and enhance connectivity. The success of the APSmart-PBS Systems integration serves as a model for how technology can transform the automotive retail experience and improve both dealer operations and customer satisfaction.

Putting APSmart and the PBS Systems DMS to Work

The integration of CloudX’s APSmart solution and the PBS Systems DMS is a welcome change for partnering dealerships who want to optimize their accounting systems, and the seamless connectivity between the software solutions is setting a new standard for transforming the automotive retail ecosystem.

For more information on this integration or to request a demo of APSmart, please contact CloudX here.