Stop Losing Hours Chasing Down Site Receipts and Supplier Bills Custom AI Invoice Automation Built for Your Projects
Imagine reclaiming 15-20 hours per week from manual invoicing drudgery, so your team can focus on blueprints and builds instead of paperwork. We've helped firms like yours cut AP costs by 30% while speeding up approvals on the go.
Join 150+ businesses with streamlined invoicing and faster project payouts
The "Field Invoice" Problem
Manual entry of dusty, handwritten invoices from subcontractors detailing rebar quantities and concrete pours
Disputes over steel beam quantities and volatile pricing in supplier bills for fabrication runs
Delayed approvals for change orders during fieldwork, pulling civil engineers from CAD designs and site surveys
Lost or mismatched receipts for tools and PPE from job sites amid dusty, high-traffic conditions
End-of-month reconciliation nightmares with RFIs, change orders, and extras in MEP systems
Cash flow crunches from slow invoice processing delaying bids on new infrastructure projects
Our Custom AI Invoice Automation: Tailored to Your Engineering Workflow
With years of field-tested integrations in construction and manufacturing, we've streamlined invoicing for firms just like yours, from structural engineers to fabrication shops.
Why Choose Us
Let's be honest, your engineering firm deals with a barrage of invoices—from steel supplier deliveries to subcontractor punch lists. Here's the thing: generic software treats them like office memos, not site-critical docs. We build a custom AI system that ingests those invoices directly from your project management tools like Procore or Autodesk, automates data extraction with engineering-specific logic (think matching line items to CAD specs), and routes approvals via mobile alerts for on-site sign-offs. No more scanning dusty receipts or fighting Excel mismatches. You're probably thinking, 'Does this fit my custom workflows?' Absolutely—we design it around your exact processes, ensuring seamless ties to your ERP like SAP or QuickBooks. The result? A unified system you own, slashing manual work and boosting your ROI from day one.
What Makes Us Different:
Unlock Real Efficiency Gains for Your Firm
Reclaim 15-20 Hours Weekly on Core Engineering
Reclaim 15-20 Hours Weekly on Core Engineering: Imagine your structural team ditching late-night sessions matching subcontractor bills for foundation work against BIM models—our AI scans and reconciles everything. Firms report a 35% productivity surge, letting engineers innovate on sustainable builds instead of chasing paper trails, all while keeping projects on schedule and within ACI tolerances.
Achieve 30% Cost Reductions in AP Processing
Achieve 30% Cost Reductions in AP Processing: Beyond time drains, manual errors lead to overages in raw materials like sheet metal for HVAC fabrication. Our system auto-flags variances in PO matches before ledger entry, slashing costs and avoiding overruns on assembly lines. Clients hit ROI in 2-3 months, scaling ops for larger contracts without added overhead.
Speed Up Payments and Strengthen Supplier Ties
Speed Up Payments and Strengthen Supplier Ties: In the fast-paced world of construction, delayed payments can stall critical deliveries of precast concrete or machined parts. We automate from mobile capture at the site to ACH payouts, cutting cycles by 5-7 days. This boosts cash flow for upcoming bids and fosters loyalty— one client saw a 25% uptick in preferred vendor status, ensuring priority on tight deadlines.
What Clients Say
"Before AIQ Labs, our structural engineering team was buried under subcontractor invoices every quarter—easily 10 hours lost per person just matching rebar quantities to our Revit models from foundation pours. Now, the custom AI pulls data straight from our Procore field apps, and we've cut that to under 2 hours. It's like having an extra engineer on payroll without the headcount, letting us bid on more high-rise projects."
Mike Harlan
Senior Project Engineer, BuildTech Engineering
"We run a mid-sized manufacturing outfit specializing in custom steel fabrication, and change order invoices for welding extras were killing our month-end closes. AIQ built us a system that integrates with our Epicor ERP and flags variances in material specs on the spot. Saved us about $15K last year in overpayments alone—real money back in our pocket for upgrading CNC machines."
Sarah Kline
Finance Director, Precision Fab Works
"As a civil engineering firm handling highway infrastructure, site receipts from inspectors and aggregate suppliers were a nightmare to track across multiple job sites amid weather delays. Their automation nailed it, with mobile approvals via Fieldwire that fit our fieldwork. Dropped our error rate from 12% to 1% in under six months, and our PMs actually thank me for once—frees them up for RFI resolutions."
Tom Reyes
Operations Manager, InfraCore Engineers
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your engineering processes, from site invoicing to CAD-linked approvals, to blueprint a custom solution that fits like a perfectly cut beam—no off-the-shelf guesses.
AI System Build and Integration
Our engineers code your tailored AI, linking it to tools like your PM software and accounting systems, with field-tested logic for construction specifics like material specs and change orders.
Testing, Launch, and Optimization
We test on real project data, launch seamlessly, and tweak based on your feedback—ensuring it's robust for the long haul, just like your builds.
Why We're Different
What's Included
Common Questions
How does this custom automation handle the unique invoices from construction sites?
Great question—construction invoices often come messy, with handwritten notes or attachments like delivery manifests. Our AI is trained on engineering-specific data, so it extracts details like rebar quantities or concrete pours accurately, even from low-quality scans. We customize the logic to your workflows, say integrating with Procore for auto-matching to job codes. This cuts manual verification by 80%, letting your team skip the guesswork. Unlike generic tools, it's built for the grit of sites, not clean office PDFs, and we've seen firms reduce processing time from days to hours.
What's the typical ROI timeline for engineering firms using your system?
You're probably thinking about the payback period—fair enough. For most engineering firms we work with, ROI hits within 2-4 months. Take a 50-person outfit: they were spending 18 hours weekly on AP, at $50/hour labor—that's $36K yearly. Our automation saves 15 hours, plus 25% error reductions avoiding overpayments. We model this during discovery using your numbers, ensuring clear projections. Post-launch, we track metrics like time saved and cost cuts, adjusting as needed. It's practical, field-tested math that delivers real cash flow boosts for your projects.
Can it integrate with our existing project management and accounting software?
Absolutely, integration is our bread and butter. We specialize in deep, two-way connections—no superficial links that break. For instance, if you're on Autodesk BIM 360 for designs and QuickBooks for books, our AI pulls invoice data into your PM for budget checks, then pushes approvals to accounting. We've done this for firms using Oracle Primavera or Microsoft Dynamics, handling the quirks like custom fields for site locations. It's all custom-coded for reliability, so your workflows stay smooth without data silos. Let's chat about your stack to confirm.
How secure is the system for sensitive engineering project data?
Security is non-negotiable in engineering, where invoices tie to proprietary designs or client bids. We build with enterprise-grade encryption, role-based access (e.g., site supers see only their invoices), and compliance with standards like SOC 2. Data stays in your controlled environment, with audit logs for every action. Unlike cloud-only tools, our solutions let you host on-prem if needed for regulated projects. We've secured systems for manufacturing clients handling IP-heavy fab invoices, with zero breaches. We walk through your requirements in discovery to tailor protections perfectly.
What if our invoicing needs evolve with new projects or regulations?
Engineering firms grow and shift—new regs like updated OSHA billing or expanding to green builds. Our systems are designed modularly, so updates are straightforward without rebuilding. For example, if you add EV charging projects, we retrain the AI on new invoice types in weeks, not months. Post-launch, we offer optimization sessions to adapt to changes, like tying into new supply chain tools. Clients love this flexibility; one firm scaled from residential to commercial without downtime. It's ownership that evolves with you, keeping efficiency high amid industry flux.
How much does a custom invoice automation setup cost for a firm like mine?
Costs vary by complexity, but for a typical engineering firm with 20-100 invoices monthly, expect $25K-$50K upfront for build and integration, with minimal ongoing fees since you own it. That's versus $10K+ yearly in subscriptions elsewhere. We break it down in your free consult: factor in your volume, tools, and custom needs like mobile approvals. The savings—15 hours/week at your rates—often cover it fast. Think of it as investing in a digital foreman that pays for itself through ROI, not recurring drains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.