Stop Losing Billable Hours to Manual Invoicing Chaos Reclaim 15+ Hours Weekly with Custom AI Automation
Video production firms waste an average of 18 hours per week on invoice processing—time that could fund your next creative project. Our tailored AI solutions deliver 300% ROI in the first year by streamlining approvals, matching footage deliverables to payments, and integrating with your post-production tools for seamless cash flow.
Join 150+ businesses with streamlined invoicing and faster client payments
The "Invoicing Bottleneck" Problem
Manual data entry diverts post-production editors from VFX compositing and color grading to tedious spreadsheet reconciliation of on-set shoot hours, dailies logs, and final deliverables
Delayed approvals from scattered client feedback on revisions lead to missed payment deadlines and strained agency relationships
Fragmented tracking of variable costs, such as freelance DP and grip crew payments plus equipment rentals, leads to budget overages and disputes during post-production wrap-up
Inaccurate invoicing for tiered project milestones erodes trust with clients expecting precise billing for pre-vis to final cut phases
Time-consuming manual reconciliation of stock footage licenses from providers like Getty Images and vendor expenses for catering and location permits diverts focus from pitching new branded video campaigns
Overlooked multi-currency billing for international shoots results in hidden fees and delayed revenue recognition
Our Custom-Built AI Invoice Automation – Engineered for Video Production Workflows
With over a decade of experience integrating AI into creative agencies, we've helped 50+ production houses transition from invoice drudgery to focused artistry.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools that force your team into rigid templates. Instead, we architect a bespoke AI system tailored to your video production pipeline—from capturing shoot logs and edit timelines in tools like Adobe Premiere or Frame.io, to auto-generating invoices that reflect exact deliverables. Our enterprise-grade solution uses advanced AI to parse contracts, track milestones like rough cuts and color grading, and sync with your accounting software for instant approvals. This isn't just automation; it's a production-ready asset you own, eliminating subscription sprawl and delivering scalable efficiency as your studio grows.
What Makes Us Different:
Unlock Quantifiable Time and Cost Savings Tailored to Your Studio
Reclaim 15-20 Hours Weekly on Core Creative Tasks
Reclaim 15-20 Hours Weekly on Core Creative Tasks: Manual invoicing steals time from storyboarding client briefs and non-linear editing in Premiere Pro. Our AI handles data capture from edit decision lists (EDLs) and auto-matches to deliverables, freeing your team to focus on client visions. Studios report a 40% productivity boost, translating to an extra branded video project per quarter without added headcount, based on benchmarks from Deloitte's media services analysis.
Achieve 4x ROI Through Accelerated Cash Flow
Achieve 4x ROI Through Accelerated Cash Flow: Video production cash cycles average 45 days due to approval delays on rough cuts and client revisions. Our system cuts this to 15 days with automated Slack reminders for feedback and milestone-based billing tied to pre-production, principal photography, and post phases, reducing DSO by 60%. One mid-sized agency recovered $250K in overdue payments within three months, funding new RED camera investments for 4K shoots.
Minimize Errors and Strengthen Client Partnerships
Minimize Errors and Strengthen Client Partnerships: Billing disputes from mismatched deliverables, such as untracked VFX revisions or audio mix changes, plague 70% of production firms per PwC surveys. AI ensures 99% accuracy in tracking client feedback loops and tiered fees, building trust and repeat business. Enjoy smoother relationships, with clients praising the transparency of automated dashboards showing real-time progress from script to delivery.
What Clients Say
"Before AIQ Labs, our team wasted Fridays chasing invoice approvals for color correction passes instead of wrapping principal photography. Now, the AI integrates edit logs directly from Frame.io and flags revision discrepancies instantly—we saved 12 hours a week and got paid two weeks faster on our last $150K commercial project for a national brand."
Sarah Jenkins
Senior Producer at PixelForge Studios, a boutique video agency specializing in corporate campaigns
"We handle international documentary shoots with variable costs like local fixer fees and drone permits, and manual tracking was a nightmare. Their custom AI reconciled everything in QuickBooks automatically, including multi-currency conversions, cutting our billing errors from 15% to zero in under two months. It's like having an extra accountant who understands video workflows from scouting to final sound design."
Mike Rivera
Finance Director at Visionary Media, an award-winning doc production house
"We implemented this six months ago for our freelance-heavy operation on music videos. No more disputes over crew overtime invoicing for late-night shoots—the system matches timesheets from apps like Clockify to contracts flawlessly, improving our cash flow by 35% and letting us bid on bigger gigs like festival features without the financial stress."
Elena Torres
Operations Manager at FrameShift Productions, a creative agency focused on music and promo videos
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your production process, from script to delivery, to map exact pain points like milestone tracking and client approvals. This ensures our AI fits your unique pipeline like a custom lens filter.
Custom AI Design and Integration
Our engineers build and connect the system to your tools—think seamless sync with Final Cut Pro exports and Xero for billing. We test rigorously to guarantee zero disruptions to your creative flow.
Deployment, Training, and Optimization
Roll out the solution with hands-on training for your team. We monitor performance for the first month, tweaking AI models based on real shoots to maximize efficiency and ROI from day one.
Why We're Different
What's Included
Common Questions
How does this integrate with our existing video editing and project management tools?
We design the AI to connect deeply with your stack, such as pulling metadata from Adobe Creative Cloud or syncing tasks from Asana and Frame.io. For a typical video production setup, we create two-way APIs that automatically link edit timelines to invoice line items, ensuring deliverables match billed hours without manual exports. This eliminates data silos, and we've seen integration times average just 2-3 weeks, with full ROI realized in under 90 days. Our approach avoids superficial plugins, building robust connections that withstand software updates.
What kind of time savings can a mid-sized production company expect?
Based on our work with similar firms, you can expect 15-25 hours saved weekly. This comes from automating data entry (saving 8-10 hours), streamlining approvals (6-8 hours), and reducing error corrections (3-5 hours). For a 20-person studio handling 5-10 projects monthly, that's equivalent to freeing one full-time admin role. One client, a documentary outfit, reported processing 40 invoices per month in half the time, redirecting efforts to client pitches and boosting revenue by 20%.
Is the solution customizable for variable pricing in video projects?
Absolutely—our AI is built to handle the nuances of video production billing, like tiered rates for pre-production, shooting, and post. We train the model on your contract templates to auto-generate invoices reflecting change orders or overtime. For instance, it can differentiate between day rates for DPs and flat fees for VFX, pulling from your production logs. This customization ensures 98% accuracy, and we include ongoing tweaks to adapt to new project types, keeping your cash flow predictable amid creative variability.
How secure is the data in this custom AI system?
Security is paramount, especially with sensitive client contracts and financials in video production. We use enterprise-grade encryption (AES-256) for all data in transit and at rest, with SOC 2 compliance built in. Access is role-based, so editors see only relevant invoice previews, while finance handles approvals. Regular audits and AI-driven anomaly detection prevent breaches. Unlike cloud subscriptions, you own the system, hosted on your preferred secure infrastructure, giving you full control without third-party vulnerabilities.
What happens after implementation—do you provide ongoing support?
Yes, our partnership extends beyond launch. We offer 30 days of hands-on optimization post-deployment, monitoring AI performance against your first few projects to refine accuracy. Then, it's a flexible support retainer: monthly check-ins, priority bug fixes, and model updates as your workflows evolve (e.g., new software adoptions). Clients average 20% efficiency gains in the first year through these iterations. This builder mindset ensures your invoice automation grows with your studio, not left to stagnate.
Can this scale if our production volume doubles?
Our systems are designed for scalability from the ground up, using cloud-agnostic architecture that handles 10x volume without rework. For video firms expanding from 50 to 500 projects yearly, the AI auto-scales processing, with modular code that adds capacity seamlessly. We've scaled solutions for agencies doubling output, maintaining sub-second response times for invoice generation. No need for parallel systems—it's one unified asset that supports your growth, backed by performance benchmarks ensuring reliability under load.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.