Karmak Fusion and Blaze, each a full dealer management system, run the daily operations of a heavy-duty dealership: parts, service, sales, lease and rental, accounting, and reporting all pass through one of the two systems. Keeping those modules current is a full-time administrative job, separate from selling trucks or turning wrenches. The system provides the structure, but someone still has to run it every period.
Our Karmak support line is built for exactly that work: full-time, supervised teams who work inside Fusion or Blaze every day. This post breaks down what we cover, area by area, so a dealership evaluating outsourced Karmak support knows exactly what moves to us and what stays in-house. Each section below names the module, why it creates administrative load, and the specific tasks we take on.
Parts & Inventory Administration
Parts is where Karmak’s structure asks the most of an administrative team. Counts, receiving, pricing, cores, and transfers all need to be entered and reconciled before a parts manager can trust the numbers on a shelf. When any of those lag, the shelf and the system drift apart. What we handle:
- Receiving against purchase orders, with weekly Posting Reference and MPO Recon matching against vendor invoices
- Pricing and vendor cost updates by vendor and by branch
- Core charge capture and return tracking
- Branch transfers and inventory counts
- Item-catalog records kept current against OEM and vendor integrations
Service & Repair Order Support
Service moves through the repair order from open to close, and every step leaves a record behind. Our teams keep those records accurate so ROs close on time and labor numbers tie out. An RO that sits open after the work is done holds the invoice and the Work in Process balance with it. What we handle:
- Opening ROs against the right unit and customer
- Keeping service records current as jobs move through the shop
- Processing warranty claims against OEM requirements
- Tying labor reporting to Fusion’s Labor Inventory and Work in Process data every month
Sales & Unit Data Administration
Fusion and Blaze both depend on unit records entered correctly the first time. Clean data at entry keeps financing, titling, and warranty registration moving smoothly after the deal closes. A wrong VIN or a missing document at entry tends to surface later as a delay in accounting or a rejected registration. What we handle:
- Unit record setup and maintenance for new and used inventory
- Deal data entry
- VIN information
- Supporting documentation for each deal file before it moves to accounting
Lease & Rental Administration
Lease and rental adds recurring contracts, scheduled billing, and per-unit insurance to the workload, and each unit record has to stay accurate across the full life of every agreement. Units move between contracts, customers, and locations, and the billing and insurance records have to follow them each time. A missed update shows up as a billing error or a coverage gap rather than as a data problem. What we handle:
- Lease and rental contract administration inside Fusion or Blaze
- Billing cycles run on schedule
- Insurance documentation kept current per unit
- Unit data management as units move between contracts
Accounting & Financial Support
Accounting is where every other module in Karmak comes together. Even with invoice-matching automation in place, someone still decides whether a cost variance is a timing issue or something worth a closer look. That judgment layer, backed by a documented process, is what our teams provide. What we handle:
- AP invoice processing against receiving and purchase data
- Financial data kept current across every branch
- Reporting support for an on-schedule month-end close
Reporting & Data Management
Reporting earns trust when it runs on the same schedule every period and the data is validated before it reaches a dashboard. Karmak’s own description of the problem is margin reports that change depending on who runs them. A fixed schedule and a validation step before publishing are what make the same report produce the same answer. What we handle:
- Custom reports built and run against Karmak data
- Data validation before numbers reach a dashboard
- Dashboards managers can open and rely on
- Recurring reports such as Account Reconciliation by branch, Cash Clearing monitoring, and Parts Inventory reconciled to the general ledger
System Administration & Integrations
Fusion and Blaze connect to a wider stack of OEM systems, payment processors, CRMs, and eCommerce tools. Karmak integrates with 75+ partners, and keeping those connections running smoothly is ongoing administrative work. Every new user, location, or acquisition adds setup work that has to be done correctly before the data can be trusted. What we handle:
- User and role setup, scoped to what each employee’s job requires
- Data imports when onboarding a new location or acquisition
- Ongoing system maintenance to keep the environment clean
- Day-to-day third-party integration support
Initial implementation stays with Karmak or the dealership’s IT team. We administer the system a dealership already has; we do not sell, implement, or replace it. Karmak’s own Professional Services handle implementation, consulting, and training, and our work is the recurring execution that runs after go-live.
How an Engagement Works
Process-Smart runs Karmak Fusion and Blaze administration across all seven of these areas under one accountable team. Delivery is a governed pairing of AI tooling and supervised people, so the dealership buys a service outcome rather than a block of someone’s time. The structure behind it is the same on every engagement:
- Full-time, university-educated staff working under a dedicated supervisor
- Documented standard operating procedures for every workflow
- A weekly performance scorecard tracking error rate, turnaround, and throughput
- Engagements that start with one defined workflow, staffed at as little as 20 hours a week
The workflow-driven layer behind Fusion or Blaze typically runs at a 50 to 60 percent delta against fully loaded domestic labor, while your team keeps the judgment calls that shape the business. Engagements start with one workflow, so the economics are visible on the scorecard before scope expands. Curious which areas fit your dealership best? Learn more about our Karmak support at https://process-smart.biz/services/karmak/ or reach out to start a conversation.
