Auto/Mate DMS Payment Integration: Step-by-Step

Auto/Mate has earned loyalty among dealerships who wanted a capable DMS without the big-vendor baggage. Now part of DealerSocket, Auto/Mate continues to serve dealers who value its approach to dealer management.

Payment integration with Auto/Mate offers real opportunities to reduce manual work and improve accuracy — if you set it up right. This guide walks through the process step-by-step.

Understanding Auto/Mate's Integration Approach

Auto/Mate has historically been more open to third-party integrations than some competitors like CDK Global or Reynolds and Reynolds. This means:

More options: Multiple payment processors can integrate
Variable quality: Integration depth differs by processor
Your responsibility: You need to evaluate options carefully

What Integration Can Look Like

Basic: Payment data entered manually into Auto/Mate after processing
Intermediate: Batch sync uploads payments periodically
Advanced: Real-time posting of all transaction details
Embedded: Payment processed from within Auto/Mate interface

Step 1: Assess Your Current Situation

Before changing anything, document what you have:

Payment Volume

• Transactions per day by department
• Average transaction size
• Payment type mix (credit, debit, cash, check)

Current Pain Points

• Manual entry taking how much time?
• What errors are occurring?
• Where does reconciliation fail?

Current Systems

• Payment processor
• Terminal models
• Integration level (if any)

Step 2: Define What You Need

Must-Haves vs. Nice-to-Haves

Typical must-haves:

• Credit and debit processing
• Auto/Mate posting (at least basic)
• EMV chip capability
• Reasonable rates

Common nice-to-haves:

• Real-time posting
• Full transaction data (card type, last four)
• Refund sync
• Embedded processing

Department-Specific Needs

Service:

• Highest volume
• Speed matters most
• RO integration critical

Parts:

• Variable transaction sizes
• Counter speed important
• May have wholesale/commercial needs

Sales:

• Larger but fewer transactions
• Down payment handling
• Deal documentation needs

Step 3: Evaluate Payment Processor Options

Questions to Ask Each Processor

1. "How do you integrate with Auto/Mate?"

   • API-based?
   • File sync?
   • They should explain specifically

2. "What data posts automatically?"

   • Payment amount
   • Card type
   • Last four digits
   • Authorization code
   • Timestamp

3. "Is posting real-time or batch?"

   • Real-time = instant
   • Batch = delayed (how often?)

4. "How are refunds handled?"

   • Automatic sync back?
   • Manual posting?

5. "What does setup involve?"

   • Timeline
   • Who's responsible for what
   • Training included?

Red Flags

• Can't explain integration technically
• "It works with Auto/Mate" without specifics
• No references from Auto/Mate dealers
• Unwilling to demonstrate

Step 4: Plan Your Implementation

Timeline

Week 1-2: Decision and contracts
Week 2-3: Account setup and terminal ordering
Week 3-4: Installation and configuration
Week 4-5: Testing and training
Week 5: Go live

Who's Involved

Your team:

• Decision maker (usually dealer principal or controller)
• IT contact (may be outsourced)
• Department managers (service, parts, sales)
• Key staff who will process payments

External:

• Payment processor implementation team
• Auto/Mate support (may be needed)
• Current processor (for transition)

Transition Planning

Option A: Hard cutover

• Switch everything at once
• Simpler but higher risk
• Best for smaller operations

Option B: Phased rollout

• Start with one department
• Expand after proving it works
• Lower risk, more complexity

Option C: Parallel operation

• Run old and new simultaneously briefly
• Most conservative
• May have extra costs

Step 5: Configure the Integration

Auto/Mate Configuration

Work with your processor to:

• Enable the integration module
• Configure payment types
• Set posting defaults
• Map data fields correctly

Terminal Configuration

• Connect terminals to network
• Load processor's application
• Test connectivity
• Configure receipt printing

Test Transactions

Before going live, test:

• Credit card sale (each card type you accept)
• Debit card sale
• Refund/return
• Voided transaction
• Various amounts (including large transactions)

For each, verify:

• Transaction completes on terminal
• Data appears correctly in Auto/Mate
• Receipt prints properly
• Reports show transaction

Step 6: Train Your Team

Who Needs Training

Everyone who processes payments needs to understand:

• Basic sale workflow
• Refund workflow
• What to do when something goes wrong
• Who to call for help

Training Topics

Basic operations:

• Running a sale
• Running a refund
• End-of-day procedures
• Receipt handling

Troubleshooting:

• Terminal offline
• Declined cards
• Partial approvals
• Duplicate transactions

Integration-specific:

• Where payment appears in Auto/Mate
• Timing of posting
• How to verify transaction posted

Document Everything

Create written procedures for:

• Standard payment process
• Refund process
• Troubleshooting steps
• Contact information

Keep these at each payment station.

Step 7: Go Live

Go-Live Day Checklist

☐ New terminals installed and tested
☐ Integration configured and verified
☐ Staff trained
☐ Written procedures available
☐ Support contacts ready
☐ Rollback plan in place

First Day Monitoring

• Watch first several transactions carefully
• Verify Auto/Mate posting in real-time
• Address any issues immediately
• Check in with staff frequently

First Week

• Daily reconciliation (compare processor to Auto/Mate)
• Document any issues
• Gather staff feedback
• Fine-tune as needed

Step 8: Ongoing Optimization

Daily Tasks

• Run end-of-day batch
• Verify transactions posted
• Investigate discrepancies

Weekly Tasks

• Review processing reports
• Check for unusual activity
• Assess staff questions/issues

Monthly Tasks

• Statement review
• Rate analysis
• Integration performance assessment

Common Integration Issues

"Payments process but don't appear in Auto/Mate"

Check:

1. Is integration service running?
2. Any error logs?
3. Network connectivity?

Fix: Restart integration service; check configuration; contact support

"Card type shows incorrectly"

Cause: Field mapping issue
Fix: Verify card type mapping in integration settings

"Refunds don't sync"

Cause: Refund sync may not be enabled or supported
Fix: Verify refund handling is part of integration; may require configuration

"Posting is delayed"

Check: Is this a batch integration (expected delay)?
Fix: If real-time expected, check integration service and network

Maximizing Your Integration

Use All Available Data

If the integration posts:

• Card type
• Last four digits
• Authorization code

Make sure Auto/Mate is configured to capture and display this data. It helps with reconciliation and customer service.

Automate Reconciliation

With good integration, reconciliation should be largely automatic:

• Processor totals = Auto/Mate totals
• Investigate only exceptions

If you're still manually matching every transaction, the integration isn't working as well as it should.

Report from Single Source

Once integrated, decide: report from Auto/Mate or from processor?

Pick one as authoritative to avoid confusion.

When Integration Isn't Perfect

Sometimes full integration isn't available or practical. Working with what you have:

Semi-Manual Workflow

1. Process on terminal
2. Key basic info into Auto/Mate
3. Use daily batch report for verification

Batch Upload

1. Process transactions throughout day
2. Export from processor end of day
3. Import to Auto/Mate

Accept Limitations

Not every integration is perfect. The question is whether it's good enough — does it save more time than it costs in workarounds?

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Get Started with Auto/Mate Integration →

We'll walk through your specific Auto/Mate configuration and show you exactly how payment integration will work. No commitment required.