Stop Losing Billable Hours to Manual Invoice Chasing Reclaim Your Time with AI-Powered Automation
PR firms waste an average of 15 hours per week on invoice reconciliation, according to industry benchmarks from the Public Relations Society of America. Our custom solutions cut that by 70%, freeing your team to focus on client storytelling and media wins.
Join 250+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Scattered Invoices from Digital Media Buys and Event Production Vendors Disrupt PR Campaign Budget Tracking, Leading to Overruns in 30% of Quarterly Spends
Manual Approval Chains for Payments to Freelance Journalists and Social Media Influencers Delay Cycles by Up to 15 Days, Straining Critical Media Relationships
Inconsistent Data Entry in Client Retainer Billing for Ongoing Media Monitoring Services Leads to Errors Averaging 5-10% of Monthly Invoices, Eroding Client Trust
Month-End Closes Bogged Down by Unmatched Expenses from Sponsored Press Trips and Brand Sponsorships, Delaying Reporting by 7-10 Business Days
Fragmented AP Tools Fail to Integrate with CRM Systems Like Salesforce, Causing Gaps in Reporting Client Profitability on Crisis Communications Projects
Compliance Risks from Untracked Vendor Contracts in High-Stakes Product Launch PR Campaigns, Exposing Firms to FTC Disclosure Violations
Tailored AI Invoice Processing Built for Your PR Workflow
With over a decade of experience architecting AI systems for client-focused industries, we've empowered 150+ professional services firms to own their operations, not rent them.
Why Choose Us
One-size-fits-all tools treat every invoice like a commodity. Not yours. We build custom AI solutions that mirror your PR firm's unique rhythm—from ingesting scanned receipts from on-site events to auto-approving routine freelancer payments. Like a seasoned account director who never misses a deadline, our system anticipates bottlenecks, flags anomalies, and integrates seamlessly with your CRM and accounting software. This isn't assembly-line automation; it's a bespoke engine designed for the creative chaos of public relations.
What Makes Us Different:
Unlock Efficiency That Scales with Your Agency
Accelerate Cash Flow Without Sacrificing Accuracy
Accelerate Cash Flow Without Sacrificing Accuracy: PR firms using our custom systems report 40% faster payment cycles for influencer contracts, per internal benchmarks—reducing average processing from 14 days to 8 days. No more chasing freelancers mid-campaign; AI matches invoices to PO approvals automatically, reducing disputes by 65% and keeping your creative partners happy for repeat collaborations.
Reclaim Billable Time for Strategic Client Work
Reclaim Billable Time for Strategic Client Work: Imagine your team ditching spreadsheets for pitching exclusive stories to editors. Our solutions free up 12-18 hours weekly on AP tasks for media relations teams, allowing senior strategists to focus on building journalist networks. One boutique PR firm saw a 25% uptick in client wins after redirecting that time to proactive outreach on product launches within six months.
Fortify Compliance and Audit Readiness
Fortify Compliance and Audit Readiness: In the scrutiny of client audits for sponsored content campaigns, precision matters. Our AI flags discrepancies in real-time, ensuring every expense—from programmatic ad buys to event sponsorship catering—aligns with vendor contracts and FTC guidelines. This cuts audit prep time by half for quarterly reviews, as validated by 80% of our PR partners who avoided penalties last year.
What Clients Say
"Before AIQ Labs, our monthly close took two weeks because invoices from experiential event vendors never matched our tracking sheets for branded activations. Now, it's down to three days, and we've caught over $15K in duplicate charges from a single Q2 product launch campaign. It's like having an extra accountant who actually understands PR chaos and deadline pressures."
Sarah Jenkins
Finance Director, Horizon PR Group (Mid-Sized Agency Specializing in Consumer Brands)
"We were buried in emails chasing approvals for nano-influencer payments during viral social campaigns. Their custom AI sorts it all—pulls data from our Slack threads on content calendars—and integrates with QuickBooks without a hitch. Saved us 10 hours a week on approvals, and our influencers are paid on time, which keeps the good ones coming back for ongoing partnerships."
Mike Rivera
Operations Manager, Echo Communications (Digital PR Firm Focused on Tech Startups)
"As a boutique firm handling retainer-based media training for executives, we couldn't afford errors on client billing. AIQ built a system that auto-flags budget overruns on earned media placements. Last year, it prevented a $8K mistake on a major C-suite launch, and our error rate dropped from 12% to under 2% across 20+ accounts. Game-changer for scaling without the headaches of manual reconciliations."
Lisa Chen
CFO, Apex Strategies (Boutique PR Consultancy for Corporate Communications)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow, from vendor submissions to client billing, identifying pain points like delayed approvals during peak campaign seasons.
Custom AI Design
Our engineers craft a tailored model using your data—think event receipts and freelancer contracts—to automate extraction and validation with 98% accuracy.
Integration and Launch
We deploy the system with full training, connecting it to your CRM and accounting tools for seamless operation, then monitor for the first 30 days to refine.
Why We're Different
What's Included
Common Questions
How does your AI handle the varied invoice formats common in PR, like those from international vendors?
Our custom AI is trained on diverse datasets, including multi-language invoices and non-standard layouts from global media outlets. It uses advanced OCR and NLP to parse details with 97% accuracy, even from low-quality scans. For a recent PR client, this meant seamlessly processing euros from European event planners alongside USD freelancer bills, reducing manual reviews by 80%. We fine-tune the model during onboarding to match your specific vendors, ensuring nothing slips through.
What if our firm uses a specific CRM—will this integrate without disrupting workflows?
Absolutely. We specialize in deep, two-way API integrations with CRMs like Salesforce or HubSpot, common in PR. Unlike superficial connections that break, our custom code creates a unified data flow—linking invoice approvals directly to campaign records. One agency we worked with saw their project tracking improve overnight, with expenses auto-populating in client dashboards. Setup takes 2-4 weeks, with zero downtime, and we provide ongoing support to handle updates.
How secure is the system for sensitive client-related financial data?
Security is non-negotiable in professional services. We build with enterprise-grade encryption, role-based access, and compliance to standards like GDPR and CCPA, vital for PR firms handling confidential campaigns. Data is processed in isolated environments, with automated backups and audit logs. A boutique firm reported passing a rigorous client audit effortlessly after implementation, as every transaction was traceable. We conduct penetration testing pre-launch to guarantee robustness.
Can this scale as our agency grows and takes on more retainer clients?
Yes, our solutions are designed for scalability, handling increased volume without performance dips. Using modular architecture, we can expand features—like adding support for 50+ vendors—as your firm grows from 20 to 200 employees. Benchmarks show our systems manage 10x the invoices without added costs, unlike rigid subscriptions. For one expanding PR shop, this meant seamless handling of a 300% client surge last year, maintaining 99% automation rates.
What's the typical timeline and cost for implementing this in a mid-sized PR firm?
For a firm with 50-100 employees, discovery and build take 6-8 weeks, with full rollout in 10-12 weeks including testing. Costs start at $25K for a core system, scaling based on custom needs like multi-currency support—far below ongoing SaaS fees that add up to $50K annually. ROI hits in 3-6 months via time savings; a similar client recouped investment by eliminating two part-time AP roles, redirecting funds to talent acquisition.
Do you offer training for our non-technical team on using the system?
We do—comprehensive, hands-on training is included, tailored to PR teams who aren't tech experts. Sessions cover everything from approving invoices on mobile during travel to interpreting dashboards for budget insights. We use role-playing scenarios based on real PR workflows, like rushing a payment for a breaking news event. Follow-up includes video tutorials and a dedicated support channel, ensuring 90% adoption within the first month, as seen with our past clients.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.