RepoSync — Repossession Invoice Automation

Invoice #	VIN	Amount	Bank	Status
INV-4821	1HGBH41JXMN109186	$425.00	Chase	Email Match
INV-4822	2T1BURHE5JC034581	$375.00	Capital One	Email Match
INV-4823	5YJSA1DN5DFP14705	$550.00	Wells Fargo	Email Match
INV-4824	WVWZZZ3CZWE012345	$300.00	Ally Financial	Email Match
INV-4825	JH4KA8271MC000123	$425.00	TD Bank	Scanning...
INV-4826	1G1YY22G965107890	$475.00	Navy FCU	Email Match
INV-4827	3FA6P0H77KR234567	$350.00	BOA	Email Match
INV-4828	KMHD35LH5EU789012	$400.00	Chase	No Email
INV-4829	WBA3A5G59DNP34567	$525.00	Santander	Email Match
INV-4830	1FTFW1ET5DFB98765	$600.00	Westlake	Email Match
INV-4831	5NPE24AF8FH345678	$375.00	Capital One	Email Match
INV-4832	2HGFG3B59DH567890	$450.00	Chase	Email Match
INV-4833	4T1BF1FK5CU890123	$325.00	Ally Financial	No Email
INV-4834	JN1TBNT30Z0012345	$500.00	Wells Fargo	Email Match

The Problem Today

1

Repo Software Has No Payment Tracking

Your repo software exports invoices to QuickBooks but never updates when they're paid. It also doesn't include the VIN number, which is the only identifier the banks use.

2

Banks Email Payments by VIN — Not Invoice Number

When a bank pays you, the confirmation email says "payment for VIN XYZ" but never references your invoice number. There's no direct link between the two systems.

3

Manual Cross-Referencing is Painful

You're manually matching VINs from emails to invoices, then updating QuickBooks one by one. This takes hours every week and is error-prone. Invoices that slipped through can go unpaid for weeks.

The Solution: RepoSync

⚡

One Weekly Report = Everything Connected

Your repo software's weekly report is the Rosetta Stone — it's the only place where invoice numbers and VIN numbers live together. We use that as the bridge.

📧

Automatic Email Scanning

RepoSync connects to your email (read-only) and scans for bank payment confirmations. It extracts the VIN and payment amount from each email automatically.

🔗

Smart Matching

VIN from email → matched to your report → linked to invoice number → marked as paid in QuickBooks. All automatic, all auditable.

✅

You Stay In Control

Nothing syncs to QuickBooks until you review and approve. You see every match, every amount, every discrepancy — then hit one button.

Step-by-Step Workflow

1

Export Weekly Report (You — 2 minutes)

Generate the weekly report from your repo software and export it as CSV. This is the only manual step in the entire process.

2

Upload to RepoSync (You — 10 seconds)

Drag and drop the CSV onto this dashboard. RepoSync instantly parses every invoice and VIN.

3

Automatic Email Scan (RepoSync — ~30 seconds)

RepoSync scans your inbox for payment emails from banks. It knows the format each bank uses and extracts VINs and amounts.

4

Review Matches (You — 1 minute)

See every matched invoice in a clear table. Green = matched, yellow = scanning, red = no email found yet. Spot-check amounts.

5

Sync to QuickBooks (You — 1 click)

Hit "Sync to QuickBooks" and all matched invoices are marked as paid in bulk. Done. No more one-by-one entry.

Security & Your Data

🔐

Password-Protected Access

The dashboard is behind Authelia authentication. Only you can log in with your credentials. No public access — ever.

📧

Read-Only Email Access

RepoSync connects to your email with read-only permissions. It can scan for payment emails but cannot send, delete, or modify anything in your inbox.

📊

QuickBooks OAuth 2.0

We connect to QuickBooks using their official OAuth 2.0 flow — the same security standard banks use. You authorize access once, and it uses encrypted tokens. Your QB password is never stored.

🔒

HTTPS Everywhere

All data in transit is encrypted with TLS/SSL. Your CSV uploads, email scans, and QuickBooks syncs are all encrypted end-to-end.

📝

Full Audit Trail

Every sync is logged — which invoices were matched, when they were synced, and by whom. You can always go back and verify what happened.

🗑️

No Data Retention

Uploaded CSVs are processed and discarded. We don't store your reports, email contents, or financial data beyond what's needed for the sync history log.

⚠️ What You Need to Know

• Email access: You'll connect your email account once via OAuth (Google/Outlook sign-in). You can revoke access anytime from your email settings.
• QuickBooks access: You'll authorize QuickBooks once. Tokens auto-refresh but expire after ~100 days if unused — you'd just re-authorize.
• Your password: Change the default password we set up for you immediately. Use something strong and unique.
• Bank email changes: If a bank changes their email format, let us know — we'll update the parser. This is the one thing that could need maintenance.

Implementation Timeline

Week 1 — Setup & CSV Parser

Get your repo software's CSV format, build the parser, set up the upload dashboard. You'll be able to upload and see parsed invoices.

Your input needed: sample CSV export

Week 2 — Email Integration

Connect your email, identify bank payment email formats, build parsers for each bank. Test matching against your real emails.

Your input needed: email access + sample payment emails from each bank

Week 3 — QuickBooks Sync

Connect to your QuickBooks account, build the bulk payment creation flow. Test with a few real invoices to make sure everything lands correctly.

Your input needed: QuickBooks access + test approval

Week 4 — Testing & Go Live

Full end-to-end test with a real weekly report. Fix any edge cases. Train you on the workflow. Go live.

Your input needed: real weekly run together

What We Need From You

A sample CSV export from your repo software (we need to see the exact format)
Sample payment confirmation emails from each bank you work with (2-3 per bank is ideal)
Access to connect your email account (Gmail or Outlook OAuth — you sign in, we never see your password)
Access to connect your QuickBooks account (same OAuth flow)
30 minutes for a walkthrough once we're ready to go live
Change your RepoSync password from the default (do this today!)

Bottom line: The only thing you do each week is export the report and drag it here. Everything else is automated. We estimate this saves you 10-15 hours per month of manual reconciliation work.

Repo Invoice Reconciliation

Upload Weekly Report

Drop your report here

📋 Parsed Invoices

Implementation Plan