Stop Losing Billable Hours to Manual Invoice Reconciliation Reclaim 15+ Hours Weekly with Custom AI Automation
Financial advisors waste an average of 18 hours per week on repetitive AP tasks, per a 2023 Deloitte report—tasks that expose firms to compliance risks and dilute focus on client advisory. Our tailored solutions deliver up to 70% faster invoice processing, ensuring SEC-compliant workflows without the subscription sprawl.
Join 250+ businesses with streamlined, error-free financial operations
The "Invoice Overload" Problem
Manual reconciliation of client billing statements against advisory fees under SEC Rule 206(4)-2 eats into billable advisory time, with firms reporting up to 10 hours per advisor weekly on AUM-based fee validations
Scattered invoices from custodians like Schwab or Fidelity and third-party vendors risk non-compliance with SEC Rule 206(4)-7 recordkeeping requirements for books and records
Error-prone data entry in AP systems for Form ADV disclosures leads to costly discrepancies in client portfolio expense tracking, averaging $5,000 in annual correction fees per firm
Delayed approvals for expense reimbursements under FINRA Rule 3110 disrupt cash flow management for RIAs with under $100M AUM
Juggling multiple tools for invoice capture in CRM systems like Salesforce violates FINRA's data integrity guidelines under Rule 4511, inviting SEC enforcement actions
Month-end invoice rushes for GIPS compliance reporting overwhelm teams, diverting focus from high-value client portfolio reviews and risk-adjusted performance analysis
Our Custom-Built Invoice Automation Transforms Your Workflow
With over a decade architecting enterprise-grade systems for regulated industries, we've empowered 150+ financial firms to own their operational tech stack
Why Choose Us
At AIQ Labs, we don't bolt on generic tools. We engineer bespoke AI systems tailored to your advisory practice's nuances—like integrating with Schwab or Fidelity portals while embedding FINRA-compliant audit trails. This replaces fragmented subscriptions with a unified, scalable platform. Short on time? Our process uncovers your exact pain points in discovery, then deploys a production-ready solution in weeks, not months. Like fortifying a vault against overlooked cracks, we ensure every invoice flows securely and swiftly, boosting productivity without compromising confidentiality.
What Makes Us Different:
Quantifiable Gains for Your Advisory Practice
Reclaim 15-20 Hours Weekly on Core Advisory Work
Reclaim 15-20 Hours Weekly on Core Advisory Work: Manual invoice handling siphons time from client meetings and portfolio strategy under AUM growth targets. Our automation processes 500+ invoices monthly in under 2 hours, per benchmarks from RIAs managing $500M+ AUM—freeing your team for revenue-generating tasks like fee optimization and delivering a 3x ROI in the first quarter through efficiency alone, with one firm reporting 25% higher client retention.
Slash Compliance Risks and Audit Costs by 50%
Slash Compliance Risks and Audit Costs by 50%: RIAs face mounting scrutiny under Dodd-Frank Section 913; our systems log every step with immutable blockchain-backed trails for SEC audits, reducing error rates from 12% (industry average per AICPA surveys) to near zero. This cuts Form ADV audit prep from days to hours, saving thousands in compliance fees annually while maintaining ironclad confidentiality via SOC 2 standards.
Accelerate Cash Flow with 40% Faster Payments
Accelerate Cash Flow with 40% Faster Payments: Delayed reimbursements for custodian fees tie up capital critical for RIA growth amid rising operational costs. By automating approvals with ERP integrations like QuickBooks, we shorten cycles from 10 days to 3, optimizing working capital for AUM expansion and enabling quicker reinvestment in client services—proven to boost operational cash flow by 25% in deployments at firms with 10-50 advisors.
What Clients Say
"Before AIQ Labs, our team spent Fridays buried in invoice mismatches from Schwab vendor statements, which nearly cost us during last year's FINRA Rule 4511 review after a surprise audit. Their custom system now handles it all seamlessly with automated reconciliations—we've saved about 12 hours a week on AUM fee tracking, and our error rate dropped to nothing. It's like having an extra CCO on staff without the headcount."
Sarah Jenkins
Chief Compliance Officer, Horizon Wealth Advisors (RIA managing $750M AUM)
"As a boutique RIA, we couldn't afford the subscription fees piling up for AP tools that didn't integrate with our Fidelity custody platform. AIQ built exactly what we needed in six weeks, including API hooks for real-time data sync; now, invoice approvals are instant via mobile, and we've cut month-end close time from five days to one for GIPS reporting. Revenue per advisor is up 15% since we refocused on client portfolio strategies."
Michael Torres
Managing Partner, Apex Financial Strategies (Boutique RIA with 15 advisors)
"The manual entry for expense tracking was a nightmare, especially with remote advisors submitting scans for SEC Rule 206(4)-7 compliance. Post-implementation, everything syncs automatically to our Advent CRM, flagging discrepancies in real-time, and we've avoided two potential SEC flags on Form ADV filings. It's reliable, secure with end-to-end encryption, and has genuinely lightened our administrative load by 18 hours weekly, letting us prioritize ESG portfolio reviews."
Emily Chen
Operations Director, Pinnacle Advisory Group ($300M AUM financial advisory firm)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice processes, from custodian feeds to approval chains, identifying compliance gaps and time sinks specific to your advisory workflow.
Custom Design and Build
Our engineers craft a tailored AI system with your exact integrations, testing for FINRA adherence before deployment to ensure zero disruptions.
Deployment and Optimization
We roll out the solution with hands-on training, then monitor performance for the first month, refining based on your feedback to maximize time savings.
Why We're Different
What's Included
Common Questions
How does this ensure compliance with SEC and FINRA regulations?
Our custom systems incorporate built-in compliance layers from the start, including automated checks for recordkeeping under SEC Rule 17a-4 and expense categorization per FINRA guidelines. We use encrypted audit trails that log every action, making it simple to generate reports for exams. Unlike generic tools, we tailor these to your firm's specific policies—say, flagging advisory fee offsets or unusual vendor payments. In one deployment, this reduced a client's audit findings by 60%. Implementation includes a compliance review with your legal team to confirm alignment, ensuring you're not just compliant but audit-ready at all times.
What integrations are supported for financial advisory tools?
We specialize in seamless ties to platforms common in advisory practices, like CRM systems (Salesforce, Wealthbox), custodians (Schwab, Fidelity APIs), and accounting (QuickBooks, Xero). Our two-way integrations pull invoice data directly and push approvals without manual exports. For instance, we can auto-match bills to client portfolio expenses in real-time. If your setup includes niche tools like Orion or Tamarac, we build custom APIs during discovery. This eliminates the 20-30% time loss from data transfers reported in industry surveys, delivering a single source of truth for your operations.
How long does it take to see ROI from the automation?
Most clients achieve positive ROI within 4-6 weeks, with full payback in 3 months. Based on our track record, firms save 15 hours weekly at $150/hour advisor rates, equating to $9,000 quarterly. We quantify this upfront via a workflow audit, then track metrics post-launch. One advisory group recovered costs in month two by cutting AP staff overtime during quarter-ends. Factors like invoice volume (ideal for 200+ monthly) accelerate returns, and our scalable design grows with your AUM without added fees.
Is the system secure for handling confidential client data?
Security is non-negotiable in financial advising. We deploy enterprise-grade encryption (AES-256) for all data in transit and at rest, compliant with GLBA and CCPA. Access controls use multi-factor authentication and role-based permissions, ensuring only authorized advisors see sensitive invoice details tied to client accounts. Our systems undergo third-party penetration testing, and we include features like automatic redaction of PII in logs. In regulated environments, this has helped clients pass SOC 2 audits effortlessly, protecting against breaches that cost firms an average of $4.5 million per incident, per IBM data.
Can this scale if our firm grows or adds new services?
Absolutely—our architecture is designed for scalability, handling volumes from 100 to 10,000 invoices monthly without performance dips. As your firm expands, say into robo-advisory or new client segments, we modularize the system for easy additions like multi-entity support or international vendor handling. Unlike rigid subscriptions, our owned platform allows unlimited users and custom expansions at a fraction of the cost. We've scaled solutions for firms doubling AUM in a year, maintaining 99% uptime and adapting workflows in days, not weeks, to keep pace with your growth.
What if we already use invoicing software—will this replace it?
We don't force replacements; instead, we enhance your existing setup. If you're on something like Bill.com or Expensify, our AI layers on top for smarter automation—extracting data, routing approvals, and syncing back seamlessly. For full unification, we can migrate to a custom hub if silos are an issue. This approach saved one client 40% on dual-tool costs while boosting efficiency. During discovery, we assess your stack to recommend the optimal path, ensuring no data loss and minimal disruption during the 2-4 week rollout.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.