MADISON, WISCONSIN · SERVING DEALERSHIPS, MANUFACTURERS, AND BUILDERShello@heartland-applied.com
HeartlandApplied AILet's build
Heartland Applied AI · EST. Madison, WI

We are here to future proof your business

Don't keep working for technology. Make technology work for you.

Your team re-keys POs, chases stips, answers status emails, prices change orders, and babysits portals. That is working for technology. Heartland Applied AI automates the purchasing, operations, and sales workflows inside dealerships, manufacturers, and construction companies, so your systems do the clerical work and your people do the business.

Let's buildSee what we automate
Fixed-fee pilotsDefined acceptance criteria. Baseline measured before and after.
Read-only firstFeeds, exports, and database reads before any system writes.
Office workflows onlyNo robotics, no machine vision, no line or field equipment.
What we automate

Repetitive cognitive work with clear inputs and outputs.

High volume. Rules-based judgment. Currently done by office staff re-keying, checking, chasing, and assembling. Three areas, itemized below for each vertical.

Area 1 of 3

Purchasing

Invoices, purchase orders, supplier follow-up, and the reconciliation work around them.

Dealerships

  1. Parts and vendor invoice matching against the DMS.
  2. Vendor statement reconciliation and exception flags.
  3. DMS schedule cleanup: AR and inventory schedules.
  4. Month-end accounting packet assembly.

Manufacturers

  1. Three-way match: PO, receipt, invoice, with exception flags.
  2. Supplier expediting: open-PO follow-ups and late-supplier reports.
  3. Vendor statement reconciliation.
  4. EDI exception handling: 824 rejections, price mismatches, failed ASNs.

Construction

  1. Subcontractor and material invoice matching against commitments and POs.
  2. Lien waiver collection and tracking by pay application.
  3. Job cost coding of AP invoices from the PDF, routed for PM approval.
  4. COI tracking: expiration flags, renewal outreach, file updates.
Area 2 of 3

Operations

Compliance paperwork, document packets, status requests, and standing reports.

Dealerships

  1. Deal jacket pre-audit before lender submission: contract, stips, insurance, title.
  2. Warranty claim pre-audit against OEM policy before submission.
  3. Title and registration paperwork extraction with missing-item flags.
  4. Inventory merchandising checks: descriptions, photo QA, syndication.

Manufacturers

  1. Cert packet assembly matched to shipments: material certs, CoCs, FAIRs.
  2. NCR and CAPA drafting from structured intake.
  3. Customer order status answered from live ERP data.
  4. Scheduled reporting: open orders, past dues, inventory aging.

Construction

  1. Submittal log maintenance: extract, route, and track shop drawings and product data.
  2. RFI intake, classification, and routing with response tracking.
  3. Daily report roll-up: crews, weather, quantities, into weekly owner reports.
  4. Change order pricing drafted from RFI threads and marked-up plans.
Area 3 of 3

Sales

Lead response, quoting, follow-up, and the receivables work that closes the loop.

Dealerships

  1. Internet lead response, qualification, and appointment booking, after hours included.
  2. Aged lead reactivation from the CRM.
  3. Service BDC: reminders, recall outreach, vehicle-ready notices, follow-up.
  4. Review and CSI response drafting.

Manufacturers

  1. RFQ-to-quote: specs extracted from drawing packets, matched to quote history.
  2. Order entry: emailed PDF purchase orders converted to ERP orders with ACKs.
  3. Quote follow-up sequences with reply logging.
  4. AR dunning and promise-to-pay tracking.

Construction

  1. Bid invitation intake from GC portals, calendared with due dates and scope.
  2. Estimate takeoff assist: quantity extraction from plan sets, routed to estimator.
  3. Prequalification packet assembly: financials, safety, references, updated on request.
  4. Pay application drafting from schedule of values and progress data.
How we connect

Five ways in. Ranked by speed to deploy.

We work with the systems you already run: CDK, Reynolds, Tekion, Dealertrack, VinSolutions, Elead, Xtime, Epicor, NetSuite, Global Shop, JobBOSS, SAP Business One, Infor, Procore, Sage 300 CRE, Viewpoint Vista, Foundation, and the portals around them.

01Nightly feeds and exportsDMS aggregator feeds, ERP exports, and CSV over SFTP. No certification cycle, live in days.
02Platform APIsCRM, service scheduler, ERP, and construction management endpoints where they exist.
03Direct database readsODBC and SQL against on-prem systems. Read-only. Standard practice in this market.
04Email ingestEvery PDF that hits the inbox: OCR, classify, extract, validate, route. POs, invoices, submittals, RFIs, certs, titles.
05Browser automationOEM, lender, GC, and owner portals with no API. The work still gets done, keystrokes included.
READ-ONLY FIRST. WRITE-BACK AFTER THE PILOT PROVES OUT. WE DO NOT REPLACE YOUR DMS, ERP, OR PROJECT MANAGEMENT PLATFORM. WE AUTOMATE THE HUMAN GLUE AROUND THEM.
How an engagement runs

Three steps. Priced before work starts.

STEP 01

Discovery

We inventory your highest-volume repetitive workflows and measure each one: volume per month, minutes per unit, error cost. Ranked by hours saved. You get the list whether or not you hire us.

STEP 02

Pilot

One or two workflows. Fixed fee, defined acceptance criteria, baseline measured before and after. Read-only integrations keep vendor negotiation off the critical path.

STEP 03

Scale

Additional workflows, write-back enabled where it earns its keep, and a monthly run report showing what executed, what was flagged, and what it replaced.

Scope, stated plainly

No robotics. No machine vision on the line. No drones on the jobsite. No predictive maintenance models. We automate office workflows: documents, data entry, matching, follow-up, and reporting. If your problem is on the shop floor or in the field, we will tell you and point you elsewhere.

Contact

Let's build.

Send us the three workflows that eat the most hours. We will tell you which ones automate, which ones do not, and what a pilot costs. Based in Madison, Wisconsin. Working across the Midwest and remote everywhere else.

TO: hello@heartland-applied.com
SUBJECT: Let's build, [your company]
INCLUDE: Your DMS, ERP, or PM platform, and the three workflows
Start the email