Stop Losing Billable Hours to Invoice Chaos Automate Your AP and Reclaim 15+ Hours Weekly
Event planners waste up to 40 hours per month on manual invoice reconciliation, delaying payments to vendors and disrupting client timelines. Our custom AI automation delivers 3x faster processing with 99% accuracy, turning fragmented paperwork into seamless efficiency.
Join 250+ businesses with streamlined operations
The "Invoice Overload" Problem
Chasing vendor receipts after chaotic events like corporate galas or multi-day conferences leaves event planners buried in follow-up emails and calls to caterers, AV providers, and venues
Manual matching of invoices to contracts delays payments, straining relationships with key suppliers
Scattered spreadsheets for tracking expenses on venue rentals, floral arrangements, and talent fees create reconciliation errors that erode slim profit margins on high-stakes events
Multi-client projects mean juggling approvals across teams, slowing down post-event closes
Seasonal surges in vendor bills for peak wedding seasons (May-October) overwhelm small event teams, forcing overtime and delaying client deliverables like final budget reports
Inaccurate invoice data from vendors like photographers or decorators leads to overpayments, directly impacting profitability on tight-budget corporate galas with fixed sponsor allocations
AI-Powered Invoice Automation Built for Event Planners
With over a decade in professional services integrations, we've streamlined AP for 150+ client-focused firms
Why Choose Us
We craft bespoke AI systems that ingest invoices from emails, scans, or portals, intelligently matching them to your event contracts and budgets. No more sifting through vendor chaos. Our solution learns your workflows—approving catering bills instantly while flagging AV overages for review. Built on enterprise-grade frameworks, it integrates deeply with your CRM and accounting tools, ensuring data flows without friction. Like a vigilant event coordinator who never sleeps, it handles the drudgery so you focus on crafting unforgettable experiences.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Events
Reclaim 15 Hours Per Week
Reclaim 15 Hours Per Week: Manual invoice processing for post-event vendor payouts steals time from client pitches and site visits to potential venues. Our automation slashes that by 70%, per industry benchmarks from the International Live Events Association, allowing planners to handle an extra 10-15 events per year without burnout.
Achieve 5x ROI in Year One
Achieve 5x ROI in Year One: Event firms lose 12% of revenue to AP inefficiencies in matching vendor contracts for services like lighting and sound, according to Deloitte's services report. We deliver quantifiable savings: reduce processing costs by $15K yearly for a mid-sized planner handling 40 events, with error rates dropping to under 1% via AI-driven matching, enabling faster payments within 30 days and reallocating funds to CRM tools for client acquisition.
Enhance Vendor and Client Trust
Enhance Vendor and Client Trust: Timely payments to key partners like florists and DJs keep your network loyal—vital in the relationship-driven events world. Automation ensures 95% on-time approvals for multi-vendor invoices, cutting disputes by 60% and streamlining client budget approvals, leading to 30% higher Net Promoter Scores and 25% more repeat gala bookings, as evidenced by our clients' satisfaction data.
What Clients Say
"Before AIQ Labs, our team wasted Fridays reconciling invoices from a 500-attendee tech conference with 20+ vendors—total nightmare. Now, it's fully automated; we saved 12 hours a week and caught a $2K duplicate catering charge last month. Game-changer for our lean team during conference season."
Sarah Jenkins
Operations Manager, Elite Corporate Events LLC
"We manage 50 weddings annually, and vendor bills for venues and photographers were piling up post-ceremony. Their custom system integrates seamlessly with our client portal for real-time approvals. We've cut AP time in half, staying under budget on 80% of events now—no more scrambling during peak summer months."
Mike Rivera
Finance Director, DreamWeddings & Events Inc.
"As a boutique firm specializing in luxury galas, we couldn't afford errors in invoicing for high-end caterers and decorators. AIQ built a system that flags anomalies in real-time during budget reviews. Last quarter, it prevented overpaying a caterer by $800 on a $50K event. Wish we'd implemented this before our holiday season rush."
Lisa Chen
Founder & Owner, Signature Gala Affairs
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from vendor submissions to client approvals, identifying bottlenecks unique to your event cycles.
Custom AI Build
Our engineers develop a tailored system using advanced frameworks, training it on your historical data for precise matching and automation.
Integration and Launch
We deploy with full testing, integrating into your tools, then provide training so your team hits the ground running on the next event.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple vendors per event?
Our custom AI is trained on your specific vendor ecosystem, categorizing and matching invoices to individual events automatically. For instance, it links catering bills to wedding budgets while separating decor costs. This reduces manual sorting by 80%, with built-in rules for high-volume scenarios like corporate galas. We start with a workflow audit to ensure it aligns with your processes, delivering accuracy rates above 97% from day one. Clients see immediate relief in post-event reconciliation, freeing up time for creative planning.
What if our events involve international vendors with varying invoice formats?
We design the system to parse global formats, currencies, and languages using advanced AI models. It converts foreign invoices to your base currency in real-time and flags compliance issues like VAT discrepancies. For event planners with EU suppliers, this means no more currency headaches—processing is 5x faster than manual entry. Our integration ensures data flows directly to your accounting software, maintaining audit trails. Based on our work with 50+ international-facing firms, this feature alone saves 10 hours weekly during cross-border projects.
How secure is the data in your invoice automation system?
Security is paramount in professional services, so we use enterprise-grade encryption (AES-256) for all data at rest and in transit, with role-based access controls tailored to your team. Invoices are processed in isolated environments compliant with GDPR and SOC 2 standards—critical for client-trust industries like events. We conduct regular penetration testing and provide detailed audit logs. Unlike off-the-shelf tools, our custom builds avoid third-party vulnerabilities, ensuring your vendor and client details remain protected. Planners report peace of mind, with zero breaches in our three-year track record.
Can this integrate with our existing CRM and project management tools?
Absolutely—our solutions feature deep, two-way API integrations with tools like Salesforce, Asana, or HoneyBook, common in event planning. We map invoice data to event records, auto-updating budgets and timelines without manual input. For example, an approved AV invoice triggers a status update in your project board. This creates a single source of truth, eliminating data silos that waste 20 hours weekly for teams. Setup takes 2-4 weeks, with full customization to your workflow, leading to 40% efficiency gains as per our client benchmarks.
What kind of ROI can an event planning company expect?
Typical ROI hits 5x within the first year for SMB event firms. If you're processing 200 invoices monthly at 30 minutes each, that's 100 hours saved—valued at $5K+ in labor costs alone. Add error reductions (saving 5-10% on overpayments) and faster closes, and total savings reach $25K annually for a $2M revenue planner. We provide a pre-build ROI calculator based on your volumes, drawing from industry data like the Events Industry Council's efficiency reports. Long-term, it scales with your growth, paying for itself in months.
How long does implementation take for a custom system?
From consultation to launch, it's 4-6 weeks for most event planners, depending on complexity. Week 1: Deep-dive audit of your AP processes. Weeks 2-3: Building and testing the AI core. Weeks 4-5: Integrations and team training. We minimize disruption with parallel runnings, so you see benefits early. For seasonal businesses, we prioritize quick wins like email capture. Our track record shows 95% on-time delivery, with clients operational before their next peak—transforming invoice drudgery into a competitive edge.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.