Stop Wasting Hours Chasing Down Invoices from Subcontractors and Suppliers Custom AI Invoice Automation Built for Your Site Workflow
Imagine reclaiming 20+ hours per week on manual invoice matching and approvals, slashing your AP processing time by 60%, and boosting cash flow visibility without the hassle of generic software that doesn't get construction realities.
Join 150+ businesses with streamlined AP processes and real ROI gains
The "Field-to-Finance" Disconnect Problem
Manual Invoice Entry from Scattered Job Site Receipts: Framers snapping blurry photos of lumber deliveries on iPads, leading to lost receipts for concrete pours or steel rebar orders
Delays in Matching Invoices to Change Orders and POs: Weeks wasted aligning electrician extras for wiring changes against RFIs and original subcontract POs on high-rise builds
Subcontractor Payment Disputes Due to Incomplete Documentation: HVAC subs invoicing without signed addendums for ductwork mods, sparking arguments over scope creep on commercial retrofits
End-of-Month Chaos Reconciling Supplier Bills with Project Budgets: Scrutinizing overages on welding supplies or fabrication costs against Gantt-scheduled milestones for factory expansions
Cash Flow Bottlenecks from Slow AP Processing on Multi-Site Jobs: Delayed payments to steel fabricators across bridge builds and warehouse sites, risking liens on bonded projects
Error-Prone Data Transfer from Field Apps to Accounting Software: Typos in entering tonnage of structural beams from Procore apps into Sage, causing budget overruns on prefab assembly lines
Our Custom AI Approach to Invoice Automation
With years of field-tested experience in construction ops, we've helped crews like yours build AI systems that handle the grit of real job sites.
Why Choose Us
Let's be honest, construction invoicing isn't a desk job—it's tied to dusty blueprints, last-minute change orders, and trucks rolling in with partial loads. At AIQ Labs, we don't slap on off-the-shelf tools. We engineer custom AI workflows that integrate your Procore, QuickBooks, or custom field apps into one seamless system. You're probably thinking, 'How does this fit my chaotic schedule?' Here's the thing: we start by mapping your exact process—from snapping photos of delivery tickets on-site to auto-approving lien waivers. The result? A robust, owned solution that cuts the noise and delivers ROI you can measure in saved labor hours and faster payments.
What Makes Us Different:
Quantifiable Wins for Your Bottom Line
Reclaim 15-25 Hours Weekly on AP Tasks
Reclaim 15-25 Hours Weekly on AP Tasks: No more your bookkeeper digging through email folders for subcontractor invoices from plumbers or welders. Our AI automates capture and validation from site photos of material deliveries, like a digital foreman overseeing the paperwork flow for rebar or HVAC installs. Teams report closing monthly books in half the time—say, from 10 days to 5—freeing staff for value-add work like estimating bids on that next commercial high-rise or factory retrofit.
Achieve 3-6 Month ROI Through Cost Reductions
Achieve 3-6 Month ROI Through Cost Reductions: Picture this: reducing invoice errors by 80% on material overruns like excess steel shipments, which means fewer overpayments to suppliers during volatile commodity pricing. We've seen clients drop their AP processing costs by $10K+ annually on mid-sized projects, turning what was a black hole of admin time into predictable savings that fund new CNC machines for fabrication shops or additional crane hires for site work.
Boost Productivity with Real-Time Cash Flow Insights
Boost Productivity with Real-Time Cash Flow Insights: Manual work drags down your entire operation, from delaying subcontractor payments for electrical rough-ins to tying up capital on disputed bills for custom millwork. Our system flags variances between invoiced amounts and project budgets instantly—like radar spotting a rebar shortage before it halts pours—across multi-phase jobs. The efficiency gain? Faster decisions on job profitability, with one client noting a 25% improvement in on-time project completions for their portfolio of industrial builds, avoiding costly delays from weather or supply chain hiccups.
What Clients Say
"Before AIQ, our AP team was buried under stacks of faxed and emailed invoices from framers and electricians on our downtown condo projects—took us two full weeks to close a month amid all the change order chaos. Now, the AI pulls data straight from site photos of drywall deliveries and matches it to POs in under an hour. We've saved about 18 hours a week, and our controller finally has time to review bids for that upcoming office tower expansion."
Mike Reynolds
Operations Manager, BuildRight Construction (specializing in urban multi-family developments)
"Dealing with change order invoices was a nightmare; our plumbing and HVAC subs would bill for extras like pipe reroutes without proper backups or foreman sign-offs, leading to constant back-and-forth on hospital retrofit jobs. Their custom setup auto-flags these discrepancies and routes them for approval via our field app in real-time. In the last quarter, disputes dropped 70%, and we're paying folks faster—within 5 days of receipt—without the usual errors eating into our margins."
Sarah Patel
Finance Director, Apex Builders Inc. (focused on healthcare and institutional construction)
"We run multiple sites for warehouse and bridge projects, and invoices from steel suppliers and concrete vendors were piling up, messing with our cash flow for weekly crew payrolls and risking mechanic's liens. AIQ tailored this to our workflow—integrates seamlessly with our field tablets running Autodesk BIM 360 and our QuickBooks setup. Cut our processing time from 10 days to just 2, and the ROI hit in four months with no more late fees on bonded contracts or supplier surcharges."
Tom Herrera
CFO, SteelFrame Projects (infrastructure and industrial fabrication specialists)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your daily grind—talking to foremen, accountants, and site leads to understand how invoices flow from the field to finance. No assumptions; we tailor everything to your tools like Viewpoint or Sage.
AI System Design and Build
Our engineers craft a custom AI engine that learns your patterns, from extracting line items on supplier bills to validating against delivery manifests. It's like pouring a foundation—solid, scalable, and built to last through project changes.
Integration, Testing, and Launch
We wire it into your existing stack, test on real invoices from ongoing jobs, and train your team. Go-live with full support, ensuring smooth handoff so your AP runs like clockwork from day one.
Why We're Different
What's Included
Common Questions
How does this handle the chaos of change orders in construction?
Change orders are a beast in our industry—delays, extras, and disputes galore. Our custom AI is trained on your specific patterns, automatically cross-referencing incoming invoices against approved COs in your project management system. It flags mismatches, like if a plumber bills for unapproved pipe upgrades, and routes them for approval. We've built in tolerances for common variances, such as material price fluctuations, ensuring 90% auto-approval on standard items. For one mid-size builder, this cut dispute resolution time from 5 days to hours, keeping projects on track without halting payments. It's all tailored during our discovery phase to match your workflow, so no generic mismatches.
What if my team is mostly in the field, not at desks?
Field crews don't have time for desktop software—that's why we design mobile-first. Foremen can snap photos of delivery invoices right from their tablets or phones, and the AI processes them instantly, pulling details like quantities and vendor info. Approvals happen via quick taps or voice notes, integrated with apps like Fieldwire. No more waiting to get back to the trailer. A client with 50+ sites told us this alone saved them 12 hours weekly per office admin, as field data flows straight to accounting without re-entry. We test everything on real job scenarios to ensure it works offline too, syncing when signal returns.
How quickly can I see ROI from this automation?
You're ROI-driven, so we focus on fast wins. Most clients see payback in 3-6 months through direct savings: think 20 hours/week at $30/hour labor costs, plus reduced errors that avoid $5K+ in overpayments yearly. For a typical construction firm processing 200 invoices/month, that's $15K+ annual savings. We track metrics from day one, like time per invoice and approval speed, and optimize based on your data. One partner hit breakeven in 10 weeks after automating supplier bill matching, freeing cash for a new excavator. It's not hype—our builds are lean, targeting your biggest pain points first for immediate impact.
Will this integrate with our existing accounting software?
Absolutely, we specialize in deep, two-way integrations without the fragility of Zapier-style connectors. Whether you're on QuickBooks, Sage 300, or Viewpoint, our AI syncs invoice data bidirectionally—pulling POs for matching and pushing approved payments back in. We handle the nuances, like mapping construction cost codes or multi-entity setups for subsidiaries. During build, we run parallel tests to ensure zero data loss. A manufacturing client with ERP ties said it felt like we'd rebuilt their system seamlessly; no more manual exports that led to weekends fixing reconciliations. It's custom-coded for reliability, not superficial links.
What makes your solution different from off-the-shelf invoice tools?
Off-the-shelf options like Bill.com are fine for simple offices, but they choke on construction's complexity—think partial deliveries, retainage, or site-specific taxes. We build yours from the ground up, like custom formwork for a tricky pour: tailored to your workflows, scalable for job spikes, and owned by you, no subscription traps. Unlike no-code assemblers, our production-ready code handles high volumes without breaking, with features like AI anomaly detection for fraudulent bills. Clients stick with us because it evolves—post-launch, we refine based on your seasonal patterns, delivering sustained 50%+ efficiency gains that generic tools can't match.
Is the system secure for handling sensitive payment info?
Security is non-negotiable in construction, where you're dealing with large payments and compliance like PCI for cards or state lien laws. We use enterprise-grade encryption, role-based access (e.g., foremen see only their jobs), and audit logs for every action. Built on secure frameworks, it complies with SOC 2 and integrates with your existing controls. For a client in commercial builds, this meant passing audits without extra work, as the AI timestamps approvals and stores backups immutably. We also offer on-prem options if cloud isn't your style. Bottom line: your data's fortified like a job site's perimeter—no breaches, just peace of mind.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.