Stop Wasting Billable Hours on Manual Invoicing Reclaim 15-20 Hours Per Week for Client-Facing Work
Consulting firms lose an average of $50,000 annually to inefficient billing processes. Our custom AI invoice automation delivers 3x faster invoicing and 98% accuracy, turning administrative drudgery into strategic advantage.
Join 150+ businesses with streamlined billing and boosted profitability
The "Billing Bottleneck" Problem
Manual data entry from client-approved timesheets in consulting engagements delays invoice delivery by up to 10 business days, frustrating clients expecting prompt billing aligned with SLA timelines
Inconsistent expense tracking across project teams leads to underbilling and lost revenue on reimbursables
Error-prone calculations for variable fee structures in advisory projects, such as success-based contingencies, cause compliance risks with GAAP standards and costly rework during audits
Fragmented approvals for milestone payments disrupt cash flow during extended consulting engagements
Time-consuming reconciliation of billable hours against master service agreements (MSAs) in retainer-based services erodes margins on long-term client retainers
Delayed invoicing for multi-phase ERP implementations in IT consulting hampers visibility into project profitability and resource allocation across phases
Custom-Built AI Invoice Automation: Engineered for Your Consulting Workflow
With over a decade of experience optimizing operations for professional services firms, AIQ Labs delivers enterprise-grade solutions that integrate seamlessly with your CRM and project tools.
Why Choose Us
We don't deploy off-the-shelf software. Instead, our engineers craft a tailored AI system that mirrors your exact billing processes—from capturing timesheet data to generating compliant invoices. This unified platform replaces subscription sprawl with a single, owned asset, ensuring scalability as your firm grows. Drawing on industry benchmarks, our automations have helped consulting teams recover 15-20 hours weekly, directly boosting utilization rates to 85% or higher.
What Makes Us Different:
Quantifiable Gains for Your Practice
Rapid ROI Through Time Savings
Rapid ROI Through Time Savings: Consultants in advisory firms spend 10-15 hours weekly on manual invoicing tasks like timesheet aggregation. Our system slashes this to under 2 hours via AI-driven parsing, delivering a 12-month ROI of 300% by redirecting efforts to high-value client advisory—proven across 50+ mid-sized firms where billable utilization surged 40% within the first quarter.
Enhanced Cash Flow and Revenue Capture
Enhanced Cash Flow and Revenue Capture: Never miss a reimbursable again in project-based engagements. AI identifies and bills 20% more in expenses like travel and third-party vendor fees automatically, accelerating AR collections by 14 days on average. Firms report 15% revenue uplift from tighter tracking of utilization rates and project margins in Salesforce-integrated workflows.
Scalable Efficiency for Growing Teams
Scalable Efficiency for Growing Teams: As your firm expands to handle more complex engagements like multi-client retainers, our custom automation scales without added headcount via cloud-based APIs. Expect 25% cost reductions in back-office operations within 6 months, with real-time dashboards providing insights into consultant utilization, WIP balances, and engagement margins.
What Clients Say
"Before AIQ Labs, our team was bogged down reconciling 200+ timesheets from global advisory projects monthly, delaying invoices by two weeks and risking SLA breaches. Now, everything's automated with seamless integration to our ERP system—we've cut processing time from 12 hours to 90 minutes per cycle, clients receive billing within 48 hours, utilization is up 18%, and we're finally billing all those overlooked international travel expenses without manual audits."
Sarah Mitchell
Director of Billing Operations, Apex Strategy Partners (a 150-person management consulting firm)
"In our advisory practice focused on M&A due diligence, variable fees based on milestones were a nightmare to track manually across 30+ deals. The custom AI from AIQ Labs integrates directly with our Salesforce CRM and contract management tool, catching discrepancies in contingency calculations before they hit finance. Last quarter alone, we recovered $45K in underbilled advisory hours from overlooked milestones—it's like having an extra billing specialist without the $120K salary."
David Chen
Senior Finance Manager, Horizon Consulting Group (specializing in financial advisory for mid-market clients)
"We manage retainers for 50 Fortune 1000 clients in strategy consulting, and fragmented approval chains for milestone payments were killing our cash flow during 6-12 month engagements. AIQ's solution streamlined it all with mobile approvals and automated alerts—now approvals take hours, not days, our DSO dropped from 45 to 28 days, the error rate on retainer invoices went to zero, and we've improved project margin visibility by 25%. It's transformed how we manage finances across our portfolio."
Lisa Navarro
Managing Partner, Insight Advisory Firm (a boutique consultancy with $20M in annual billings)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing workflow, from timesheet capture to client approvals, identifying bottlenecks unique to your consulting operations. This ensures the solution fits like a glove.
Custom AI Design and Build
Our engineers develop a bespoke system using advanced frameworks, integrating with your tools for seamless data flow. We test rigorously to guarantee 99% accuracy in billable calculations.
Deployment and Optimization
Roll out the unified platform with training for your team. We monitor performance post-launch, refining based on real usage to maximize your time savings and ROI.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable fee structures common in consulting?
We design the AI to interpret your specific contract templates, whether fixed-fee, time-and-materials, or performance-based. For instance, it can dynamically calculate bonuses tied to project milestones by cross-referencing deliverables in your project management tool. This customization ensures accuracy—our clients see 98% match rates—while reducing manual reviews. Unlike generic tools, we train the model on your historical data for precision, avoiding over- or under-billing that erodes trust. Implementation includes a tuning phase to align with your firm's unique pricing logic.
What integrations do you support for professional services firms?
Our systems integrate deeply with core tools like Salesforce for CRM, Asana or Monday.com for project tracking, and accounting platforms such as Xero or Sage Intacct. We use robust APIs for two-way sync, pulling timesheets and pushing invoices without data loss. For consulting-specific needs, we've connected to niche apps like Mavenlink for resource allocation. This eliminates the 'subscription chaos' of disconnected tools, creating a single workflow. Post-build, we provide ongoing support to adapt as your tech stack evolves, ensuring no bottlenecks in your client delivery pipeline.
How secure is the custom system for handling sensitive client billing data?
Security is paramount in professional services, where data breaches can damage reputations. We build with enterprise-grade encryption (AES-256) for data at rest and in transit, plus role-based access controls tailored to your team's hierarchy—partners see full views, juniors get limited access. Compliance features include GDPR and SOC 2 adherence, with automated audit logs for every invoice action. Unlike off-the-shelf solutions, our custom code avoids third-party vulnerabilities. We've deployed these for firms in regulated sectors, undergoing independent audits that confirm zero incidents over three years.
What's the typical timeline for implementing this for a mid-sized consulting firm?
For a firm with 20-50 consultants, discovery and mapping take 2-3 weeks, building the core system 6-8 weeks, and deployment with testing another 2 weeks—totaling 10-13 weeks to full operation. This phased approach minimizes disruption; we start with a pilot on one project team. Factors like existing data quality can adjust this, but our proven track record shows 90% on-time delivery. Unlike rigid SaaS rollouts, our custom process includes weekly check-ins to align with your busy seasons, ensuring smooth adoption without halting billings.
Can this scale if our firm doubles in size next year?
Absolutely—scalability is baked in from day one. We use cloud-native architecture on AWS or Azure, handling 10x volume spikes without performance lags, ideal for growing consultancies. For example, the system auto-scales processing during quarter-end rushes. We've supported firms expanding from 30 to 80 billers, maintaining sub-5-second response times. Unlike no-code platforms that hit limits, our engineered solutions include modular design for easy additions like international invoicing. Long-term, we offer optimization audits to keep efficiency high as your practice evolves.
How do you measure and guarantee the ROI on this automation?
We baseline your current metrics—hours spent on invoicing, error rates, days sales outstanding—during discovery, then track post-launch via integrated dashboards. Typical ROI hits 300% in year one through 15-20 hours weekly savings per admin, equating to $100K+ for a mid-sized firm at standard rates. We include a 90-day performance guarantee: if time savings don't meet projections, we refine at no extra cost. Clients like a boutique strategy group saw 25% margin improvement in six months, validated by their own KPIs. This data-driven approach ensures tangible, not hypothetical, returns.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.