Back-Office Accounting Automation for a Multi-Store Quick Lube

We built a back office that does the checking and hands a person the short list that needs a decision.

It reads the POS exports, runs a set of audits, and puts anything odd into a review queue. The bookkeeper approves it or fixes it. Then the system produces the payroll file and the QuickBooks import file.

The goal was simple: let one person handle bookkeeping work that took several.

• Payroll audit. Flags punch exceptions, and handles overtime correctly when the work week and the pay periods don't line up.
• Card batch reconciliation. Matches card batches against POS sales. In the demo, the processor side was simulated.
• Fleet and pay-later AR watch. Keeps an eye on what fleet and pay-later accounts owe.
• Cash and declined-card tracking. Shows cash and declined cards so they don't get lost.
• Discounts and cancellations audit. Looks at who discounted or cancelled what.
• Review queue. Every flag gets an approve or fix. Nothing moves on its own.
• Generated files. Payroll and QuickBooks import files, ready once the review is done.

One finding came straight out of the real POS exports. Most tickets were rung under one shared login. That meant nobody could tell which person gave a discount or cancelled a ticket, so individual accountability couldn't be tracked. It's the kind of thing you only see once you look at every ticket.

We learn the business first. How payroll runs, how the pay periods fall, which accounts are fleet or pay-later, and how the books are set up today.

We build to spec. The audits connect to the real POS and card processor data. The rules match the operator's own policies on overtime, discounts and receivables.

Live in about 10 days. Once scope and data access are agreed, a first version is usually live in about 10 days.

The client owns their data. Payroll, sales and accounting data stay with the business.

For a live system in the same industry, see our case study on camera AI and back-office automation for a quick lube and car wash operator. For the broader approach, see workflow automation.