Stop Losing Hours Chasing Paper Invoices on Every Project Automate Your Billing from Blueprint to Bid
Imagine reclaiming 15+ hours per week from manual invoice tracking, slashing approval delays by 40%, and boosting your firm's cash flow with AI that handles the grunt work—just like streamlining a construction site workflow.
Join 150+ businesses with streamlined invoicing and faster payments
The "Invoice Chaos" Problem
Manual data entry from subcontractor invoices for rebar and concrete pours eats into your critical design and estimation time
Delayed approvals for material requisitions, like steel deliveries or HVAC units, stall project timelines and cause costly idle crews
Tracking change orders for foundation modifications or MEP adjustments across multiple job sites leads to billing disputes and RFI overload
Inconsistent invoicing for engineering consulting fees on structural bids disrupts cash flow during peak bid seasons for commercial builds
Paper trails from site visits for soil testing or equipment logs create errors in reimbursable expense claims for heavy machinery rentals
Juggling vendor bills for CAD software licenses and building permit fees fragments your focus during blueprint revisions and fabrication planning
Our Custom AI Invoice Automation Built for Architects
We've helped over 50 architecture firms in construction replace scattered spreadsheets with seamless systems that pay for themselves in months.
Why Choose Us
Let's be honest, as an architect, you're juggling blueprints, client revisions, and site coordination— the last thing you need is drowning in invoice paperwork. At AIQ Labs, we build a tailored AI system that integrates directly with your project management tools like Revit or Bluebeam, capturing invoice data from emails, scans, or portals. It auto-matches line items to your specs, routes approvals via smart workflows, and syncs payments into QuickBooks or your accounting setup. You're probably thinking, 'Will this fit my unique firm?' Absolutely— we customize it to your workflow, from handling progressive billing on multi-phase builds to flagging variances in material costs. No more manual rekeying. Just efficient, owned tech that scales with your projects.
What Makes Us Different:
Unlock Real Time and Cost Savings for Your Firm
Save 15+ Hours Weekly on Invoice Handling
Save 15+ Hours Weekly on Invoice Handling: Here's the thing: manual invoicing for subcontractor bids is like pouring concrete by hand—slow and error-prone. Our system automates data capture from scanned RFQs and PO matches, freeing your team to focus on design iterations instead of chasing site receipts. Firms see a 60% drop in processing time for material requisitions, translating to $5,000+ monthly savings in labor costs for a mid-sized firm handling 10+ projects quarterly.
Boost ROI with 3x Faster Cash Flow
Boost ROI with 3x Faster Cash Flow: You're probably thinking about those delayed payments from GCs on steel fabrication runs. We build AI reminders and approval chains that cut billing cycles from 30 days to under 10 for progress payments, improving your firm's liquidity. One architect client reported a 25% increase in on-time payments within the first quarter on multi-phase builds, directly funding new BIM tools without dipping into reserves.
Eliminate Errors and Disputes in Project Billing
Eliminate Errors and Disputes in Project Billing: Construction invoicing can feel like assembling a puzzle with missing pieces—change orders for roofing upgrades get lost, leading to arguments. Our custom AI flags discrepancies in real-time, like mismatched quantities on precast concrete panels, reducing disputes by 80% on job sites. This means smoother client relationships and fewer costly RFIs or rework down the line, saving up to 10% on project overhead.
What Clients Say
"Before AIQ Labs, our firm was buried under stacks of subcontractor invoices every month— it took two full days just to reconcile them for a single 20-story high-rise project involving complex steel framing. Now, the automation pulls data straight from our Procore feeds and matches it to punch lists, and we've cut that time to under an hour. Last quarter alone, we saved 40 hours and caught a $12K overcharge on rebar materials that would've slipped through during the pour phase."
Sarah Jenkins
Senior Project Architect, Urban Build Architects
"As a smaller firm specializing in custom modular homes, we couldn't afford the subscription fees for off-the-shelf tools that didn't fit our fabrication workflows. AIQ built us a system that integrates with our Bluebeam estimating software, automating approvals for vendor payments on prefab components. In six months, our cash flow improved by 35% on residential builds, letting us take on two extra projects without adding staff or delaying millwork orders."
Mike Rivera
Principal Designer, Rivera Modular Design Studio
"Handling invoices for multi-site commercial jobs was a nightmare—emails from suppliers for HVAC installs everywhere, constant follow-ups on submittals. Their AI setup now scans everything, matches to as-built drawings, and routes it to the right project lead. We went from 20% late payments to zero on phased tenant improvements, and it's all custom to how we bill progressive MEP milestones. Honestly, it's like having an extra admin on the team during crunch times."
Elena Torres
Senior Project Director, Apex Commercial Construction Group
Simple 3-Step Process
Discovery and Mapping
We dive into your current invoicing process— from site expense tracking to client billing— to map out exactly how it fits your architecture workflow. No templates; it's all about your firm's needs.
Custom AI Build and Integration
Our engineers craft the AI system, connecting it to your tools like AutoCAD or accounting software. We test it against real project data to ensure it handles nuances like variable-rate consulting fees.
Deployment and Optimization
We roll it out with training for your team, then monitor and tweak based on live usage. Expect full efficiency gains within weeks, with ongoing support to scale as your projects grow.
Why We're Different
What's Included
Common Questions
How does this automation handle variable billing for architecture projects?
Great question— architecture billing isn't one-size-fits-all, with phases like schematic design or construction docs requiring unique rates. Our custom AI learns your firm's structure from day one, pulling data from your project management software to generate progressive invoices automatically. For instance, it can flag when a client hits 50% completion on a phase and trigger the next bill. We've built this for firms handling everything from residential remodels to large commercial bids, ensuring accuracy down to the hour. Setup takes about two weeks, and it integrates seamlessly without disrupting your workflow. The result? Fewer billing errors and payments flowing in 20-30% faster, based on our clients' experiences.
What if my firm uses specific software like Revit or Bluebeam?
We get it— you're deep in the ecosystem, and switching tools isn't an option. That's why we specialize in deep, two-way integrations with construction staples like Revit for pulling spec data or Bluebeam for markup-linked expenses. Our AI reads directly from these, matching invoice details to your drawings without manual exports. One architect we worked with synced Bluebeam annotations to auto-populate reimbursables, saving them 10 hours weekly. It's all custom-coded to your setup, so no brittle APIs that fail during crunch time. We start with a quick audit of your stack to ensure everything connects smoothly.
How secure is this for sensitive project financials?
Security is non-negotiable in construction, where invoices often tie to proprietary designs and client contracts. We build everything on encrypted, client-owned servers with SOC 2 compliance baked in, meaning your data never leaves your control— unlike cloud subscriptions that share it. Features include role-based access so only approved team members see site-specific bills, plus audit logs for every change. For example, we helped a firm protect bid details during vendor negotiations by adding AI-flagged alerts for unusual access. It's field-tested for industries like yours, reducing breach risks while keeping things simple to manage.
What's the ROI timeline for implementing this?
You're right to ask— ROI is everything in a practical field like architecture. Most clients see payback in 3-6 months through time savings alone: think 15 hours/week reclaimed from manual entry, at your team's $50-100/hour rate, that's $3,000+ monthly. Add faster payments reducing DSO by 15 days, and you're looking at 200-300% ROI in year one. We quantify this upfront with a free assessment, modeling your specific projects—like a 20-unit condo build—to show exact gains. No fluff; just hard numbers from firms we've transformed.
Can this scale if my firm grows or takes on more complex jobs?
Absolutely, scalability is core to how we design these systems, especially for architects expanding from small commissions to mega-projects. Our architecture uses modular code that handles volume spikes, like invoicing 50+ subs on a hospital build, without slowing down. We include forecasting tools that predict billing loads based on your pipeline, auto-adjusting workflows. A client scaling from 10 to 30 projects yearly told us it felt like adding staff without the payroll hit. Post-launch, we optimize quarterly to match your growth, ensuring it evolves with you—no outgrowing the solution like with rigid templates.
Do I need an IT team to maintain this after setup?
No way— we design for simplicity, so your architects and admins handle day-to-day without tech expertise. The AI self-manages routine tasks like data validation, and we provide an intuitive dashboard for oversight. Maintenance? That's on us via included support, with updates pushed seamlessly like software patches. For a firm we built this for, the project manager now spends zero time troubleshooting— it's as reliable as your CAD tools. If issues arise (rarely), our team jumps in remotely, keeping your focus on designs, not downtime.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.