Your Dealership's
Financials,
Finally Organized
From floor plan interest to F&I revenue and OEM-compliant statements — Gearfin structures every layer of your dealership's financial picture so management can read it clearly and act on it confidently.
A Complete Financial View of Your Dealership, Every Month
Running a dealership means managing five or six businesses under one roof simultaneously — and each one has its own financial rhythm. New vehicle, used vehicle, F&I, parts, service. Most accounting setups flatten all of that into a single ledger that tells you very little.
What Gearfin puts together each month is a structured, department-by-department financial picture that lets you see which areas are generating margin, where carrying costs are climbing, and what the floor plan is actually costing you in a given period.
Manufacturer-format financial statements prepared each period, ready for factory review without additional reformatting or scrambling.
Accurate accruals and curtailment schedules so you know exactly what the floor is costing and how it's moving against sales velocity.
Monthly gross profit analysis per department — so the F&I office, the service bay, and the lot each have their own clear performance record.
General Accounting Doesn't Fit the Dealership Model
Floor plan interest doesn't behave like a standard loan. It accrues by unit, shifts with curtailment schedules, and needs to be tracked against inventory turn. Most general bookkeeping setups handle it crudely or miss it entirely until an audit surfaces the gap.
When parts, service, and vehicle sales all funnel into the same P&L without segmentation, it becomes difficult to know which operations are carrying others. Managers end up making decisions based on a composite number that doesn't reflect any single department's actual health.
OEM financial statements have specific formatting requirements. Warranty claim reconciliation and factory receivable management follow rules that general-purpose accountants often aren't familiar with — which creates month-end stress and occasional resubmissions.
Built Around How Dealerships Actually Work
Gearfin's dealership accounting service starts from the structure of an automotive business, not from a general accounting template. The chart of accounts, the reporting layers, and the reconciliation process are all designed around DMS data flows, OEM formats, and departmental separation.
Floor plan interest is tracked at the unit level and reconciled against flooring statements. Factory receivables are cleared monthly and warranty claims are matched against approved reimbursements before the books close. F&I product revenue is recorded separately, with per-contract breakdowns available where needed.
The result is a set of financials that management can actually navigate — not a summary that requires a second layer of interpretation to understand what happened last month.
Account structure mirrors your DMS output, reducing manual reclassification and the errors that come with it.
Interest accruals and curtailments tracked per vehicle, reconciled to flooring statements each month.
Factory receivables cleared and warranty claims matched to approved reimbursements before month-end close.
Works for single-location dealers and multi-franchise groups needing consolidated group financials alongside individual point reporting.
Manufacturer-format statements prepared each period — formatted for submission without extra reformatting on your end.
A Structured Monthly Cycle That Fits Around Your Operation
There's a clear process from onboarding through to monthly reporting, and it's designed to put as little extra work on your team as possible.
Systems Review
We go through your current setup — DMS configuration, existing reporting, any outstanding reconciliation items — to understand exactly what we're working with before anything changes.
Framework Build
Chart of accounts aligned to your DMS and OEM requirements. Reporting templates configured. Data connections established. This phase typically takes two to three weeks depending on your existing setup.
Close & Report
Each month: reconciliation, departmental close, financial statement preparation, and profit analysis. Reports delivered on your schedule, in formats your management team can navigate directly.
Review & Support
Questions answered as they come up. Regular financial reviews available on request. Adjustments made as your group grows, adds rooftops, or changes franchise agreements.
Dealership Accounting Service
Flat monthly fee. No per-transaction charges, no variable billing based on volume. What you see is what the engagement costs.
For a dealership spending anywhere between $3,500 and $7,000 per month on general bookkeeping that doesn't understand automotive-specific accounting, this service is a lateral move in cost with a significant step up in what you actually get out of it.
What Progress Looks Like Over Time
Dealership accounting isn't a one-time cleanup — it's a monthly discipline that compounds. Here's an honest look at how the engagement develops.
Foundation & Alignment
The first cycle involves the most onboarding work. Historical data is reviewed, the chart of accounts is aligned, and the first structured close is produced. Expect some back-and-forth as we calibrate to your operation's specifics.
Rhythm & Refinement
By the third cycle, the close process is running smoothly and reporting is consistent. This is typically when management starts pulling data from the reports to inform operational decisions — because the numbers are finally reliable enough to act on.
Ongoing Clarity
The reporting is a consistent, dependable monthly output. Trend comparisons become meaningful. Factory submissions go out on time. The books reflect the actual financial health of each department, period over period.
You'll Know What You're Getting Before Anything Starts
Before the engagement begins, we walk through your current setup together. If what you need doesn't fit what we do — or if the scope is outside what this service covers — we'll tell you that clearly, not after you've signed anything.
The initial review call costs nothing and commits you to nothing. It's a practical conversation about your dealership's financial situation and whether Gearfin is the right fit for it.
If you're three months in and the reporting isn't working the way you expected, we'll talk through what needs to change. The goal is a long-term working relationship, not a one-cycle engagement.
You'll know exactly what's included and what isn't before anything begins.
The first call is a conversation, not a commitment. We review the fit together before proposing anything.
If this service isn't right for your situation, we'll say so directly rather than onboard an engagement that won't serve you well.
Three Steps to Structured Dealership Financials
Send Us a Message
Use the contact form on the main page. Tell us a bit about your dealership — number of locations, current accounting setup, and what's not working. No long forms or discovery calls required upfront.
Initial Review Call
We schedule a call to go through your current setup, understand what reporting you need, and talk through how the Gearfin engagement would be structured for your operation specifically.
Onboarding Begins
Once scope is agreed, onboarding starts. We handle the setup process on our end and keep you informed at each stage. Most dealerships are running their first structured close within 30 days.
Ready to See What Your
Dealership Actually Earns?
Start a conversation about your dealership's accounting setup. We'll review what you have, identify where the gaps are, and walk through whether Gearfin is a good fit for your operation.
Get in TouchExplore Other Gearfin Services
Each service area is built for a distinct segment of the automotive industry.
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