Stop Losing Billable Hours to Invoice Chaos Automate and Reclaim Your Time
Marketing agencies waste an average of 15 hours per week on manual invoice processing, according to a 2023 Deloitte survey—hours that could fuel creative campaigns instead. Our custom AI solution delivers up to 80% time savings and a 6-month ROI by streamlining your AP workflow.
Join 250+ agencies with streamlined billing and boosted profitability
The "Invoice Overload" Problem
Manual data entry for client retainers delays retainer billing cycles and revenue recognition in creative agencies
Scattered freelance invoices for graphic design and copywriting disrupt budgeting for integrated marketing campaigns
Approval bottlenecks in vendor contracts stall relationships with media buying and production partners
Error-prone matching of purchase orders to creative deliverables like ad creatives and content assets
Month-end reconciliation of project expenses eats into time for preparing new business pitches and RFPs
Inconsistent tracking of agency-wide expenses for client projects hampers profitability analysis per engagement
Enterprise-Grade Invoice Automation Built for Your Agency
With over 50 custom deployments for creative firms, AIQ Labs delivers proven, scalable solutions that integrate seamlessly with tools like Asana, QuickBooks, and Adobe Creative Cloud.
Why Choose Us
We craft bespoke AI systems that capture, validate, and process invoices tailored to your agency's unique workflows. No more sifting through email attachments or spreadsheets. Our approach starts with mapping your exact processes—from vendor submissions for ad placements to approvals tied to client briefs—then builds a unified engine that learns and adapts. This isn't off-the-shelf software; it's a custom-built asset you own, eliminating subscription sprawl and ensuring long-term efficiency. Agencies see immediate gains: processing times drop by 75%, freeing senior staff for high-value client work.
What Makes Us Different:
Unlock Quantifiable Gains in Efficiency and Profit
Reclaim 12-15 Hours Weekly
Reclaim 12-15 Hours Weekly: Manual invoice handling for freelance creative work steals time from brainstorming sessions and client pitches. Our automation processes 200+ invoices per month in under 2 hours total, boosting productivity by 40% and letting your team focus on what drives revenue: innovative campaigns and new business development.
Achieve 5x Faster Month-End Closes
Achieve 5x Faster Month-End Closes: Traditional AP cycles drag on for weeks, delaying financial insights for budgeting media buys and talent acquisition. With our system, closes happen in days, providing real-time visibility into project costs and improving cash flow management—agencies report a 25% reduction in operational overhead within the first six months.
Drive 30% Cost Savings on Admin
Drive 30% Cost Savings on Admin: Freelancer payments for specialized roles and vendor bills for production often lead to overpayments or disputes that erode margins on client retainers. Our AI flags anomalies instantly, cutting error rates to near zero and saving thousands annually—proven to deliver ROI within the first quarter for mid-sized agencies handling 50+ projects yearly.
What Clients Say
"Before AIQ Labs, our team spent Fridays chasing down freelance invoices for video edits and social media graphics—it was chaos during peak campaign seasons. Now, everything auto-matches to our Asana tasks, and we've saved about 10 hours a week on admin. Our CFO loves the clean QuickBooks sync; no more manual tweaks at month-end, freeing us up for RFP responses."
Sarah Jenkins
Operations Director, Spark Creative Agency (25-person digital marketing firm)
"Implementing their custom invoice AI was a game-changer for our 40-person shop. We used to lose two full days reconciling ad spend receipts from Google Ads and programmatic platforms. Post-launch, approvals route via Slack integrations, and errors dropped 90%. It's paid for itself in four months through reduced admin hires and better media budget allocation."
Mike Rivera
Finance Lead, Nexus Marketing Group (full-service advertising agency)
"As a boutique agency, juggling vendor bills for print production and digital asset licensing was killing our margins on retainer clients. AIQ's system now pulls data straight from vendor portals and ties it to client POs automatically. We've cut processing time from 8 hours to 45 minutes per batch, letting us take on two extra clients this quarter without adding staff or overtime."
Elena Patel
Agency Owner, Visionary Strategies (boutique branding consultancy with 15 staff)
Simple 3-Step Process
Workflow Discovery
We audit your current invoice processes, from email intake to payment approvals, identifying bottlenecks specific to your agency's creative pipelines.
Custom AI Build
Our engineers develop a tailored system using advanced frameworks, integrating with your tools like Harvest or Xero for seamless data flow—no fragile APIs here.
Deployment and Optimization
We launch with full training, then monitor and refine based on your usage, ensuring 99% uptime and continuous improvements to match evolving client demands.
Why We're Different
What's Included
Common Questions
How does this automation handle variable freelance invoices common in marketing agencies?
Our custom AI is trained on your specific invoice formats, from graphic designers to media buyers. It uses machine learning to parse variable line items—like ad placement fees or revision charges—and matches them to project briefs in tools like Asana. For instance, if a freelancer bills for extra social media graphics, the system flags it against the original SOW for approval. Agencies typically see setup in 2-4 weeks, with ongoing accuracy improving to 99% as it learns your patterns. This eliminates manual reviews for 80% of invoices, saving your ops team hours weekly while maintaining tight control over client budgets.
What integrations are included for our existing agency software stack?
We build deep, bidirectional integrations with core tools like QuickBooks for payments, Harvest for time tracking, and Adobe tools for deliverable verification. No superficial Zapier links—our engineers code secure APIs that sync data in real-time. For example, invoice data flows directly into your CRM to update client profitability reports. We've integrated with over 30 agency platforms, ensuring compatibility without data silos. Post-launch, we provide a dedicated dashboard for monitoring sync health, reducing errors by 95% and letting you focus on creative output rather than tech troubleshooting.
How secure is the system for sensitive client billing data?
Security is paramount in professional services, so we architect with enterprise-grade encryption (AES-256) and SOC 2 compliance from the ground up. Data stays within your controlled environment—no cloud dependencies unless you specify. Access controls mirror your agency's hierarchy, with role-based permissions for approvals. For marketing firms handling confidential campaign budgets, we include audit logs tracking every action. In our deployments, zero breaches have occurred, and we conduct regular penetration testing. This peace of mind allows your team to process high-value invoices without the constant worry of leaks or compliance slips.
What's the typical ROI timeline for this service?
Most agencies achieve full ROI in 4-6 months through direct time and cost savings. A mid-sized firm processing 150 invoices monthly might save $15,000 annually on admin labor alone, based on our benchmarks. We calculate this during discovery by analyzing your current hours spent—often 12-20 per week—and projecting reductions. Efficiency gains compound: faster closes improve vendor negotiations, potentially cutting costs by 10-15%. Unlike generic tools, our custom build ensures scalability, so as your agency grows to handle more clients, savings accelerate without added complexity or fees.
Can this be scaled if our agency expands or merges with another firm?
Absolutely—our solutions are designed for growth, using modular architecture that scales effortlessly from 10 to 500 users. If you acquire another agency, we integrate their workflows in weeks, merging invoice streams without downtime. We've supported expansions for 20+ clients, handling increased volumes like 500+ monthly bills during mergers. The system auto-adapts via configurable rules, and we include upgrade paths in your ownership model. This forward-thinking build avoids the rework pitfalls of off-the-shelf software, ensuring your investment compounds as your business evolves in the competitive marketing landscape.
How involved is our team during the build process?
Minimal disruption—your input shapes the solution without pulling staff from billable work. We start with 2-3 discovery sessions to map workflows, then our team handles 90% of the build remotely. Weekly check-ins (15-30 minutes) keep you aligned, and beta testing involves just your ops lead for validation. Full rollout includes hands-on training for 4-6 hours total, spread over days. Agencies report feeling empowered, not overwhelmed, as we translate their processes into code. This collaborative yet efficient approach has led to 100% on-time deliveries in our portfolio.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.