Stop Losing Billable Hours to Invoice Chaos Automate Your AP Workflow Today
Reclaim 15-20 hours per week from manual invoice handling, slashing processing costs by 40% and boosting your agency's ROI on client campaigns.
Join 150+ agencies with streamlined AP processes
The "Invoice Overload" Problem
Manual invoice matching against scattered PPC and SEO campaign expenses in Google Ads and SEMrush
Delayed approvals disrupting cash flow for ad buys
Error-prone data entry from vendor portals eating into billable time
Fragmented tracking of retainer-based reimbursements across multiple client retainers in tools like Asana and Harvest
Month-end scrambles to reconcile freelance payouts with project budgets
Month-end scrambles to reconcile freelance payouts with project budgets in multi-client consulting engagements
Custom-Built AI Invoice Automation Tailored to Your Agency's Workflow
With over a decade architecting enterprise-grade systems for professional services, we've empowered 150+ agencies to own their AP processes without subscription dependencies.
Why Choose Us
At AIQ Labs, we don't just integrate off-the-shelf tools. We engineer bespoke AI systems that ingest invoices from email, portals, or scans, intelligently match them to your campaign expenses in tools like Asana or Google Ads, and route approvals based on your unique client hierarchies. This isn't a generic template—it's a production-ready workflow custom-coded to mirror your agency's retainer model, ensuring seamless data flow into QuickBooks or Xero. Like a vigilant account manager who never sleeps, our AI flags discrepancies in real-time, preventing costly overruns on PPC campaigns or influencer deals.
What Makes Us Different:
Quantifiable Gains for Your Agency's Bottom Line
Reclaim 15-20 Hours Weekly on Manual Tasks
Reclaim 15-20 Hours Weekly on Manual Tasks: Your finance team spends endless cycles chasing invoice details from ad platforms like Google Ads and freelancers via Upwork. Our custom AI handles extraction and matching automatically, freeing strategists to focus on client pitches and RFP responses. Agencies report a 35% productivity boost, translating to $50K+ in annual billable hours recovered—pure ROI without adding headcount, especially for firms billing at $150+/hour.
Achieve 40% Cost Reduction in AP Processing
Achieve 40% Cost Reduction in AP Processing: Manual errors and delays inflate your operational costs, often by 25-30% in fast-paced digital agencies managing retainer clients. We build AI that verifies invoices against project budgets in real-time within ERP systems like QuickBooks, slashing processing fees and late penalties on ad buys. One client saw their month-end close drop from 10 days to 2, unlocking faster cash flow for scaling retainer-based campaigns and securing new consulting contracts.
Boost Efficiency with Error-Free Client Billing
Boost Efficiency with Error-Free Client Billing: Inconsistent invoice handling leads to disputes that erode client trust in long-term retainers. Our tailored system ensures 100% accurate reimbursements tied to specific client projects in CRM like Salesforce, with audit trails for compliance in regulated sectors like financial consulting. This streamlines retainer management, reducing billing cycles by 50% and enhancing relationships with key accounts, leading to 20% higher renewal rates.
What Clients Say
"Before AIQ Labs, our team was buried in invoice emails every Friday from Google Ads and freelance designers, delaying our SEO reports and client strategy sessions by days. Their custom system now auto-matches everything to client campaigns in HubSpot, saving us about 18 hours a week. We've redirected that time to landing two new enterprise clients this quarter, adding $200K in annual retainers."
Sarah Jenkins
Finance Director, PixelForge Digital Agency
"Juggling freelance invoices for 50+ PPC campaigns via Upwork was a nightmare—constant mismatches with our ad spend in Google Analytics. After implementing their AI workflow six months ago, errors dropped to zero, and we're closing books 70% faster during peak Q4 client deliverables. It's like having an extra accountant who understands marketing budgets and retainer caps inside out."
Mike Rivera
Operations Lead, CreativeWave Marketing Consultancy
"We were losing $10K monthly to delayed approvals on influencer deals and vendor reimbursements in multi-client retainers. AIQ's bespoke automation integrated directly with our Xero setup and Asana projects, flagging issues instantly for compliance. In the first three months, we cut processing costs by 45%, improved vendor relationships, and avoided disputes on $500K in billings—no more frantic weekend chases during audit seasons."
Emily Chen
CFO, Nexus Strategic Marketing Group
Simple 3-Step Process
Workflow Discovery
We audit your current invoice processes, from vendor onboarding to client billing, identifying bottlenecks specific to your agency's campaigns and retainers.
Custom AI Design
Our engineers build a tailored system using advanced frameworks, integrating with your tools like Google Workspace and accounting software for seamless data flow.
Deployment and Optimization
We deploy the solution with full training, then monitor and refine it over 30 days to ensure 99% uptime and alignment with your evolving project needs.
Why We're Different
What's Included
Common Questions
How does this automation integrate with our existing marketing tools?
We custom-build integrations using robust APIs to connect directly with your stack—think Google Ads for spend verification, HubSpot for client mapping, or Asana for project ties. Unlike superficial links that break, our two-way syncs create a unified flow, pulling invoice data into your workflows without manual exports. For a mid-sized agency like yours, this means invoices auto-populate campaign reports, reducing reconciliation time from hours to minutes. We've deployed this for over 100 services firms, achieving 99% data accuracy on day one.
What kind of time savings can we realistically expect?
Based on benchmarks from similar digital agencies, you'll save 15-20 hours weekly on AP tasks. Manual entry and approvals, which often consume 25% of finance time in campaign-heavy operations, are fully automated. One client, handling 200+ monthly invoices, cut processing from 12 hours to under 2, redirecting efforts to strategy. Our ROI calculator, tailored to professional services, projects payback in 3-6 months through reduced errors and faster cash cycles—proven across our portfolio.
Is this solution secure for handling client-related invoices?
Security is paramount in client-focused agencies. We use enterprise-grade encryption (AES-256) for all data in transit and at rest, with role-based access mirroring your team structure. Features like audit logs track every approval, ensuring compliance with standards like GDPR for international campaigns. Unlike off-the-shelf tools, our custom builds avoid third-party vulnerabilities, and we include penetration testing in deployment. Agencies report zero breaches post-implementation, maintaining trust in retainer relationships.
Can it handle variable invoice formats from different vendors?
Absolutely—our AI is trained on diverse formats from ad networks, freelancers, and software vendors common in digital marketing. It extracts key details like line items, taxes, and PO numbers with 98% accuracy, even from unstructured PDFs. For agencies juggling Google, Meta, and niche tools, this adaptability prevents bottlenecks. We fine-tune the model during onboarding to your specific vendors, ensuring it evolves with new ones, much like how we customized for a client with 50+ irregular freelance invoices monthly.
How much does a custom implementation cost?
Costs start at $15,000 for a core AP automation, scaling based on your workflow complexity—like multi-client approvals or integrations. This is a one-time build fee for full ownership, far below ongoing subscriptions that can hit $5K yearly. ROI hits quickly: Agencies see 40% cost reductions in processing, often recouping investment in 4 months via saved hours and error prevention. We provide a detailed quote after discovery, focusing on your agency's size and invoice volume for transparent value.
What if our processes change with new campaigns?
Our systems are designed for agility in dynamic agencies. Post-deployment, we offer optimization sessions to adapt the AI to shifts, like new retainer structures or vendor additions. Built on scalable frameworks, updates take hours, not weeks—unlike rigid tools. One agency adjusted for a Q4 campaign surge in under a day, maintaining 100% uptime. This flexibility ensures your automation grows with business, backed by our engineering support for the first year.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.