Karmak administration is the ongoing management of RO processing, parts and inventory data, AP/AR, and reporting inside a dealership’s Fusion or Blaze system.
Fusion gives accounting teams real tools to run a clean close: Account Reconciliation, the GL Controlled report, Posting Reference and MPO Recon reports, Fiscal Year Parameters to lock prior periods, and KOLD to archive point-in-time reports like Inventory Valuation and Detailed Unit Aging before they disappear. None of those tools runs itself. Someone still has to review Accounting Setup for GL accounts that keep catching the wrong transactions, work the Parts Receiving Recon queue when a vendor invoice doesn’t match the receiving reference, reconcile Cash Clearing daily instead of letting it build, and tie Labor Inventory and Work in Process back to the GL every month. That is the layer Process-Smart runs.
Karmak’s own guidance for AP points to the same gap: even with third-party invoice-matching automation layered on top of Fusion, someone still has to merge or split receiving references in Parts Receiving Recon, decide whether an MPO cost variance is a timing issue or a real problem, and clear the exceptions a matching engine flags but cannot resolve on its own. Automation reads a line item; it does not know whether a variance on a core return is normal for that vendor or a sign the Accounting Setup mapping drifted. That judgment layer is exactly the workflow-driven work Process-Smart takes on: full-time people running the Fusion or Blaze reconciliation process every period, under supervision, so exceptions get resolved instead of queued. It is also why Process-Smart pairs AI tooling with supervised people rather than promising to replace the process outright — the software already gives a Karmak dealership the structure, and what closes the gap is disciplined, documented execution against it, restructured at a 50 to 60 percent delta against fully loaded domestic labor.
The administrative workflows that keep Fusion or Blaze current, reconciled, and ready for the close.
Inventory, receiving, pricing, core tracking, and branch transfers.
Work order administration, service records, warranty processing, and labor reporting.
Unit records, deal data, VIN information, and supporting documentation.
Contract, billing, insurance, and unit data management.
AP invoice processing, financial data, and reporting support.
Truck dealers, trailer dealers, independent repair shops, warehouse distributors, bus dealers, and lease and rental operations running Karmak Fusion or Blaze, typically $10M to $50M or more in revenue.
Process-Smart reviews current RO volume, parts and invoice backlog, and existing Fusion or Blaze configuration.
Each function is written down as a standard operating procedure before any work runs at volume.
Support starts in increments as small as 20 hours per week against the documented scope.
Error rate, turnaround, and throughput are tracked and reviewed on a set cadence.
Scope expands or adjusts as ticket volume, locations, or acquisitions change the workload.
Process-Smart prices Karmak administration by hours and scope rather than a fixed headcount commitment, so cost scales with actual ticket, RO, and invoice volume. The workflow-driven administrative layer behind Fusion or Blaze typically moves at a 50 to 60 percent delta against fully loaded domestic labor, which is where the margin expansion comes from. The layer is restructuring the labor, not cutting the work, so accuracy and control stay in place while the cost curve changes.
What dealership leaders need to know before moving Karmak administration to a managed team.
From RO reconciliation to parts reporting and AP/AR, create predictable execution without adding more operational overhead.
