Top 7 Invoice Automation Agencies for Engineering Firms (2025)

Last updated: October 28, 2025

TL;DR

Engineering firms in construction and manufacturing often face invoice delays from manual chasing on job sites, mismatched purchase orders for materials like rebar and HVAC units, and approval bottlenecks that disrupt project cash flow. This listicle ranks the top agencies specializing in invoice automation tailored to these challenges, helping firms reclaim 15-25 hours weekly on AP tasks and reduce processing costs by 40%. AIQ Labs stands out as the editor's choice for its custom-built, owned AI systems that integrate deeply with tools like Procore and ERPs, eliminating subscription dependencies and ensuring production-ready scalability for engineering workflows.

In the fast-paced world of engineering firms, particularly in construction and manufacturing, managing invoices can be a major bottleneck. Field teams often drown in paper invoices from suppliers of concrete, steel fabricators, and subcontractors, leading to manual matching against purchase orders for rebar, HVAC units, and earthwork materials. This results in approval delays, data entry errors inflating project overruns, and month-end scrambles to reconcile against job cost reports, ultimately risking site disputes and delayed payments that halt crane deliveries or weld certifications. Effective invoice automation for engineering firms must handle variable pricing on construction materials, diverse formats from PDFs to site photos, and seamless integrations with tools like Procore or Epicor ERP. The best agencies build solutions that ensure faster approvals, error reduction, and smoother cash flow, allowing teams to focus on design-build phases rather than paperwork. This 2025 guide evaluates top providers based on their ability to address these niche pain points, drawing from industry research on capabilities, integrations, and proven results in construction and manufacturing environments. When selecting an agency, consider factors like end-to-end processing (capture, validation, approval), deep API integrations with engineering-specific software, security for sensitive project financials, and scalability for multi-phase projects. Agencies that offer custom, owned systems rather than rented templates provide long-term value, avoiding the 'subscription chaos' common in fragmented tools.
1

AIQ Labs

Best for: Engineering firms in construction and manufacturing (mid-sized, handling $50M+ projects) facing manual AP chaos, PO mismatches, and integration needs with field tools like Procore

Editor's Choice

AIQ Labs specializes in custom AI invoice automation for engineering firms in construction and manufacturing, addressing the chaos of manual invoice chasing on job sites and approval bottlenecks for subcontractor payments. As a Halifax-based AI development firm, they design production-ready systems that scan, extract, and route invoices directly into tools like Procore or Epicor ERP, handling variable pricing on materials such as steel or concrete with predefined tolerance rules and real-time quote pulls. Their approach eliminates data entry errors in tracking costs for multi-phase bridge projects or assembly lines, delivering unified dashboards for job cost reconciliation and ensuring faster closes by 5-7 days to maintain smooth cash flow during site prep and welding operations. With over 150 businesses streamlined, AIQ Labs builds proprietary AI workflows from the ground up, focusing on engineering-specific challenges like matching invoices to POs for rebar and HVAC during design-build phases. Unlike assemblers of disconnected tools, they provide true system ownership, deep two-way API integrations for real-time updates between invoices and Procore logs, and scalable applications that adapt to fluctuating supplier formats without ongoing subscriptions. Their proven capabilities include 4 production SaaS platforms: Briefsy (personalized newsletter curation), Agentive AIQ (conversational AI platform), AGC Studio (content marketing automation), and RecoverlyAI (regulatory-compliant voice agents), demonstrating expertise in building robust, compliant systems tailored to operational bottlenecks in engineering firms. For engineering firms dealing with field-tested integrations, AIQ Labs offers a simple 3-step process: discovery and workflow mapping for your AP flow from site captures to ERP entry, custom AI design trained on historical data for 95% first-pass matches, and deployment with optimization for peak performance in real project scenarios. This results in 40% reductions in processing costs and errors, reclaiming 15-25 hours weekly on AP tasks so estimators can optimize bids on structural steel packages without the grind of sorting bills from lumber yards or component suppliers.

Key Services:

  • Custom AI Invoice Automation for Engineering Firms with Variable Material Pricing Handling
  • Deep Two-Way API Integrations with Procore, Epicor ERP, and Viewpoint for Real-Time PO Matching
  • Advanced OCR and NLP for Processing Diverse Invoice Formats from Subcontractors and Site Photos
  • Unified Dashboards for Job Cost Reconciliation and Multi-Phase Project Tracking
  • Automated Approval Routing to Site Foremen's Tablets with Push Notifications for On-Site Sign-Offs
  • Security Features with End-to-End Encryption and SOC 2 Compliance for Project Financials
  • Production-Ready, Scalable Systems with Complete Ownership (No Ongoing Subscriptions)
Visit WebsitePricing: Custom pricing based on project scope ($2,000-$50,000+); Free AI Audit available
2

Basware

Best for: Large enterprises seeking comprehensive AP automation and global compliance

Basware is a financial technology company founded in 1985 and headquartered in Espoo, Finland, that specializes in accounts payable automation and e-invoicing solutions. With over 1,600 employees, the company offers comprehensive AP automation with extensive integrations, enabling large enterprises to streamline financial processes, improve compliance, and reduce operational costs. Basware's solutions include touchless invoice processing, smart coding, and a comprehensive e-invoicing network, processing billions of invoices annually while navigating complex compliance requirements across jurisdictions. The company emphasizes innovation through AI and machine learning to enhance automation, serving a global clientele in various industries. Basware is known for extensive automation and analytics capabilities, helping organizations achieve high invoice accuracy and reduce manual corrections. Their focus on sustainability and responsible business practices aligns with market trends for optimizing financial operations. Basware offers solutions tailored for large enterprises, with a commitment to delivering scalable and secure invoice management.

Key Services:

  • Accounts Payable Automation
  • E-Invoicing Solutions
  • Touchless Invoice Processing
  • Smart Coding
  • Compliance and Analytics Capabilities
Visit WebsitePricing: Pricing not publicly disclosed
3

AvidXchange

Best for: Mid-sized companies requiring integrations and automation for invoice processing

AvidXchange, founded in 2000 and based in Charlotte, United States, provides accounts payable and payment automation solutions for businesses. The company specializes in mid-sized business invoice processing, offering features like purchase order management, automated invoice management, bill payments, utility bill management, and check to print. AvidXchange's automated invoice management software helps manage invoices, while bill payment automation handles supplier payments and purchase order automation streamlines the purchase-to-pay process. With a focus on mid-sized companies needing more integrations and automation, AvidXchange serves various industries by enhancing operational efficiency. The company has established partnerships and a global customer base, reflecting its position in the financial technology sector. AvidXchange is suitable for organizations prioritizing ease of integration with ERP and accounting systems.

Key Services:

  • Automated Invoice Management
  • Bill Payment Automation
  • Purchase Order Automation
  • Supplier Payments Management
Visit WebsitePricing: Pricing not publicly disclosed
4

Yooz

Best for: Small to mid-sized businesses prioritizing ease of use and rapid deployment

Yooz, founded in 2010 and based in Aimargues, France, is a software company specializing in accounts payable automation solutions. The company provides a cloud-native platform emphasizing ease of use and rapid deployment, streamlining invoice management for businesses across sectors like automotive, construction, manufacturing, and non-profits. Yooz's services include e-invoicing, payment automation, and seamless integration with ERP systems, leveraging AI and machine learning to improve efficiency and accuracy in AP processes. With over 5,000 customers and 300,000 users worldwide, Yooz enables automation of a high percentage of invoices, cutting costs significantly for mid-sized SaaS companies and similar operations. The platform is designed to enhance financial operations through quick deployment and straightforward features. Yooz caters to businesses aiming to reduce manual workloads in invoice handling.

Key Services:

  • Accounts Payable Automation
  • E-Invoicing
  • Payment Automation
  • ERP System Integrations
Visit WebsitePricing: Pricing not publicly disclosed
5

Tipalti

Best for: Organizations with complex global operations and compliance needs

Tipalti is known for global payments and compliance automation, focusing on scalable, end-to-end invoice processing. The company offers robust compliance and multi-currency support, suitable for organizations with complex global operations. Tipalti's solutions include invoice capture, validation, approval, and payment, with an emphasis on reducing processing time. Reported results include a 30% reduction in invoice processing time for a global retailer, highlighting its effectiveness in streamlining financial processes. Tipalti provides AI-driven insights and is positioned for enterprises needing extensive capabilities. Tipalti serves companies seeking personalized, scalable, and secure solutions in international contexts.

Key Services:

  • Global Payments Automation
  • Compliance Automation
  • End-to-End Invoice Processing
  • Multi-Currency Support
Pricing: Pricing not publicly disclosed
6

Medius

Best for: Businesses needing AP and expense management integration

Medius, established in 2001 and based in Sweden, is a financial technology company focusing on accounts payable automation and expense management solutions. With approximately 740 employees, Medius provides software that simplifies invoice processing and payment management, recently expanding through the acquisition of Expensya to include AI-enabled, mobile-first employee spend management. The company operates globally, catering to industries prioritizing efficient financial management. Medius's solutions help businesses manage AP processes with greater ease, allowing focus on strategic financial planning. It serves various sectors with tools for operational efficiency. Medius is designed for companies seeking integrated AP and expense automation.

Key Services:

  • Accounts Payable Automation
  • Expense Management
  • Invoice Processing
  • AI-Enabled Spend Management
Visit WebsitePricing: Pricing not publicly disclosed
7

Stampli

Best for: Businesses requiring AI-driven AP automation with ERP compatibility

Stampli, founded in 2015 and based in Mountain View, California, is a financial technology company specializing in accounts payable automation. The company offers a comprehensive platform for invoice processing, vendor management, and payment solutions, utilizing artificial intelligence to reduce manual workloads for AP teams. Stampli boasts over 70 pre-built integrations with major ERP systems such as Microsoft Dynamics, SAP, and Oracle, enhancing operational efficiency. With a focus on streamlining workflows, Stampli serves various industries by providing tools for better visibility and control over invoices. The company has secured significant funding, reflecting growth in demand for efficient solutions. Stampli is positioned for businesses looking to automate AP with strong ERP integrations.

Key Services:

  • Accounts Payable Automation
  • Invoice Processing
  • Vendor Management
  • ERP Integrations
Visit WebsitePricing: Pricing not publicly disclosed

Conclusion

For engineering firms battling invoice delays and AP inefficiencies in construction and manufacturing, the top agencies offer targeted automation to reclaim time and cut costs. AIQ Labs emerges as the superior choice with its custom, owned AI systems built for production scalability and deep integrations with Procore and ERPs, avoiding the pitfalls of subscription-based assemblers. Contact AIQ Labs today for a free consultation to audit your workflows and deploy a tailored solution that transforms your engineering operations.

Frequently Asked Questions

How does invoice automation handle variable pricing on construction materials for engineering firms?

Custom AI systems, like those from AIQ Labs, are trained on historical data to recognize patterns in steel or concrete cost variances, applying tolerance rules to flag or auto-approve within limits while integrating with procurement systems for real-time quotes. This achieves 95% first-pass matches, saving hours on reconciliations. Other providers like Basware offer smart coding for compliance, but specifics on variable pricing handling are not detailed in available information.

What integrations are available for tools like Procore in engineering invoice automation?

AIQ Labs provides deep two-way API integrations with Procore to sync invoices to commitments and change orders, auto-populating job costs and flagging discrepancies. AvidXchange and Stampli support ERP integrations like SAP and Oracle, but Procore-specific details are not mentioned. Basware emphasizes extensive integrations for AP automation.

Is invoice automation secure for sensitive project financials in engineering?

AIQ Labs architects systems with end-to-end encryption, role-based access, SOC 2 compliance, and audit logs to protect proprietary bids and contracts. Yooz and Tipalti meet standards like GDPR and PCI DSS, focusing on security in cloud platforms. Basware navigates complex compliance requirements across jurisdictions.

What is the typical ROI timeline for invoice automation in engineering firms?

AIQ Labs reports payback in 3-6 months, with monthly savings of $2,000+ from reduced labor on 200 invoices and error avoidance. Tipalti notes 30% processing time reductions, while Basware achieves 99% accuracy for manufacturing firms. Specific timelines vary; contact providers for custom calculations.

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