Zero mismatches. Six months. Three locations.

Diane Kowalski owns Kowalski's Auto Group — three dealership locations across Michigan selling new and used vehicles, parts, and service. The business has been running since 2004 and employs around 80 people across all three sites. On the surface it runs smoothly. Showrooms are busy, service bays are full, parts departments are turning inventory. Under the surface, the AP function was held together by one person doing an enormous amount of manual work every single week.

▶ CRM: Salesforce

▶ Accounting: Quickbooks Online

▶ Payments: Stripe

▶ Analytics: Baremetrics

▶ Database: Postgresql

▶ Comms: Slack

▶ Reporting: Google Sheets

▶ DMS: CDK Global

Three dealership locations means three parts departments, three sets of vendor relationships, and hundreds of parts invoices coming in every month. Every one of them had to be manually matched to its purchase order before payment could go out.

Diane's AP person spent the better part of every week doing that matching. Pulling POs from CDK Global, comparing them to vendor invoices in QuickBooks, checking amounts, flagging discrepancies, updating Google Sheets with the status of each one. Across three locations and 400 invoices a month it was effectively a full-time job just to not get overcharged.

And they were still getting overcharged. Duplicate invoices slipped through. Price increases went unnoticed until the payment had already gone out. Discrepancies between locations were invisible because nobody had a consolidated view.

Carapace connected Salesforce, QuickBooks Online, CDK Global, and the vendor data sitting in PostgreSQL and automated the entire AP matching process.

Every vendor invoice that comes in is now automatically matched against its corresponding purchase order. Amount, line items, vendor details — all checked against the PO before the invoice is approved for payment. If anything does not match, it is flagged in Slack before the payment goes out. If a duplicate invoice appears from the same vendor for the same amount, it is caught and held automatically.

Carapace also built a consolidated view across all three locations — surfacing AP status, outstanding invoices, and vendor payment history in a single dashboard that Diane can see from anywhere.

Zero invoice mismatches across all three locations in six months. No duplicate payments. No unnoticed price increases. Diane's AP person reclaimed 20 hours a week that had been spent on manual matching — time that now goes into vendor relationship management and cash flow planning.