Cut AP processing time by 84% with end-to-end invoice capture and Xero reconciliation.

As a Can-Am dealership selling side-by-sides, ATVs and quads alongside a busy parts counter and service workshop, Can-Am carries the accounts-payable load of a business with money moving in every direction at once. Every month the accounts team hand-keyed thousands of invoices from the distributor, parts and accessory suppliers, freight companies and warranty providers, and each one demanded judgement before it could touch Xero: the correct GL code, the right branch, and a clean split between whole-unit stock, parts inventory and workshop jobs. Dealership billing is rarely tidy, so on top of straight supply invoices the team was constantly untangling floor-plan financing on new units, warranty claims and freight on inbound machines, where the same supplier might appear against several cost centres in a single week with different treatment each time.

The knock-on effects landed squarely on the management team. Coding was inconsistent because it depended on who happened to key the invoice, approvals stalled while the workshop and sales managers chased paper, and month-end close slipped later and later as the backlog grew. Worst of all, mistakes tended to stay invisible until reconciliation, by which point a miscoded unit cost or a missed warranty credit had already flowed into reporting and was expensive and slow to unwind. Can-Am needed AP to move at the pace of the showroom and workshop it was funding, with coding it could trust the first time and a clear audit trail across units, parts and service.

"Invoices used to back up across units, parts and service and hold up month-end every single time, and we were never quite sure what had been miscoded until it bit us at reconciliation. Now most of them code themselves against the right cost centre and post straight to Xero, the managers approve from the floor without us chasing them, and the team only looks at the ones that genuinely need a decision. It's the first time in years that AP isn't the thing standing between us and a clean close."