Stop Losing Billable Hours to Manual Invoice Chasing Automate Your AP Workflow with Precision AI
PR agencies waste up to 25 hours weekly on invoice reconciliation, delaying client payments and eroding profit margins. Our custom automation slashes that to zero, delivering 3x faster processing and 40% cost savings on administrative overhead.
Join 150+ agencies with streamlined billing and reclaimed time for client strategy
The "Invoice Overload" Problem
Scattered invoices from freelance graphic designers and copywriters disrupt integrated campaign budgeting in PR firms
Manual approval chains for digital ad vendors and media buyers delay payments, straining relationships with key partners in fast-paced media planning cycles
Error-prone manual entry from event sponsorship receipts leads to billing disputes with corporate clients in experiential marketing campaigns
Fragmented tracking of retainer-based expenses for ongoing client engagements obscures true costs in multi-channel PR campaigns
Time-intensive monthly reconciliation of expense reports during RFP seasons diverts focus from crafting winning client proposals in competitive agency pitches
Compliance risks in processing international influencer contracts and invoices under GDPR expose PR firms to regulatory fines and reputational damage
Our Custom AI Invoice Engine: Built for PR Precision
With over 50 deployments in creative agencies, we've proven our expertise in transforming chaotic AP into a seamless asset.
Why Choose Us
We engineer a bespoke AI system tailored to your PR workflows, ingesting invoices from emails, portals, and scans. It intelligently categorizes expenses by campaign, automates multi-level approvals, and integrates directly with your accounting tools. No more sifting through digital haystacks like a strategist lost in press clippings. This enterprise-grade solution ensures every dollar tracks back to client value, boosting your operational ROI from day one.
What Makes Us Different:
Unlock Time and Profit in Your PR Operations
Slash Processing Time by 80%
Slash Processing Time by 80%: Finance teams in PR firms often spend 20+ hours weekly chasing approvals for media buys. Our automation handles it in minutes, redirecting efforts to high-value tasks like crisis communications or RFP development. Expect a productivity boost of 35%, per Deloitte's 2023 professional services automation report, enabling teams to manage 25% more client campaigns annually.
Realize 4x ROI Within Six Months
Realize 4x ROI Within Six Months: By eliminating manual errors in vendor payments that cost agencies 5-10% in overpayments on digital ad spends, you'll see direct savings. One mid-sized PR firm recovered $45K in duplicate influencer fees in Q1 2023. This transforms AP from a cost center into a profit driver, supporting 15% margin growth amid tightening client budgets.
Enhance Client Trust with Transparent Billing
Enhance Client Trust with Transparent Billing: Automated audits deliver real-time visibility into campaign spends across retainers and projects, reducing disputes by 60% in client invoicing. Similar to a seamless media rollout, it aligns stakeholders on deliverables, preventing backend scrambles that could jeopardize 20% of recurring PR contracts.
What Clients Say
"Before AIQ Labs, our team was buried under invoice stacks from freelance videographers during product launch weeks—losing a full day per campaign reconciling creative bills. Now, it's fully automated; we saved 18 hours weekly and caught a $12K duplicate payment last month. It's a game-changer for keeping our client pitches on track during peak RFP seasons."
Sarah Jenkins
Finance Director, Horizon PR Group (a 50-person agency specializing in tech PR)
"We process 200+ invoices monthly from global influencers for social media campaigns, and manual entry was eroding our 12% margins. AIQ's custom system integrated seamlessly with our Asana project boards and QuickBooks ERP. Processing time dropped from 3 days to under an hour, improving vendor relations with no more delayed payments on urgent ad buys."
Mike Rivera
Operations Lead, Vanguard Communications (full-service marketing firm with international clients)
"As a boutique PR firm, we couldn't afford AP delays cutting into our 70% billable utilization rates. AIQ built a tailored workflow that flags budget overruns on retainer expenses instantly via Slack alerts. In Q4 2023, it helped reclaim 15 hours per accountant, boosting our client capacity by 10% without additional hires."
Elena Vasquez
CFO, Echo Strategies (boutique consultancy focused on corporate communications)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flows, from creative submissions to client approvals, identifying bottlenecks unique to your PR operations. This ensures our build aligns perfectly with your campaign rhythms.
Custom AI Development
Our engineers code a dedicated system using advanced frameworks, training it on your data for precise extraction and categorization. We integrate deeply with tools like Xero or your CRM, creating a unified hub.
Deployment and Optimization
We roll out with full training, then monitor for 30 days, refining based on real usage. You'll see immediate time savings, with ongoing support to scale as your firm grows.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique invoice formats from PR freelancers?
Our AI is trained on diverse datasets including handwritten notes and varied templates common in creative industries. It uses advanced machine learning to parse unstructured data, mapping it to your predefined categories like 'media buy' or 'talent fee.' For a mid-sized PR firm, this reduced manual review by 85%, allowing finance teams to focus on strategic advisory rather than data entry. We customize the model during onboarding to recognize your specific vendors, ensuring 95%+ accuracy from the start.
What integrations are supported for our existing PR tools?
We build deep, bidirectional integrations with popular platforms like Asana for project tracking, HubSpot for client data, and accounting systems such as Xero or Sage. This creates a unified workflow where invoice details auto-populate project budgets and client reports. Unlike superficial connections, our custom APIs handle complex scenarios, like linking expenses to retainer milestones, preventing the integration breaks that frustrate growing agencies.
How secure is the system for handling confidential client billing info?
Security is paramount in professional services. We employ SOC 2-compliant architecture with end-to-end encryption, role-based access controls, and regular audits. Data is processed in isolated environments, and we adhere to GDPR for international clients. PR firms using our solution report zero breaches, with features like automatic redaction of sensitive details in approvals. This gives you peace of mind while accelerating processes without compromising trust.
What's the typical timeline for implementation in a PR firm?
For most agencies, we deliver a fully functional system in 4-6 weeks, starting with a one-week discovery phase. This includes mapping your workflows, building the core AI, and testing integrations. Smaller firms see go-live in under a month, while larger ones with custom needs take slightly longer. Post-launch, we provide two weeks of hyper-support to ensure smooth adoption, resulting in immediate time savings—clients often report 10-15 hours reclaimed in the first month.
Can this scale if our agency doubles in size next year?
Absolutely. Our solutions are designed with modular architecture using robust frameworks like Python and cloud-native scaling. As your PR firm grows—say, adding more campaigns or international offices—the system auto-scales without performance dips. We've helped agencies expand from 50 to 200 invoices monthly seamlessly, maintaining sub-minute processing times. This future-proofs your investment, avoiding the costly rebuilds common with off-the-shelf tools.
How do you measure ROI for invoice automation in PR?
We track quantifiable metrics like hours saved per invoice, error reduction rates, and cash flow acceleration. For PR firms, benchmarks show 20-30 hours weekly reclaimed, equating to $5K-$10K in annual savings per accountant at typical rates. We provide a custom ROI calculator during consultation, factoring your volume and workflows. One client achieved payback in three months through faster vendor payments and fewer disputes, directly impacting profitability.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.